1. HR Employee Checklist April 2017

COCHISE COUNTY DEPARTMENT of HUMAN RESOURCES

HUMAN RESOURCES NEW EMPLOYEE CHECKLIST

EMPLOYEE NAME: EMPLOYEE #: _____________

[ ] Employee Acknowledgements

[ ] Employee Demographic Data

[ ] I-9 Federal Form

[ ] Federal Tax W-4 Form

[ ] Arizona Tax A-4 Form

[ ] Cochise County Loyalty Oath

[ ] Confidentiality Policy Acknowledgement

[ ] Information regarding Employee Conflicts of Interest

[ ] IT Computer Policy

[ ] Direct Deposit Form

[ ] Grant Funded Statement of Understanding

[ ] Temporary Status Conditions of Employment

[ ] Regular Part-Time Status (Under 20 hrs/week) Conditions of Employment

[ ] Outside Employment

Employee Has 2nd Job and received form to complete with Supervisor and return to HR once signed

[ ] County Policy Prohibiting Discrimination and Harassment and Training Acknowledgment Form

[ ] Training Acknowledgment Form on a Drug-Free Workplace

Human Resources Signature Date Revised 4/19/17


EMPLOYEE ACKNOWLEDGEMENTS

EMPLOYEE NAME: ____Date:_______________________ All employees whose duties require the operation of a Cochise County motor vehicle or who operate a privately owned vehicle while conducting official business as part of their employment, must possess a valid State of Arizona driver’s license and a safe driving record. The license must be appropriate to the type of vehicle operated.

Annual checks of employees’, drivers’, licenses through visual and formal Department of Motor Vehicles review checks may be made by Cochise County. Any employee that is required to possess a valid State of Arizona driver’s license and who does not hold will not be allowed to operate a Cochise County vehicle

DRIVERS LICENSE INFORMATION:

DRIVERS LICENSE #:_______________________________ STATE: ____________________________________

CLASS/TYPE:______________________________________ EXPIRATION DATE:__________________________

RESTRICTIONS:____________________________________

NEPOTISM POLICY INFORMATION

PLEASE LIST ALL RELATIVES WHO PRESENTLY WORK FOR COCHISE COUNTY (THIS INFORMATION IS REQUIRED TO ENSURE THAT ARIZONA REVISED STATUTE § 38-481 IS NOT VIOLATED AND TO COMPLY WITH THE COCHISE COUNTY NEPOTISM POLICY):

[ ] NONE

FAMILY MEMBER RELATIONSHIP

POLICIES ACKNOWLEDGEMENT

I acknowledge that I have received the New Employee Orientation packet which contains a summary of some of the Cochise County policies and a copy of the Cochise County Policy manual. I may request a copy of the Cochise County Merit Rules from my department or Human Resources. I understand it is my responsibility to read and follow all Cochise County policies and applicable Merit Rules during my employment with Cochise County. Employee Signature Date .

April 20, 2017


COCHISE COUNTY LOYALTY OATH I, the undersigned, hereby execute this document in compliance with Arizona Revised Statutes 38-231. OFFICERS AND EMPLOYEES REQUIRED TO TAKE LOYALTY OATH; FORM; CLASSIFICATION; DEFINITION A. In order to ensure the statewide application of this section on a uniform basis, each board, commission, agency and independent

office of this state, and of any of its political subdivisions, and of any county, city, town, municipal corporation, school district and public educational institution, shall completely reproduce this section so that the form of written oath or affirmation required in this section contains all of the provisions of this section for use by all officers and employees of all boards, commissions, agencies and independent offices.

B. Any officer or employee who fails to take and subscribe to the oath or affirmation provided by this section within the time limits

prescribed by this section is not entitled to any compensation until the officer or employee does so take and subscribe to the form of oath or affirmation prescribed by this section.

C. Any officer or employee having taken the form of oath or affirmation prescribed by this section, and knowingly at the time of

subscribing to the oath or affirmation, or at any time thereafter during the officer's or employee's term of office or employment, does commit or aid in the commission of any act to overthrow by force, violence or terrorism as defined in section 13-2301 the government of this state or of any of its political subdivisions, or advocates the overthrow by force, violence or terrorism as defined in section 13-2301 of the government of this state or of any of its political subdivisions, is guilty of a class 4 felony and, on conviction under this section, the officer or employee is deemed discharged from the office or employment and is not entitled to any additional compensation or any other emoluments or benefits which may have been incident or appurtenant to the office or employment.

D. Any of the persons referred to in article XVIII, section 10, Constitution of Arizona, as amended, relating to the employment of aliens,

are exempted from any compliance with this section.

E. In addition to any other form of oath or affirmation specifically provided by law for an officer or employee, before any officer or employee enters upon the duties of the office or employment, the officer or employee shall take and subscribe the following oath or affirmation: STATE OF ARIZONA, COUNTY OF COCHISE I, _____________________________________________ (print name) do solemnly swear (or affirm) that I will support the Constitution of the United States and the Constitution and laws of the State of Arizona, that I will bear true faith and allegiance to the same and defend them against all enemies, foreign and domestic, and that I will faithfully and impartially discharge the duties of the office my office according to the best of my ability, so help me God (or so I do affirm). ________________________________________________ _________________________________ Signature of Officer or Employee Date

F. For the purposes of this section, "officer or employee" means any person elected, appointed or employed, either on a part-time or full-

time basis, by this state or any of its political subdivisions or any county, city, town, municipal corporation, school distr ict, public educational institution or any board, commission or agency of any county, city, town, municipal corporation, school district or public educational institution.

WITNESSED BY A REPRESENTATIVE OF THE COCHISE COUNTY DEPARTMENT OF HUMAN RESOURCES.

________________________________________________ _________________________________ Witness Signature Date

Revised 4/2012

08/2019

Cochise County Human Resources Department Public Programs...Personal Service www.cochise.az.gov

1415 Melody Lane, Building G Bisbee, Arizona 85603 520-432-9700 520-432-9716 fax [email protected]

ELDA E. ORDUÑO Director

CONFIDENTIALITY POLICY

Due to the requirements of employment with Cochise County, employees may, upon occasion, have access to data and files that contain information that is sensitive or confidential in nature. This confidential or sensitive information is for official use only and may only be used in the official performance of duties as an employee of Cochise County. Under no circumstances may an employee access, reveal, disclose, copy, retain, misuse or share such data or information with anyone inside or outside of Cochise County government for unofficial, unapproved purposes. Employees may not use their access to confidential or sensitive information to search files and databases to locate, review, collect or gather information not directly related to their current work assignment. An employee’s responsibility to maintain confidentiality does not diminish even after they have left County employment. Any public records(s) request an employee receives for data or files that do or may contain sensitive or confidential information shall be coordinated through the Cochise County Public Records request process. This policy is not intended to apply to situations where an employee is, in good faith, exercising their rights.

AGREEMENT

I have read and understand this document. I understand that violations of this policy agreement may constitute a basis for serious disciplinary action, up to and including termination of my employment with Cochise County, and could, in addition, result in criminal prosecution. Name (Printed): __________________________________ Signed: _________________________________________ Date: ___________________________________________


EMPLOYEE CONFLICT OF INTEREST

(The Provisions summarized in this handout are found in A.R.S 38-501 through 511)

Cochise County purchases goods, equipment and services, sells property, enters into contracts, hires and terminates employees and makes a variety of other decisions. County officers and employees who make and carry out these decisions are charged with acting in the best interest of County Residents. The object of conflict of interest laws is to prevent significant personal considerations from affecting County decisions. This article describes, in general terms, the requirements of conflict of interest laws for County officers and employees. How do Arizona conflict of interest laws work? The legal provisions are complicated, but the overall idea is straightforward. When a public official or employee becomes aware that he or she or a relative has a “substantial interest” in a particular contract, purchase or decision of Cochise County, the officer or employee must make known that interest in the County’s official records and must refrain from any participation in an official capacity. Who qualifies as a “relative” under conflict of interest laws? “ Relative” means the spouse, child, child’s child, parent, grandparent, brother or sister of the whole or half-blood and their spouses, parents, brother, sister or child of a spouse. What does it mean to have an “interest” in a decision? Speaking generally, the term “interest” refers to something having monetary value or affecting ownership of property. The concern underlying conflict of interest laws is that a significant potential for personal gain on the part of the public official or employee or a close relative of either may affect, or appear to affect, the official or employee’s actions. The statutes distinguish between “ remote interests” and “substantial interests.” What is a “ substantial interest”? A “substantial interest” is defined as any pecuniary or proprietary interest, either direct or indirect, other that a “remote interest.” Substantial interests must be disclosed by the interested officer or employee. When a substantial interest exists, the officer or employee must also refrain from participating in the decision in any manner. What is a “ remote interest”? Interests are identified as “remote interests,” if they are not considered significant enough to influence a public decision-maker. Remote interests do not need to be disclosed; nor do they prevent a county officer or employee from participating in a public decision. Below is the list of remote interests:

(a) That of a non-salaried officer of a nonprofit corporation.

(b) That of a landlord or tenant of the contracting.

(c) That of an attorney of a contracting.

(d) That of a member of a nonprofit cooperative marketing association.

(e) The ownership of less than three percent of the shares of a corporation for profit, provided the total annual

income from dividends, including the value of stock dividends, from the corporation does not exceed five

percent of the total annual income of such officer or employee and any other payments made to him by the

corporation do not exceed five percent of his total annual income.

(f) That of a public officer or employee in being reimbursed for his actual and necessary expenses incurred in

the performance of official duty.

(g) That of a recipient of public services generally provided by the incorporated city or town, political

subdivision or state department, commission, agency, body or board of which he is a public officer or

employee, on the same terms and conditions as if her were not an officer or employee.

(h) That of a public school board member when the relative involved is not a dependent or a spouse, as

defined in 43-1001.

(I) That of a public officer or employee, or that of a relative of a public officer or employee unless the

contact or decision involved would confer a direct economic benefit or detriment upon the officer,

employee or his relative, of any of the following:

(I) Another political subdivision. (II) A public agency of another political subdivision. (III) A public agency except if it is the same governmental entity.

(i) That of a member of a trade, business, occupation, profession or class of persons consisting of at least ten

members which is no greater than the interest of the other members of that trade, business,

occupation, profession or class of persons.

Of all of the remote interests listed above, which one do County employees regularly rely upon? Look a (f), which provides that the interest of a public officer or employee reimbursed for actual and necessary expenses incurred in the performance of official duty is a remote interest. Because of (f), County employees can submit request for travel reimbursement without formally declaring their interest and withdrawing from participation in an official capacity. If an employee is unsure whether an interest is substantial, what should the employee do? Employees who suspect they may have a conflict of interest should notify their supervisor as soon as possible. Written request for opinions may be submitted to the County Attorney. A request for an opinion is confidential, but the opinion issued by the County Attorney regarding a conflict of interest is public and is filed in the office of the County Recorder. What should an officer or employee who has or whose relative has a substantial interest do? The officer or employee should promptly make known the interest in the County’s records. Blank affidavit forms are available from the Clerk to the Board of Supervisors. Once an officer or employee becomes aware of the existence of a substantial interest, the officer or employee should file the form with the custodian of official records. It is also prudent to note the existence of the substantial interest and the filing of an affidavit during any discussion of the relevant issue at a public meeting and to record it’s filing in the minutes. The individual with the substantial interest is will-advised to keep a copy of his or her affidavit. Are there any sanctions for failing to comply with the provisions contained in the conflict of interest statutes? The statutes provide for a variety of civil and criminal sanctions, including payment of reasonable attorney fees and costs if a party affected by a decision of a public agency prevails in a lawsuit for enforcing the conflict of interest statutes and if convicted for a criminal violation, a fine and jail or prison sentence and loss of official position or employment. An employee may also be subject to disciplinary sanctions, including termination. I acknowledge that I have received the provisions of the Conflict of Interest according to the Arizona Revised Statutes. Employee Signature Date Revised 4/2012

Cochise County Information Technology Department The Board of Supervisors approved Information Technology Policies apply to all employees of Cochise County. Use of the Internet by employees is permitted and encouraged when such use supports the goals and objectives of the County. However, access to the Internet through Cochise County is a privilege. All employees must adhere to the policies concerning computer, email and internet usage. Violation of these policies could result in loss of system privileges and disciplinary action leading up to and including termination of employment. Legal action may also hold the employee personally liable for damages caused by any violations of this policy.

Policies can be read at: https://www.cochise.az.gov/admin/it-policies

A brief, not all inclusive, summary follows:

• Use of electronic resources shall be professional and business-like and avoid any activity that might expose the County to liability such as downloading illegal or unauthorized content.

• Users shall not use the computer resources, network or Internet to intimidate or harass others, nor to interfere with the ability of others to conduct County business.

• Users shall not attempt to gain unauthorized access or evade any security measures or to intercept any electronic communication.

• Users shall not use the electronic resources provided by the County for access to any material that is inappropriate for the workplace.

• All users have the responsibility to protect the County’s devices and data from destruction, tampering, and unauthorized access. Choose good passwords and change them often. Protect your devices if you take them offsite.

• All users must remain vigilant and inform the IT department of any suspicious emails (Phishing) or phone calls from someone trying to access their system. If something looks suspicious contact the help desk for assistance.

• Each user shall access County resources only with their own account and will not attempt to access any County resources by using the account of another individual.

• The County has the right to access any information on County devices. Network monitoring is used to track staff email, internet usage, and other technology services.

• Non-confidential portions of all electronic communication are subject to the Arizona Public Records Laws (AZ Revised Statutes, Title 39) and are not considered private.

For questions or concerns contact the CCIT Help Desk at x8301 [email protected]

https://www.cochise.az.gov/admin/it-policies


mailto:[email protected]

mailto:[email protected]

Acknowledgement of Cochise County Information Technology Policies

The County must have a signed acknowledgement on file for each employee for audit compliance.

Cochise County has Information Technology Policies to ensure the security, integrity and appropriate use of the county computer and network systems. I acknowledge that:

• I have been provided with information about the general provisions of the County IT Policies.

• I have been made aware that the policies are located on the County web site https://www.cochise.az.gov/admin/it-policies. I also understand that printed copies can be obtained from the Human Resources or Information Technology Departments. I agree to read the policies within seven (7) days from receipt of this form.

• I agree to comply with the provisions of the Information Technology Policies.

• I am aware that violations of the County IT Policies may result in loss of system privileges, possible legal sanctions, and disciplinary action, up to and including termination.

• It is my responsibility to seek immediate clarification from my Department Director and/or the Information Technology Department on any questions about the policies, the content or the applicability to me.

Employee Name (Print): _________________________________ Employee Signature: ____________________________________ Date: _______________




PROHIBITED DISCRIMINATION AND HARASSMENT

STATEMENT OF POLICY: Cochise County is an equal opportunity employer. Cochise County prohibits discrimination and/or harassment based upon an individual’s race, color, religion, age (40 years and above), sex, disability, national origin, genetic information or Veteran status by or against county personnel, including its officers, agents, or employees.

COVERAGE: This policy applies to all classified and unclassified positions and Department Directors. Nothing in this policy modifies or waives the “at will” status of an unclassified employee.

SCOPE & CRITERIA: Discrimination and or harassment against an individual based upon his/her race, color, religion, age (40 years and above), sex, disability, national origin, genetic information or Veteran status in recruitment, appointment, examination, training, pay, promotion, retention, discipline or in any other employment process is prohibited except in the instance of a Bona Fide Occupational Qualification (BFOQ). Cochise County is committed to providing all employees with a work environment free from sexual harassment as well as other types of harassment based upon an individual’s race, color, religion, age (40 years and above), sex, disability, national origin, genetic information or Veteran status. Workplace behaviors based upon the protected categories listed above constitute prohibited harassment when:

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 individual is used as the basis for employment decisions affecting such

individual; or

Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an

intimidating, hostile, or offensive working environment.

County personnel have an affirmative duty to maintain an environment free of prohibited discrimination and harassment. An employee who is offended by the conduct of another person or who feels that another’s conduct interferes with the work environment is encouraged to speak directly with the individual engaging in objectionable behavior and request that the objectionable behavior be discontinued.

REPORTING PROCEDURE: An employee may report incidents of prohibited discrimination and/or harassment to their supervisor, their Department Director or directly to the Human Resources Director; however all complaints or reports of prohibited discrimination and/or harassment must be reported to the Human Resources Director. The Human Resources Director shall evaluate any report or complaint and conduct, oversee or assist with any investigation required. All County personnel are directed to cooperate with any county investigation and to treat information obtained in the course of a county investigation as confidential. The Human Resources Director shall work with the responsible Department Director, Deputy County Attorney, County Administrator, or if necessary, the Board of Supervisors to address any identified problem. If the Human Resources Director is the subject of a report or complaint or cannot act as an impartial investigator, the County Administrator shall perform the functions of the Human Resources Director. Department Directors and all other individuals exercising managerial or supervisory authority on behalf of Cochise County who receive complaints or reports of prohibited discrimination from any employee or who have reason to believe that a violation of this policy may have occurred shall immediately inform the Human Resources Director, unless the Director is the subject of the complaint. Should the Human Resources Director be the subject of the complaint, reports should be taken to the County Administrator.

RETALIATORY & OTHER PROHIBITED CONDUCT: It is a violation of this policy to engage in any form of prohibited discrimination or harassment, to fail to comply with any applicable provision or directive contained in this policy or to retaliate against any individual for complying with this policy, reporting a possible violation of this policy, or for cooperating with a county investigation.

POLICY VIOLATIONS: County employees who violate this policy are subject to disciplinary action, up to and including termination.

CONFIDENTIALITY: Reports and complaints of discrimination and/or harassment shall be treated as confidential to the extent that confidentiality does not interfere with the county’s legal obligations, including its obligation to investigate allegations of misconduct and take appropriate action.


TRAINING ACKNOWLEDGMENT FOR DISCRIMINATION AND HARASSMENT

THIS TRAINING IS INTENDED TO PROVIDE EMPLOYEES WITH INFORMATION REGARDING APPROPRIATE WORKPLACE BEHAVIOR. THIS TRAINING IS NOT PUNITIVE IN NATURE AND IN NO WAY LIMITS THE ABILITY OF COCHISE COUNTY TO DISCIPLINE EMPLOYEES WHO VIOLATE THE PROVISIONS OF THE POLICIES DISCUSSED HEREIN. ALL COUNTY EMPLOYEES: I acknowledge receiving training in the area of workplace discrimination and harassment. I understand that discriminatory or harassing comments or actions practiced by myself against those protected categories identified by County Discrimination and Harassment Policy are offenses punishable by disciplinary action up to and including termination. I have received a copy of the Discrimination and Harassment Policy and understand my responsibilities to comply with the scope and intent of the provisions provided. I acknowledge that I have been trained in, and understand, the internal channels available to me for reporting potential discrimination and/or harassment that I may experience or witness while working for Cochise County. I understand that it is forbidden by policy and by law for me to be retaliated against in my employment for reporting good faith charges of potential discrimination or harassment against those groups named specifically in the policy and procedure identified above. ____________________________________________________________________ Employee Name (Please Print) _______________________________________________________ _______________________ Employee Signature Date SUPERVISORS ONLY: I understand my duty to repost any complaints I receive, or incidents I witness, of potential discrimination or harassment to the Human Resources Department. _____ (initials)

November 2014


POLICY 2226 DRUG & ALCOHOL USE EMPLOYEE ACKNOWLEDGMENT FORM

I understand that:

o Cochise County is strongly committed to programs that promote safety in the workplace, employee health and well-being, public confidence and trust.

o Consistent with the spirit and intent of this commitment, Cochise County has a zero tolerance policy when it comes to the use, possession, or distribution of drugs and use or presence of alcohol in the system while employees are on the job.

o The post-accident and reasonable suspicion testing provisions of this Policy applies to all County employees.

I understand that this policy requires me to:

o Submit to drug and/or alcohol tests under the provisions of the Policy, and o Report to my supervisor any over-the-counter or prescribed medications that I am taking

which may impair my ability to do my job, and o Report any drug or alcohol arrest or conviction to my supervisor, whether occurring

during duty hours or outside of employment, and o Immediately report any on the job vehicle or equipment incident to my supervisor, and o Immediately report to my supervisor either actual knowledge or reasonable suspicion that

any employee has the presence of a controlled substance or alcohol in their system while in a work capacity.

I further understand that upon my written request I am entitled to a copy of my test results from any drug or alcohol testing conducted in conjunction with my employment with Cochise County. By my signature below, I acknowledge that I have read and understand the Cochise County Drug & Alcohol Use Policy and procedures and accept that compliance with this policy is a condition of my continued employment with the County. I further acknowledge that if I violate the Drug & Alcohol Use policy, I am subject to disciplinary action, up to and including termination. Other sanctions may also be imposed by applicable State or Federal law. _________________________ Employee’s Name (Printed) _________________________ _________________________ Employee’s Signature Date Signed

Documents

1. HR Employee Checklist April 2017