Author: Gregory Livingston

2022—2023 EMPLOYEE HANDBOOK

The Montana Barber Institute
A licensed by the Texas Department of Licensing and Regulation, P.O. Box 12157, Austin, TX 78711. They may be reached at (512) 463-6599 or 1 (800) 803-9202. On internet, the TDLR is located at http://www.license.state.tx.us
Mission
Montana Barber Institute mission is to trains, educate, and develop our men and women to be successful in our growing economy.
Vision
Montana Barber Institute vision of success if measure by the successful career of every student.

Message from the
Director
Hello,
Welcome to Montana Barber Institute. As the Director I would like thank you for becoming a part of our family and for wanting to help us in achieving a great environment to grow and be successful.
Our Vision is to select and train our staff and instructors to be extremely professional and to optimize every opportunity to create a environment of learning that will keep the Barber Beauty Industry essential to the future. We are striving to become an ultra-modern institution that our employee can enjoy being employed.
Thank you,
Sincerely

Table of Contents
Page
INTRODUCTION ……....………………………………..…………...1
EQUAL EMPLOYMENT OPPPRTUNNITY.………………...………...2
Policy on Equal Employment Opportunity…………………………………....….2
Policy on Equal Opportunity and Reasonable Accommodation for Individuals with Disabilities………………………………....…………..…………………....2
Language Diversity……………………………………………………………….3
Policy Prohibiting Harassment……………………………………………….......3
Sexual Harassment………………………………………………………..…..…..3
How to Get Help…………………………………………...………………….….4
Responsibility for Responding to and Reporting Discrimination, Retaliation, and Harassment………………………………………..…....5
Anti-Retaliation…………………………………………………………………..5
INFORMATION ABOUT CITY AND COUNTY EMPLOYMENT.
Classification………………………………………………………………….…..6
Salary Step Increases……………………………………………………….……..6
Appointment above the Entrance Rate…….……………………………….……..6
Responsibilities of Applicants…………………………………………….………6
Employment of Persons with Disabilities………………………………...………7
REQUIREMENTS AT THE TIME OF HIRE…………… ..……….………9
Social Security Number………………………………………………….…….....9 Authorization to Work…………...……………………….…………………...….9 Acknowledgements………………………...…………………………….……….9 Tax Forms…………………………………...…………………….………...……9
AFTER YOU ARE HIRED……………………..…...……………………..10
Attendance and Punctuality… ……………………..…………………...10
Appearance and Dress Code………………...…………...………..….…10
Maintenance of Minimum Qualifications……………………………....10
Business Hours…………………………………………….………..…..10
Pay Periods……………………………………………………………...11
Payroll Deductions….……………………….………………...…...…...11
Garnishments…………………………………………….………….….11
Probation Periods………….…………………………...…………..…...11
Your Performance Plan and Appraisal………….……………..………..12

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Table of Contents
Page
Change of Name and/or Address………………….……………………………..12
Employment Verification………………………………….…………….…....….13
Promotional Opportunities……….……………………….……………………...13
SEPERATION PROCEDURES……………………….…...…………..14
Resignation………………………………………………………………………14
Automatic Resignation…………………….……………………………………..14
Layoff…………………………………………………………………………….14
Termination………………………………………………………...…………….14
Employee Breaks…………………………...…………………………...….16
LEAVES OF ABSENCE…………………………………………...….16
Sick leave…………………………………………………………………….…..16
Notice and Verification Requirements…………………………………………..17
Family and Medical Leave………………………………………………………17
Family Care Leave………………………………………………………….……17
How to Request Family/Medical, or Family Care Leave………...………..…….18
Military Leave………………………………………………………..…….……18
Jury Duty Leave………………………………………………………….……...18
Witness Duty…………………………………………………………...…….….18
Personal leave………………………………………………………….………...19
SAFETY ON THE JOB…………………………………...…………..20
WORKPLACE VIOLENCE PROHIBITED……………………..……..20
Policy Prohibiting Employee Violence in the Workplace…………...……...… 20 Reporting and Responding to Workplace Violence………………...…....…..20
EMPLOYEE OBLIGATIONS………………………..…...…………….....21
Conflicts of Interest and Ethical Obligations………………………...…….……21
Policy Regarding the Treatment of Co-Workers and Members of the Public......22
Smoke-Free Workplace…………………………………………….…...……….22
Drug-Free Workplace……………………………………………………………22
Computer and Data Information Systems……………………………………….23
GRIEVANCE……………………………………………………………...………...24

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Introduction
The Employee Handbook is intended to educate new employees and serve as a resource for current employees. It contains information on personnel rules, policies, procedures, services and benefits, and serves as a basic reference guide. It also provides important information on the City and County of El Paso (“City”) policies on workplace conduct, work schedules, safety on the job, and your obligations as an employee. Please read this Handbook carefully, as failure to adhere to these policies could result in discipline, up to and including termination. While every attempt has been made to cover a variety of topics and ensure accuracy of information, this Handbook may not be entirely comprehensive or current. For example, changes to the law, policies or provisions in the Institutions contract agreements may have taken effect since its publication. If there is a discrepancy or omission, the current official ordinance, regulation, Civil Service Rule or respective collective bargaining agreement governs. Your Institute also may have specific policies that are not included in this Handbook. This version of the Handbook supersedes all prior versions. The Institute reserves the right to change or modify the Handbook. This Handbook does not constitute a contract of employment. Property or other rights in employment are governed by various contract agreements, applicable Charter provisions, City ordinances, federal and state laws, and Civil Service Rules. Your administrative office will be able to help you in the event that you need more information about any of the topics covered in this Handbook.

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EQUAL EMPLOYMENT
OPPORTUNITY
The Institute has strictly enforced policies that protect your equal employment opportunity rights and those of your co-workers.
Policy on Equal Employment Opportunity
The Institute is committed to equal employment opportunity. It is the policy of the Institute to ensure:
equal opportunity to all employees and applicants;
that employees are selected and promoted based on merit and without discrimination; and
that reasonable accommodations for disabilities are provided to qualified employees and applicants who require them.
The Institute prohibits discrimination on the basis of race, religion, sex, national origin, creed, ethnicity, age, physical or mental disability, political affiliation, sexual orientation, ancestry, color, medical condition (e.g., cancer or cancer related illness; HIV/AIDS or related conditions), genetic characteristics (e.g., non-symptomatic carriers of inheritable diseases), gender identity, marital or domestic partner status, parental status, veteran status, height, weight or any other basis protected by law.
The Institute also prohibits retaliation against any employee for making a good-faith complaint of discrimination or harassment, for assisting another employee in doing so, or for participating in an investigation of a discrimination or harassment complaint. Policy on Equal Opportunity and Reasonable Accommodation for Individuals with
Policy on Equal Opportunity and Reasonable Accommodation for Individuals with Disabilities
The Institute is firmly committed to equal employment opportunity for persons with disabilities in compliance with the Americans with Disabilities Act and state law. The law prohibits discrimination against persons with disabilities during the application process and in all phases of employment. It requires employers to interact with disabled employees to identify reasonable accommodations that will enable them to perform the essential functions of their jobs and to enjoy equal benefits and privileges of employment. The Institute will provide a reasonable accommodation for the known physical or mental disability of a qualified employee or applicant, unless doing so would pose an undue hardship or direct threat to the health or safety of the individual or others.

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If you feel you need accommodation for a disability, inform your Institutes Director. Requests for accommodation will be evaluated on a case-by-case basis. If you request an accommodation, it is essential that you participate fully in the interactive process to address your request. This participation may include, but is not limited to, providing medical documentation, meeting with specialists, and identifying restrictions and possible accommodations.
Language Diversity
The Institute recognizes that an employee use of a language other than English is often an asset in the provision of public services. A department may limit the use of languages other than English only when necessary. In such cases, employees will be informed of the rule, including where and when it applies and the consequences for violating it.
Policy Anti - Harassment
Harassment of Institute employees on the basis of sex, race, age, religion, color, national origin, ancestry, disability, medical condition, marital status, sexual orientation, gender identity or other protected category is prohibited and unlawful. Harassment consists of unwelcome visual, verbal or physical conduct engaged in on account of a person’s actual or perceived membership in a protected category.
Institute employees who are found to engage in harassment are subject to disciplinary action, up to and including termination. Harassment of employees, applicants or persons providing services to the Institute by contract, whether by employees or non-employees, is prohibited. This policy applies to all employees of the Institute, including supervisory and non-supervisory employees. Institute employees with supervisory responsibilities play a key role in ensuring that the workplace is free of illegal harassment. It is the responsibility of each supervisor to comply with this requirement, and the responsibility of each department to ensure such compliance. Montana Barber Institute will provide annual sexual harassment training. For questions, please contact your Institutes Director.
Sexual Harassment
Federal law defines sexual harassment as unsolicited and unwelcome sexual advances, requests for sexual favors and other verbal, physical, visual or written conduct of a sexual nature directed to persons of the same or opposite sex when:

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submission to such conduct is made, either explicitly or implicitly, a term or condition of employment;
submission to or rejection of such conduct by an employee is used as a basis for employment decisions affecting the employee; or
such conduct has the purpose or effect of substantially interfering with an employee’s work performance or creating an intimidating, hostile or otherwise offensive working environment.
State law defines sexual harassment as unwanted sexual advances or verbal, visual or physical conduct of a sexual nature. These are some examples of sexual harassment:
requests for sexual favors or unwanted sexual advances;
offering employment benefits in exchange for sexual favors;
making or threatening reprisals after a negative response to sexual advances;
verbal harassment (e.g., graphic verbal commentary, derogatory comments, suggestive or obscene letters or telephone calls);
physical harassment (e.g., assault, impeding or blocking movement, gestures or any physical interference with normal work or movements); and/or
visual forms of harassment (e.g., leering, derogatory or sexually explicit posters, letters, poems, graffiti, cartoons, computer screen savers or drawings).
How to Get Help
If you feel you are being discriminated against or harassed by anyone on the basis of any protected category, or because you complained or assisted another employee in complaining about discrimination or harassment, you should inform your Institutes Director. If you do not want to tell your Institutes Director, contact your departmental personnel office or the Department of Human Resources’ Equal Employment Opportunity Office (“EEO”).
The MBI administration Office works to ensure equal employment opportunities of all individuals within the Institute service and administers EEO programs, provides assistance to employees, and investigates complaints of employment discrimination. If MBI Institute Director determines that discrimination or harassment has occurred, the Institute will take appropriate remedial action.

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For information and assistance on the complaint procedure, you may call the DHR Harassment Helpline at (915) 212-0000 .
The Equal Employment Opportunity Commission (“EEOC”) investigates and prosecute complaints of harassment and discrimination in employment. Employees who believe that they have been harassed or discriminated against may file a complaint with this agencies. The EEOC serve as neutral fact finders and attempt to help the parties voluntarily resolve disputes. The El Paso Area Office is located at 300. E. Main, Suite 500, (915) 534-6700.
Responsibility for Responding to and Reporting Discrimination, Retaliation, and Harassment
All employees are encouraged to report harassing, retaliatory, or discriminatory behavior, whether directed at themselves or co-workers. Lead employees are required to take corrective action if employees are subjected to retaliation, discrimination or harassment on the basis of a protected category, and must report any such incidents to the Institutes Director or EEO unit. Lead employee who fail to report such incidents are subject to discipline.
Institutes Director is required to report all complaints of discrimination, retaliation, and harassment to the Human Resources Director within five days of becoming aware of such complaints.
Anti-Retaliation
The law and Institute policy also prohibit retaliation against any employee for opposing discriminatory practices, or for filing a complaint with, or otherwise participating in an investigation, proceeding, or hearing conducted by the EEOC. If you believe you have been retaliated against, you may use any of the procedures under the “How to Get Help” section above “To File a Complaint.” If a complaint of retaliation is substantiated, the Institute Director will take prompt action to address and remedy it.

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INFORMATION ABOUT CITY AND COUNTY EMPLOYMENT
Classification
Positions in the Institute have been classified by MBI according to their duties and responsibilities. Positions that are comparable in the type of work performed and in level of difficulty and responsibility are placed in the same classification so that they will be treated alike for purposes of recruitment, examination, transfer and pay.
MBI assigns positions to classifications. Each classification has a job code number and descriptive title, as well as a list of typical duties and responsibilities.
Salary Step Increases
When you are initially employed, your salary is generally set at the first step of a typical five step pay range. Most steps are approximately 5% higher than the previous step. Check your contract agreement for the specific terms covering advancement through the salary steps.
Appointment above the Entrance Rate
For information about the criteria for hiring employees above the entry step of a classification, consult your contract agreement or, in the case of employees not covered by such an agreement, the Institute Director. You may contact your administrative office.
Responsibilities of Applicants
Applications for Institute positions must be filed by the time specified in the announcement. Every applicant for an examination must possess and maintain the qualifications required by law and by the examination announcement for the examination. It is essential to be honest in filling out applications. False statements on an application or on supporting documents, or at any time during the selection process, can lead to termination of employment and restrictions on future employment with the Institute.
If your name, address, email address and/or telephone number changes while your application for an examination is pending, you must immediately update your information at the Institutes administration office.

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El Paso County Notice Under the Americans With Disabilities Act
In accordance with the requirements of Title II of the Americans with Disabilities Act of 1990 ("ADA"), El Paso County will not discriminate against qualified individuals with disabilities on the basis of disability in its services, programs, or activities.
Employment: El Paso County does not discriminate on the basis of disability in its hiring or employment practices and complies with all regulations promulgated by the U.S. Equal Employment Opportunity Commission under Title I of the ADA.
Effective Communication: El Paso County will generally, upon request, provide appropriate aids and services leading to effective communication for qualified persons with disabilities so they can participate equally in El Paso County’s programs, services, and activities, including qualified sign language interpreters, documents in Braille, and other ways of making information and communications accessible to people who have speech, hearing, or vision impairments.
Modifications to Policies and Procedures: El Paso County will make all reasonable modifications to policies and programs to ensure that people with disabilities have an equal opportunity to enjoy all of its programs, services, and activities. For example, individuals with service animals are welcomed in El Paso County offices, even where pets are generally prohibited.
Anyone who requires an auxiliary aid or service for effective communication, or a modification of policies or procedures to participate in a program, service, or activity of El Paso County, should contact the ADA Coordinator at 800 E. Overland, Suite 223, El Paso Texas 79901; (915) 546-2218; Fax. (915) 546-8126, as soon as possible, but no later than 48 hours before the scheduled event.
The ADA does not require the El Paso County to take any action that would fundamentally alter the nature of its programs or services, or impose an undue financial or administrative burden.
Complaints that a program, service, or activity of El Paso County is not accessible to persons with disabilities should be directed to the, ADA Coordinator at 800 E. Overland, Suite 223, El Paso Texas 79901; (915) 546-2218; Fax. (915) 546-8126.

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El Paso County will not place a surcharge on a particular individual with a disability or any group of individuals with disabilities to cover the cost of providing auxiliary aids/services or reasonable modifications of policy, such as retrieving items from locations that are open to the public but are not accessible to persons who use wheelchairs.

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REQUIRMENTS AT THE TIME OF HIRE
Social Security Number
You must have a Social Security number to work for the Institute.
Authorization to Work
You must present documents to verify identity and authorization to work in the United States as required by the Immigration Reform Control Act of 1986. Failure to provide these documents may result in loss of eligibility. Acceptable verification documents are listed in the information pamphlet entitled “Federal Immigration and Naturalization Service Requirements,” available at the Department of Human Resources’ (“DHR”) Employment Information Center, located on 300 N. Campbell St. Any applicant or employee seeking to have the Institute provide documentation to the Department of Homeland Security (including the U.S. Citizenship and Immigration Services) about possible or actual employment with the Institute must obtain the approval of the appointing authority of the Institutes Director.
Acknowledgements
New employees may be required to sign other acknowledgements of receipt, such as those of this Employee Handbook, the Institute’s harassment policy, Institute policies regarding use of computers, and other Institute policies.
Tax Forms
You will need to fill out a Withholding Exemption Certificate (IRS form W-4), which determines the amount of taxes withheld from your paycheck. If at any time during your employment your withholding status changes (for example, if you marry, divorce or purchase a home), you should fill out a new W-4 form to ensure that the proper amount is withheld.
Additional Documentation
Military DD-214
License, Diploma, or Degree
Valid Sate Identification Card

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AFTER YOU ARE HIRED
Attendance and Punctuality
Regular and prompt attendance is an essential requirement of your job. As a MBI employee, you are to report to your work station at your scheduled work time. Your time records must accurately reflect the time you start work every work day.
All planned absences must be requested and approved in advance. If illness or some other emergency causes an unplanned or unforeseeable absence, you must notify your Institutes Director as soon as possible on the first day of absence, and keep the Director advised daily during the absence. In the case of an extended unforeseeable absence, you may be asked to complete forms and submit medical certifications as appropriate during your leave. Improper use of sick leave, failure to present medical certification when required, excessive absenteeism, tardiness, unauthorized absence or failure to notify your Institutes Director when you are unable to report to work, may result in sick leave restriction, disciplinary action or termination
Appearance and Dress Code
As a MBI employee, you represent the Institute when you are on duty and/or when you are in a Institute uniform. Employees are expected to be neat and clean, and to dress for work according to generally accepted business and professional standards as dictated by their work assignment and as required by their Institute Director. The Institute reserves the right to restrict dress for legitimate reasons relating to safety, hygiene or environmental conditions.
Maintenance of Minimum Qualifications
You must possess and maintain the qualifications required by law and by the announcement of the examination under which you were appointed.
Business Hours
Except as otherwise provided in a contract agreement applicable to you or based on your Institution needs, you work as a salaried employee, consisting of five workdays a week. The Institutes official business hours are from 9:00 a.m. to 5:00 p.m.

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Pay Periods
Employees are paid weekly, usually every Friday. Employees are encouraged to enroll in direct deposit.
Payroll Deductions
All employees are subject to withholding of federal and state taxes as required by law. Depending on your status (temporary or permanent), date of hire, eligibility for State Disability Insurance benefits, membership in the Employees Retirement System of Texas, and representation by an employee organization, deductions may also be made for health insurance, the employee pension contribution, SDI taxes, union dues or fees, Medicare Hospital Insurance and/or Social Security taxes.
You may choose to have a number of amounts withheld from your paycheck by submitting an authorization form to their Institutes administrative office. For specific information, contact your administrative office.
Garnishment
If the Institute receives a court order to garnish your wages, the Institute must comply with that order. A garnishment will reduce your take-home pay. If you have questions about your paycheck, contact your administrative office.
Probationary Period
All MBI employees are required to serve a 30 day probationary period. The probationary period is the final and most important phase of the selection process. This period is used to evaluate your performance and suitability for the position. Absences from work will extend your probationary period. For information about the length of your probationary period, consult your administrative office.
The Institutes Director may release an employee at any time during the probationary period. At the conclusion of the probationary period, your Institute Director may recommend permanent employment, release from the position, or an extension of the probationary period. You may also be required to serve an additional probationary period in certain circumstances, such as advancing to a different position.

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Your Employee Evaluation and Assessment Plan
It is the goal of the Institute to provide each of its employees with an annual Employee Evaluation. The MBI official Employee Evaluation Form provides a format for the planning and assessment process that is intended to affirm accountability, responsibility, partnership, performance agreements, self-management, learning and recognition. The employee evaluation process is designed to provide you with clear written performance expectations and honest, timely feedback about your performance.
Your Evaluation Plan
The evaluation plan covers a specific review period (the time be tween the beginning and ending dates of the plan) and consists of an up-to-date job description and several key performance objectives, including at least one objective for professional development.
If your Institute Director prepares a evaluation plan for you, he or she will discuss it with you at the time that it is prepared to ensure you understand performance expectations for the review period. Your Institute Director will also meet with you during the review period to review and discuss the plan and your performance. You should use these discussions to ask any questions you may have regarding the plan or your performance objectives.
Your Assessment
At the end of the review period, you and the Institute Director will meet and discuss your written employee evaluation form. You will have an opportunity to write your own comments on your employee evaluation form at the conclusion of the evaluation and will be asked to sign the form as an acknowledgment that you have read and discussed the assessment with the Institutes Director.
Change of Name and/or Address
If you change your address and/or telephone number, you are required to immediately notify your administrative office by submitting a change of address form or a letter with your new address and telephone number. If you change your name, you must submit legal verification documents in order to update your records. If you fail to report any changes, you may not receive important and timely information regarding your employment and your health benefits

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Employment Verification
The Institute Director, is the legal employer of all Institute employees. However, if you need verification of your employment, direct the request for verification to your individual department for ease of administration and to avoid delays. Be certain that a separate request to verify your employment goes to each department where you have worked.
Promotional Opportunities
Job opportunities are posted on the Montana Barber Institute website at www.mbi.com,. (depends on Vacancy's and Performance)

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Separation Procedures
Resignation
If you intend to resign, please provide your administrative office with written notice at least ten working days before your planned departure. Your administrative office will designate your services as either “satisfactory” or “unsatisfactory.” You will receive notice of this designation and information about how to appeal the designation if you are dissatisfied with it.
Automatic Resignation
If you are absent from your job for any period of time without proper authorization, you may be subject to discipline. If you are absent from your job without proper authorization for more than five consecutive working days, or if you fail to return from an approved leave, your absence will be deemed an “automatic resignation.” If you receive a notice of automatic resignation and wish to appeal the determination to the Civil Service Commission, you will have fifteen days from the date on which the notice was mailed to do so. The rules regarding automatic resignation may be affected by the contract agreement between the Institute and the employee. For more information, consult your administrative officer or your contract agreement.
Layoff
From time to time, budgetary or operational considerations may make it necessary to reorganize, reduce work hours or lay off Institute employees. Determining the need for layoffs and the classifications of employees to be laid off is within the sole discretion of the Institute. In most instances, layoffs occur within a job class in inverse order of seniority.
If you receive a notice of layoff, or if you have questions about layoffs, please contact your administrative officer. An informational guide is available on the Department of Human Resources (“DHR”) website at www.elpasotexas.gov/human-resources or at the DHR Employment Information Center on 300 N. Campbell For questions, you can also call DHR at (915) 212-0000.
In some cases, you may be eligible for temporary continuation of health benefits after a layoff.
Termination
The grounds and procedures for involuntary termination of employment may vary depending on whether you are an at-will employee. In most instances, at-will, probationary, temporary exempt, and some provisional employees may be terminated for no reason or any reason not prohibited by law.

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There are some offenses that are so serious in nature that an employee may be placed on administrative leave pending an investigation into such misconduct pursuant to the Charter. Such offenses include, but are not limited to, conduct involving misappropriation of public funds or property, misuse or destruction of public property, mistreatment of persons, and acts which present an immediate danger to the public health and safety.
Some represented employees may be entitled to due process protections pursuant to the terms of their contract agreement. For more information, contact your administrative office.

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EMPLOYEE BREAKS
Breaks allowed for employees
3rd week of December to the 2nd of January—Winter Break
3nd week of April—Spring Break
1st week of August—-Summer Break
Leave of Absence
Sick leave
The following are examples of proper uses of sick leave:
Inability to work due to illness or disability;
Medical and dental appointments;
Absence due to the death of a member of your immediate family or other persons as defined in the Civil Service Rules;
Absence due to pregnancy or convalescence period following child birth;
Absence due to illness or medical appointment of a dependent child, parent, spouse or registered domestic partner;
Leave to care for a spouse, parent, child (including an adult child) or next of kin with a serious injury or illness related to active military service;
Paid parental leave; or
To supplement Workers’ Compensation or State Disability Insurance (“SDI”) benefits.
The following are some examples of improper uses of sick leave:
Calling in sick to extend an approved vacation;
Using sick leave when your arrival at work is delayed by traffic or car trouble;
Claiming you cannot work due to illness, when you are not ill; and
Using sick leave to cover a period of incarceration.
Please see your Institute's Director if you have any questions regarding appropriate uses of sick leave.

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Notice and Verification Requirements
It is your responsibility to notify your supervisor as soon as possible whenever you are unable to report for work due to illness. You must keep your supervisor informed throughout your absence and notify your supervisor of your expected date of return to work.
If you are absent from your job for more than five consecutive working days, you must submit to your supervisor a completed Request for Leave form stating the duration of your illness, signed by a doctor, dentist, podiatrist, licensed clinical psychologist, Christian Science practitioner or licensed doctor of chiropractic medicine.
Family and Medical Leave
Texas employers must comply with the FMLA if they have at least 50 employees for at least 20 weeks in the current or previous year.
Employees may take FMLA leave if:
they have worked for the company for at least a year
they worked at least 1,250 hours during the previous year, and
they work at a location with at least 50 employees within a 75-mile radius.
Reasons for Leave:
FMLA leave is available if an employee needs time off to:
Recuperate from a serious health condition
care for a family member with a serious health condition
bond with a new child
handle qualifying exigencies arising out of a family member’s military service, or
care for a family member who suffered a serious injury during active duty in the military.
Family Care Leave
If your leave to care for a newborn, newly adopted child or sick family member extends beyond the 12-week FMLA leave maximum, or if you are not eligible for FMLA leave, you may seek additional unpaid leave of up to a total of one year for any of the same reasons. This type of leave is available to permanent employees who have completed at least one year of service and is at the discretion of your Institutes Director.

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How to Request Family/Medical, Pregnancy Disability, or Family Care Leave
If possible, you must provide at least 30 calendar days advance notice for foreseeable events (such as the expected birth of a child or a planned medical treatment). For events that are unforeseeable, notify your Institute Director or you administrative office, at least verbally, as soon as you learn of the need for the leave. If you need to take a leave, you must fill out the form entitled
Family Care and Medical Leave of Absence Request.”
Care Provider” form, stating that the leave is medically necessary
Failure to comply with these requirements may result in denial of requested leave.
Before you begin your leave (if foreseeable), or as soon as possible after (if not foreseeable), you must submit a certification from your health care provider, or that of the family member requiring your care, on the “Certification of Health Care Provider” form, stating that the leave is medically necessary
Failure to comply with these requirements may result in denial of requested leave.
Military Leave
If you have a military obligation, you may be eligible for military leave. Employees on military leave may receive their regular compensation during all or some of their leave. A copy of your official orders must be attached to your request for military leave. Consult your Institute Director or you administrative office.
Jury Duty Leave
You must notify your Institute's Director as soon as you receive a jury summons. If you are required to report for jury duty during your working hours, you will be excused from work on the work day you perform jury service, provided you give prior notification to your institutes director. If you report for jury duty and are not selected as a juror, or if the court dismisses the proceedings early for the day, you must return to work as soon as possible.
Witness Duty
If you are summoned as a witness on behalf of the City and County of El Paso, you are entitled to be paid for any time that you are required to serve in that capacity. If you are summoned to serve as a witness in a case involving outside

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employment or personal business affairs, you will be place on leave without pay unless vacation leave or compensatory time is requested and granted.
Personal Leave
Permanent employees may request unpaid personal leave for a period of up to twelve (12) months within any two-year period. Your department head has discretion to grant or deny requests for personal leave. With certain exceptions, if you are a temporary or provisional employee, you may request personal leave for a maximum of one month, and only if a replacement for your position is not required.

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SAFETY ON THE JOB
The safety and well-being of our employees is very important, and in order to promote a safe and healthy work environment, the Institute works to identify and eliminate employee exposures to avoidable hazards and conditions that can lead to injury or illness. The Institute have Injury and Illness Prevention Programs that comply with federal and state regulations, laws, and statutes in order to help maintain a safe and healthful work environment.
Safety is every Institute employee’s responsibility. All employees are required to remain alert and to correct hazardous conditions and unsafe acts—if it is safe to do so—and to report unsafe conditions to their Institute Director
WORKPLACE VIOLENCE
PROHIBITED
Policy Prohibiting Employee Violence in the Workplace
The Institute is committed to maintaining a workplace free from violence and threats of violence, and will not tolerate any acts or threats of violence in the workplace. Any act or threat of violence in the workplace is strictly prohibited and should be reported immediately.
Violence” includes both acts and threats of violence. For example, violence includes any conduct, verbal or physical, which causes another to reasonably fear for his or her own personal safety or that of his or her family, friends, associates, or property. Employees are also prohibited from possessing, storing or having control of any weapon on the job, except when required by the Institute department in the performance of the employee’s official duties .
Failure to comply with these policies may result in employee discipline up to and including termination as well as criminal prosecution.
Reporting and Responding to Workplace Violence
All employees are responsible for reporting any acts of intimidation, threats of violence or acts of violence to their Institute Director or administrative office. Supervisors and managers are responsible for documenting and reporting all observed or reported incidents of workplace violence.

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EMPLOYEE OBLIGATIONS
Conflicts of Interest and Ethical Obligations
Institute employment carries with it an obligation to adhere to the highest level of ethical standards. The El Paso, Texas, Ethics Commission has assembled a manual on the state and local laws governing the conduct of public officials and employees, available at www.epcounty.com/ethicscom/. The City Attorney’s Office also summarizes state and local laws in its Good Government Guide, available at www.elpasotexas.gov/city-attorney. If you have any questions, you may contact the Ethics Commission or your administrative office.
Some of the key ethical obligations imposed on municipal employees are summarized below. These summaries are just general reminders; not all applicable ethics laws are summarized here. For advice about any specific conflict of interest or ethics issue, you should contact the Ethics Commission or the City Attorney’s Office.
You may not use or attempt to use your official position to influence a governmental decision that could affect your financial interests– including your employer, your spouse’s or domestic partner’s employer, businesses in which you or your spouse/domestic partner have invested, or property you or your spouse/partner own or rent.
You may not use your Institution title or designation in any communication for any private gain or advantage.
You may not use your title or designation in any communication in a manner that would lead the recipient to believe that you are speaking in an official capacity when you are not.
You may not make, participate in, or attempt to influence a governmental decision affecting a person or entity with whom you are discussing or negotiating an agreement concerning future employment.
You may not accept any compensation, reward, or gift from any source except the City for any service, advice, assistance or other matter related to your City job.
You may not solicit or accept anything of value in exchange for hiring, promoting, or attempting to influence the hire or promotion of any City employee or applicant.
You may not make, participate in making, or seek to influence any employment decision involving a person with whom you have a familial or romantic relationship. You must notify your supervisor if you are, or

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Become related to or romantically involved with another employee in the workplace over whom you have the authority to impose or recommend an employment action. Supervisors and managers should avoid any appearance of favoritism or nepotism in the workplace.
You may not willfully or knowingly disclose the City’s confidential or privileged information unless you are required to do so by law. You may not use confidential or privileged information obtained by virtue of your office or employment for nonbusiness purposes, and you may not use that information to advance the financial or other private inter est of yourself or others.
For a period of one (1) year after you leave City employment, you may not contact your former department on behalf of any person for the purpose of influencing a governmental decision. You also may not work for or receive compensation from any party to a City con tract if, within the previous twelve (12) months, you were personally and substantially involved in the City’s award of that contract. For other post-employment restrictions, please visit www.sfethics.org
Depending on your level of decision-making authority, you may be required to file a statement of economic interests. For a list of those employees who are required to file these statements, and instructions on how to do so, contact your supervisor.
Policy Regarding the Treatment of Co-Workers and Members of the Public
Institute policy requires employees to treat co-workers and members of the public with courtesy and respect. Institute employees and managers are responsible for maintaining a safe and productive workplace which is free from inappropriate workplace behavior
Smoke-Free Workplace
Smoking is not permitted in Institute offices, or within 20 feet of entrances, exits, or operable windows of public buildings.
Drug-Free Workplace
You may not manufacture, distribute, dispense, possess, use or be under the influence of alcohol or illegal drugs in workplace. This prohibition includes prescription drugs used improperly (e.g., those not prescribed for the user). Any violation of this policy may be grounds for discipline up to and including dismissal.

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If you perform activities in your job that are funded by a federal grant, you must notify your department head of any drug convictions for violation of drug laws that took place in the workplace within five days of any such conviction. Employees in certain safety sensitive positions, or in positions where testing is required by federal law, may be required to submit to periodic drug tests. All employees may be required to submit to drug testing under certain circumstances consistent with federal, state, and local laws and contract agreement.
Computer and Data Information Systems
Institute employees with access to computer files and records may not release or disseminate information without authorization. The release or dissemination of such material may be grounds for disciplinary action and termination. Passwords exist for the protection of Institute documents and information. You are required to provide your computer password to your supervisor or other person designated by your department. You may not share your password with any unauthorized persons.
Because Institute computers may be accessed by other authorized users, do not store on your work computer any information you do not intend to share with others.
The use of unauthorized programs and copies of commercial software packages is prohibited. Computer programs utilized by the Institute may not be duplicated or altered for personal use.
Do not use computers, printers or information systems for personal business or entertainment.
Computer documents and emails may be automatically saved in the Institute’s archives in order to ensure compliance with applicable state and local laws regarding records retention and public disclosure. Emails and documents on Institute computers are not private and employees should not transmit or store any email or documents on Institute computers that they wish to keep private. This applies to any and all personal use of Institute computers and email accounts, even incidental or minimal usage.

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GRIEVANCE
An official statement of a complaint over something believed to be wrong or unfair.
The Institution recognizes that in any work environment there are times when employees need to express concerns and work-related problems in a formal manner. This Policy establishes the process whereby Institute employees may present to the institute his/her concerns and other work-related problems and is provided prompt and considerate review of such issues.
This Policy should apply to grievance by employees against the Institution charging unlawful discrimination with regard to the terms and conditions of employment and Institution services and unlawful harassment. Further, this Policy shall apply to the grievance by employees alleging that a work-related problem of condition if unfair, inequitable or a hindrance to the effective performance of the employee’s job.
This Policy shall not apply to grievance arising out of a termination as a reduction in force, involuntary leave without pay, dismissal, demotion, non-renewal of a contract, period of probation or complaints by a student.
Step 1
An employee who decides to initiate the formal Grievance Procedure shall present the grievance in writing within ten (10) Institution business days from the date that the dispute occurred. The grievance shall be filed through the Administration Department, which will be turned into the Director. The Administration will track and maintain records of all grievances filed at the Institution for the purpose of recommending systemic changes that may provide relationships between employees and management.
The Director may select a Board member (s) to listen to the grievance. The Director will be required to meet with the employee to listen to the grievance (if applicable). The Director will be required to provide a written response within ten (10) Institute business days of the meeting.
Step 2
If the grievance is not resolved at Step 1, the employee shall file within twenty (20) Institute business days from the date of the Step 1 decision, a written request to meet with board members to resolve the issue.

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