Welcome!

Hertford County Public Health AuthorityNew Team MemberOrientation

Disease Prevention. Health Promotion. Health Protection.

Agency Vision for the Future“Healthy People in Healthy Communities”

The Hertford County Public Health Authority will serve as the community health network leader seeking for

our community to be the healthiest community in North Carolina. We will nurture a community where people value health. Through our empowered and caring staff, our Agency will ensure quality health

services that will result in a healthy community. The Agency will perform as the innovative leader among public health agencies. The community will look to

our Agency for solutions to health problems.

Physical Locations

Administration/Finance/Health Promotion

801 N. King St

P.O. Box 246

Winton, N.C. 27986 Home Health Services Chronic Disease/WIC/Clinic/Outreach

Website

Internet-www.hertfordpublichealth.com

Intranet-

www.hertfordpublichealth.com/staff

Forms Review & Benefits Information

Initial Forms & Pay Information

Employment Eligibility Verification – (I-9) –new employee must have proper identification within 3 working days.

Tax forms- NC-4 (State) , W-4 (Federal)

Direct Deposit- a copy of voided check or savings account deposit slip must be attached.

Employees are paid on a semi-monthly basis, based upon an annual salary paid in 24 equal installments.

Pay day-Employees will be paid on the 15th or the nearest workday before the 15th and the last working day of the month. If the regularly scheduled payday is an Agency holiday, then employees will be paid on the previous day of business.

Additional Employment Forms

N.C. Governmental Agencies Previous Service and Sick Leave Transfer Form

Employee Emergency Notification Form Outside Employment Employee Handbook

Vacation Accrual

Years of Service Hours Per Year

0-2 years 90

2-5 years 112.5

5-10 years 135.0

10-15 years 157.5

15-20 years 180.0

20 years or more 202.5

225 hours is maximum carryover per calendar year. Any hours in excess converts to sick leave.

Sick Leave

Full time employees earn 3.75 hours per pay period (90 hours or 12 days per year) with unlimited accumulation.

You may transfer in accumulated sick leave from other state/local governmental entities in North Carolina. Written documentation is required.

Transferred leave will be credited after the employee has successfully satisfied one of the following conditions:

-Completed his/her probationary period and attains permanent status, or

-Has one year of service from hire/rehire date

Other Leave Benefits

Voluntary Shared Leave ( Employees can donate leave to qualified employee in need with prior approval by the Health Director)

FMLA (if employed at least 12 months and actively worked 1250 hours in 12 months previous to leave)- up to 12 weeks

Parental Leave (4 hours per year of unpaid leave to attend child’s school activity)

Educational Leave & Assistance

Civil Duty Leave

Military Leave

Maternity Leave

Paid Holidays Observed

New Year’s Day or nearest work day Dr. Martin Luther Jr. King Day Good Friday Memorial Day Christmas Day (3 days)-set by the Health

Director Independence Day Thanksgiving Day and Day After Veteran’s Day or nearest workday Labor Day

Longevity Pay

Longevity is paid on the payroll in which the employee’s anniversary falls.

Upon completion of a minimum of five years of creditable service to the agency, the employee will be rewarded with a 3 steps pay increase on his/her anniversary date.

Employees will be awarded additional increases every 5 years (10-years 4 pay steps, 15-years 5 steps, 20-years 6 steps and 25 or more years 7 steps).

Prior agency, state, or local government agency service will not be credited toward this benefit.

Benefits

Cafeteria Benefits- Pay for benefits with pre-tax earnings unless employee signs to reject

Open Enrollment in June for the following:

Medical or Dental Insurance Coverage

Changes in Colonial Life Insurance or Aflac Coverage

Supplemental Retirement Programs-

NC401(k) Eligible employee participates on fulltime date of

hire in the NC 401(k) Program (supplemental retirement plan) administered by Prudential.

VALIC 457 Supplemental retirement plan administered by

AIGVALICNaco (National Association of Counties) 457 Supplemental retirement plan administered by

Nationwide Retirement Solutions

Retirement Systems

Administered by NC Dept. of State Treasurer- Retirement Systems Division.

Enrollment is Mandatory and effective on full-time date of hire.

Eligible employee contributes 6% of semi-monthly salary for membership in the North Carolina Local Government Employee’s Retirement System.

Agency contributes employee match There is a Death Benefit based on 2 years

annual earnings from $25,000 to maximum of $50,000.

Life & Long Term Disability Insurance

Life Insurance- Employer pays the monthly premium for coverage.

$25,000 term life coverage for employee. Administered by USAble Insurance Company.

Effective 1st day of month following 30 days of employment.

Long Term Disability Insurance- Available from Colonial Life or AFLAC

May purchase supplemental coverage for self, spouse and dependent children.

Check your “Benefits Summary” for rates.

Health Insurance- BCBS-HRA

Major Medical plan administrator is BCBS PPO 2500-80(Blue Options SM)-$2,500 Individual Deductible-80% In-network Coinsurance Employee pays entire cost for spouse, dependent children or family

coverage. Coverage effective the 1st day of the month following 30 days of

employment.

Dental Insurance

Dental Insurance provider is Ameritas

HCPHA pays the monthly premium for employee coverage-dependent coverage available with cost to employee

Effective 1st day of month following 30 days of employment

Vision Insurance

Included in Health Plan Comprehensive Eye Exam (every 12

months $15 deductible per exam No provision for glasses or contacts May receive discounts at various

vendors

Human Resources Staff

Ramona BowserCFO/ HR Manager252-358-7833

Ext. 5104

Crystal Hoggard Accounting Technician/Payroll Clerk

252-358-7833 Ext. 5106

Board of Health

Mr. Howard Hunter III, Chairman Dr. Terry Hall, Vice-Chair Dr. Jamie Udwadia Mrs. Westelle Cherry Mr. Charles Reynolds Mr. William Stephens Mr. Susan Mitchell Ms. Katina Eley Mrs. Rebecca Greene

Your County Commissioners

• Mr. William “Bill” Mitchell, Chairman• Mr. Ronald Gatling, Vice-Chair• Mr. Johnnie Farmer• Mr. Howard Hunter III• Mr. Curtis Freeman, Sr.

HCPHA Values in Action

Safe Work Environment Drug Free Workplace Dress & Appearance Internet/Electronic Mail Usage Living and Working Well Respecting team members- zero tolerance for

Harassment Providing Exceptional Customer Service

Safety & Health Plan

General Safety Rules

Job safety is the responsibility of each employee.

Report any unsafe condition or a violation of policy to your immediate supervisor.

Work with tools and equipment that are in proper working order.

Use the proper safety equipment that is provided to do a job.

Keep your work area clean to decrease hazards. Wear appropriate clothing for the job your doing.

General Safety Rules continued

Keep the workplace free from drugs and alcohol. Employees under a doctor’s care taking prescribed

medicines, that could negatively affect your performance, must be reported to supervisor.

Driver safety rules must be observed. Immediately report any work related accident to

your supervisor.

Safety Training

General Safety Rules Accident Reporting

Procedures Environment/ Housekeeping

Awareness Ergonomics Personal Protective

Equipment Blood borne Pathogens Material Handling Right to Know Emergency Action Safe Driver Training

Emergency Action Plan

A plan for a workplace…….describing what procedures the employer and employees must take to ensure employee safety from fire or other emergencies in the building. A plan for inclement weather….updated #’s for HR

Building Blocks of Safety

EducationEngineeringEnforcement

Drug Free Work Place

HCPHA considers substance abuse as a serious problem that will not be tolerated on the job.

Prohibited Conduct: The use, possession, transfer, purchase or sale of illegal

drugs or controlled substances in and on the premises of the county

Performing a safety sensitive function within 4 hours of alcohol use.

Reporting to work with drugs or alcohol in the body. Producing a positive drug or alcohol test. Refusing/obstructing a test

Drug Free Work Place Consequences

Voluntary referral to EAP Removal from duty Mandatory referral to EAP Disciplinary procedures up to and including

termination Possible Return to Work procedures

Personal Appearance…First impressions are lasting Impressions!

All team members represent Hertford County Public Health Authority!

Team members attire and appearance should be clean, neat and pressed.

Shoes worn must be appropriate for the job. Name Tags should be worn at all times.

Internet/Electronic Acceptable Use Policy

All communications over assigned HCPHA property must be legal, ethical, responsible and decent regardless of its origin.

Users are: Prohibited from using internet connections for

private gain or profit. Not to violate the privacy of others and be

sensitive that certain group postings, e-mail messages and web-sites on the internet are public.

Wellness Programs

Why wellness? How it works at HCPHA-Wellness Team Wellness Center Look for Wellness Challenges Look for Wellness Updates

Respecting Our Team Members

Remaining Harassment Free!

All forms of harassment are strictly forbidden by HCPHA!

Forms of Harassment1. Sexual2. Racial3. Ethnic4. Age5. Disability6. Sexual Orientation7. Religion

Sexual Harassment in the workplace

Cornell Law Review…40% to 90% of women in U.S. workforce have been victims of some form of sexual harassment on the job.

Majority of incidents occur between supervisor and team member. Anywhere from 50% to 65% of time this occurs between the two team members.

The main reason this occurs is POWER! Supervisors influence the climate of work!

Definition of Sexual Harassment

Unwelcomed sexual advances, request for sexual favors and other verbal or physical conduct of a sexual nature when:

A. submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment- Quid Pro Quo

B. Submission to or rejection of such conduct by an individual is used as a basis for employment decisions affecting such individual; or- Quid Pro Quo

C. Such conduct has the purpose or effect of unreasonably interfering with an individuals’ work performance creating an intimidating, hostile or offensive working environment.- Hostile Work Environment

Behaviors that may be considered sexual harassment-(Hostile Work Environment)… but not limited to these!

Spoken or written abuse demeaning to an employee’s sex, inappropriate jokes or innuendoes

Any verbal or physical sexual advance that is unwelcome

Sexually oriented comments about an employees body

Showing or displaying an employee’s name, address, telephone number, and/or picture in way which may be sexually suggestive and invite advances

Visiting inappropriate web-sites

Harassment Can Be From:

Supervisor to team member Team member to team member Visitor Vendor Client Customer

How to report harassment!

Team members must report any form of harassment as soon as possible after the occurrence to their department team leader. If the department team leader is involved, the report should be made to the Human Resources Officer or Health Director.

This report may be verbal or written.

Investigating Harassment Claim

Immediately after notification of the team member’s complaint, a confidential investigation will be initiated to gather facts about the complaint.

After the investigation has been completed a determination will be made by the appropriate management designees concerning the resolution of the complaint.

Team members who have been charged with harassment can defend themselves orally and/or in writing at any stage of the proceedings.

If found guilty, what next?

If found guilty team member will be subject to disciplinary procedures.

Also if determined to have engaged in harassment, the team member is in violation of Title VII of the Civil Rights Act of 1964 as well as the NC General Statute 126-16 and will be subject to disciplinary action up to dismissal.

We also do not tolerate retaliation against team members who file harassment charges or assist in the investigation process.

Any team member who files a harassment complaint or

assists in the investigation of such a complaint will not be adversely affected in terms and conditions of employment, nor discriminated against or discharged because of the complaint.

Sexual Harassment Quiz

Is it or isn’t it?1. Sexual Harassment is occurring if, in a workplace

relationship, favorable or unfavorable employment conditions are exchanged for sexual favors.

2. Although she was disgusted by even the thought, she consented to the affair with her supervisor because she feared the loss of her job.

3. Her proficiency ratings showed a downward trend from the moment she showed revulsion at the prospect of participating in the entrenched pattern of sexual liaisons among the office staff.

4. She once was romantically involved with a ranking member of the job search committee at the company where she now seeks employment. Failing to get the job, she sued on sexual harassment grounds.

5. Supervisors that sexually harass others are usually motivated by attraction and desire.

Prohibited Relationships

Immediate family-can be hired but must not be hired because of a relationship with a current employee or elected official

Immediate family members cannot work together in the same department or be in a reporting relationship with each other.

Providing Exceptional Customer Service! WOW Them!

Who is our customer?

Internal Customer

External Customer

Providing Exceptional Customer Service! WOW them!

Your Attitude Influences your behavior Determines the level of your job

satisfaction Affects everyone you come in contact with Influences your nonverbal behavior Affects your job performance Is up to you

Providing Exceptional Customer Service! WOW them!

Attitude The longer I live

The more I realize the impact of attitude on life.Attitude, to me, is more important than the past,Than education,Than money,Than circumstances,Than failures,Than success,Than what other people think or say or do.

It is more important than appearance,Giftedness or skill.It will make or break an organization,A school, a home.

The remarkable thing is we have a choice every dayRegarding the attitude we will embrace for that day.We cannot change our past.We cannot change the fact that people will act in a certain way.We cannot change the inevitable.

The only thing we can doIs play the string we have.And that is our attitude.

I am convinced that life is 10 percent what happens to meAnd 90 percent how I react to it.And so it is with you.

Author: Charles Swindell

Providing Exceptional Customer Service

Tips on Serving an Upset Customer State your desire to help Listen carefully Maintain eye contact Pay close attention but don’t fake it Try to slow the pace of the conversation Take a few notes-but not too many Think before you respond

Providing Exceptional Customer Service

Use your voice to express interest, warmth and caring

Agree as often as you can Do no interpret or finish the customer’s sentences Do not fight back Be aware of your biases and prejudices and do not

let them get in the way Compromise, if possible Look for alternative solutions Think Win-Win, not Win-Lose!

Pay and Classification System

Adopted by Board of Health and administered by the Health Director

Serves as the basis for identifying duties, responsibilities, minimum qualifications and pay ranges for positions.

Intended to provide equitable compensation for all positions

Performance Appraisal

Gives Managers an Objective Basis for Making and Defending Compensation and Promotion Decisions

Tells Employees What They Need to Know and Where They Stand with Regards to Career Progression

PROBLEM RESOLUTION

– It is the desire of HCPHA that team members work harmoniously and in a cooperative manner. Should a problem arise, team members are encouraged to make every effort to resolve matters courteously and professionally. The HCPHA’s grievance procedure establishes steps for resolving such matters through an orderly Grievance/Adverse Action Appeal Procedure.

APPEAL PROCESS

STEP ONE: In writing within 14 days to supervisor (Response required within 5 working days) STEP TWO: File with Department Head (Response required within 5 working days) STEP THREE: File with Health Director (Response required within 10 working days) Health Director’s decision is Final. DISCRIMINATION ALLEGED: Present to Health

Director within 30 days.

DISCIPLINARY ACTION

A team member may be suspended, demoted and/or dismissed upon recommendation of the Department Head because of failure in performance of duties or failure in personal conduct.

A copy of all written warnings shall be documented in the team member’s personnel file.

Disciplinary suspensions are without pay. All actions resulting in failure of performance of

duties will be cumulative and progressive.

WRITTEN NOTIFICATION

STEP ONE: WRITTEN WARNING Issued by supervisor or department head. STEP TWO: 2ND WRITTEN WARNING Stating deficiencies and need to improve

issued by department head. Employee must sign.

STEP THREE: LETTER OF ACTION Stating action of SUSPENSION, DEMOTION, or

recommendation of dismissal.

NO PRIOR WARNING

Failure in Personal Conduct

Failure in Performance that threatens safety of person or property.

Pre- Dismissal Conference

Pre-dismissal Conference held by the Health Director or other appointing authority

At least one day notice provided

No legal counsel may attend the conference

Probationary Period

All new employees are required to work a Career Status probationary period for 24 months.

All new employees are considered “at-will” employees during the 24-month Career Status probationary period.

Committees

Safety Wellness Cultural Competency-HARKK

New Employee Certification

I certify that I have reviewed the New Employee Orientation PowerPoint which highlights Hertford County Public Health Authority’s benefits, Personnel Policies & Procedures, Safety, Appeal Process, Sexual Harassment, Customer Service and Probation period.

___________________(name) ______(date)

Fax or route a signed copy of the certification to the HR Department in Winton.