DISTRICT CLERK
EMPLOYEE HANDBOOK
District Clerk Handbook
JULY 2014
Page 1 of 45
Table of Contents
I
INTRODUCTION TO THE DEPARTMENT
4-9
District Clerk Welcome Letter
District Clerk Biography
Oath of Office
Mission Statement
Divisions
11-34
OFFICE POLICIES
District Clerk Ethics Policy
Job Attendance - Sick and Vacation Time
Breaks and Lunch Periods
Tardiness Policy
Kronos - Automated Time and Attendance System
Department Dress Co
Affirmative Action Plan
Equal Employment Opportunity
Lateral Transfer
Promotion
Demotion
Reduction-in-Force
Resignation, Gifts
Confidentiality
Use and Conduct of county-owned property
Employee responsibility for misuse; monitoring and privacy of computers
Harassment
Outside Employment
Cell Phone and Persona Phone Calls
Performance Appraisals
Performance Levels
Merit awards plan
Dismissals
Corrective Action
Non-Discrimination
Grievance Appeal Procedures
Time limits for filing and response
Drug and Alcohol Policy
Compensation Policy
Direct Deposit
Retirement
Deferred Compensation
Office Donations
District Clerk Handbook
4
5
6
7
8-10
JULY 2014
11-12
13-14
15
16
17-18
19
20
21
22
23-24
25
26
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Use of the Employee Health Center
Political Activity
Inclement Weather
Work Hours / Scheduling
Overtime / Compensatory Time
Military leave
Family and Medical leave
Worker's Compensation
Benefits
Holidays
Annual DART Pass
Suggestions and Ideas
Benevolence Committee
Dallas County Information Technology Security Policy
Dallas County Computer User Access Policy Guidelines
MISCELLANEOUS FORMS and FAQ's
28
29
30-34
35
36-45
Harassment Incident Form
Grievance Form
Military leave Request
Acknowledgement of Receipt of the District Clerk Tardiness Policy
Acknowledgement of Receipt of the District Clerk Employee Handbook /
Understanding of the District Clerk Ethics Policy
FAQ's for New Employees
District Clerk Handbook
27
JULY 2014
37
38-41
42
43
44
45
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DISTRICT CLERK
OATH OF OFFICE
I do solemnly swear, or affirm, that I will faithfully execute the duties of the
office of Deputy District Clerk of the County of Dallas, State of Texas, and will to
the best of my ability preserve, protect and defend the Constitution and laws of
the United States and of this state; and I furthermore solemnly swear, or affirm,
that I have not directly nor indirectly paid, offered, or promised to pay,
contributed, nor promised to contribute any money, or valuable thing, or
promised any public office or employment as a reward to secure my
appointment or confirmation thereof, so help me God.
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DISTRICT CLERK Mission Statement
The mission of the District Clerk is to provide the judicial system and the public
with information and support in the most technologically advanced method
possible by:
• Fulfilling our statutory duties as record custodian and fee officer to the best
of our abilities
• Fostering an environment for our employees that encourages
development of new ideas and the willingness to improve productivity
the
• Implementing our goals and objectives with a team-based approach to
decision-making throughout the organization
• Striving to be a leader and example to other county and state agencies
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DIVISIONS IN THE DISTRICT CLERK'S OFFICE
ADMINISTRATION
The Administration Department, located in the George Allen Courts Building, includes deputies reporting directly to
the District Clerk, including the Chief Deputy, Quality Assurance Administrator, Administrative Assistant and
Administration Clerk. The department is responsible for creating and implementing operational policies and
procedures within County guidelines for hiring personnel, managing supplies and equipment, coordinating
interdepartmental operations, preparing the department's annual budget and handling executive and administrative
duties of the office. The District Clerk and Chief Deputy represent the office each week at the Commissioners' Court,
which approves most budget and policy issues within the County, and at meetings with other departments and
committees, including Information Technology, Jail Population, Judicial Committees and others that require an
exchange of information about County issues.
CIVIL AND FAMILY OPERATIONS
The File Desk
Located in the George Allen Courts Building, the File Desk is often the first division of the District Clerk's office
encountered by customers. The Information Desk, which has two deputies who assist customers on the phone and
in person, greets customers in the File Desk area. They provide customers with a wide range of information, from
filing fees and phone numbers to specific courts to instructions for obtaining divorce decrees and other documents.
These deputy clerks also update the attorney register and file mark documents that do not require a filing fee.
The Filing Desk accepts original petitions for civil and family cases, quotes and takes filing fees, ensures that all
documents required are filed, assigns petitions case and court numbers and launches the judicial process for these
cases. The File Desk is one of the District Clerk's busiest sections, filing more than 20,000 cases in Family Courts
alone last year and more than 15,000 cases in Civil Courts. With the continued growth of Dallas County, the case
loads are expected to increase along with the population.
Document Production
The staff in Document Production issues more than 40,000 documents a year, including citations notifying
defendants or respondents that they are being sued and passes the documents along to constables or other agents
to serve. The Document Production Desk also issues court-ordered post-trial documents such as Orders to Withhold
Income in divorce or child support cases. Additionally, three clerks in this area prepare transcripts for the Court of
Appeals, transfer and change-of-venue cases.
Civil and Tax Courts
The Supervisor of the Civil and Tax Courts supervises the deputy clerks for the thirteen (13) Civil District Courts and
one Tax Court for delinquent real estate property taxes. Deputy clerks in these courts handle phone calls and
documents, and prepare court dockets.
Family and IV-D Courts
The Supervisor for the Family and IV-D Courts oversees the Court clerks in seven (7) Family courts and the three IV-D
Courts. The Family Court Clerks manage dockets for the district and associates judges. Clerks in IV-D handle all
aspects of cases filed by the Attorney General's child support office.
Juvenile
The Assistant Manager of Juvenile Operations supervises deputies who support two Juvenile Courts located in the
Henry Wade Juvenile Justice Center. The Juvenile Division also has its own File and Process Desks, Billing and
Collections, and Records divisions. Deputies file all juvenile cases prosecuted by the District Attorney, as well as
adoptions, and manage dockets for judges.
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CRIMINAL OPERATIONS
The Criminal Division of the District Clerk's Office, located in the Frank Crowley Courts Building, consists of several
sections: Process, Felony Collections, Protective Orders, Evidence, and the Felony courts, including the Arraignment
Court, 17 Criminal District Courts, two Magistrate Courts, one SAFPF court and one Drug Court.
Deputies in the Arraignment Court, which is located in the lew Sterrett Justice Center (Dallas County Jail), work in 10
hour shifts. This is a 24/7 operation and they handle both felony and misdemeanor offenses, which requires dual
deputization from both the County and District Clerks. When persons are arrested, they are immediately brought
before the Magistrate and are informed of why they are being held, asked if they are indigent and need legal
representation appointed to them, and a bond amount is set, if applicable. Our clerks conduct the criminal history
research on each arrestee, which enables the Magistrate to determine if the person is eligible to post bond. They
also prepare and maintain records of Fugitive-From-Justice cases as well as Mental and Chemical Dependency
warrants and affidavits.
Each felony court is staffed with two deputies from the District Clerk's office. They put in motion all orders of the
court by preparing all documents associated with a criminal case. This includes informing the jail when to release
prisoners or when to send them to the penitentiary or another incarceration facility. They prepare all judgments and
sentences handed down by judges, issue warrants, maintain the official court minutes, update computer records
with the current status of the case including all future settings, and are the frontline assistance to all incoming
inquires by phone or in person.
After a trial, the District Clerk becomes the custodian of all admitted evidence which must be maintained until it
becomes eligible for destruction or return.
Our office also staffs the Protective Order court with a deputy who processes protective orders and collects all court
ordered fines and costs.
The Process section handles all indictments returned by the Grand Jury, prepares case jackets and docket sheets,
and forwards new cases to courts. Deputies also file daily writs, return cash bonds when cases are completed, and
handle all aspects of appealed cases. Process clerks also issue felony subpoenas for the Criminal District Courts and
process more than 1500 expunctions of records each year.
The Bond Forfeiture section prepares and processes bond forfeiture cases for the courts.
Felony Collections interviews all defendants who are placed on probation and establish payment plans for the court
ordered fines and court costs. They bill probationers who are within six months of completing probation and still
owe court costs and fines, and defendants who receive sentences involving incarceration in the county or state jail.
All parolees report to Felony Collections to make arrangements to pay their fine and costs. They collect over 6
million dollars a year in fines and costs. The Cashiers are part of Felony Collections and process all monies received
from fines, forfeitures, court costs, filing fees, certified copies and record searches.
TRUST, ACCOUNTING AND COLLECTIONS
Trust is responsible for the management of all funds placed into the registry of the District Courts, including funds of
minors, bonds and other court matters. Trust invests this money in various types of interest-bearing accounts, and
approves all personal and corporate surety bonds.
Accounting prepares the District Clerk's daily bank deposits, maintains the cash book, reconciles the Office's bank
accounts, and issues checks. Additionally, this section audits civil and family cases to ensure all county fees have
been charged and collected and other County and State related accounting duties have been fulfilled.
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Collections prepares billing statements and collects court costs due to the State and County and is in the process of
reviewing methods by which the District Clerk can collect more funds more rapidly to enhance revenues for the
County. The newly developed Interviewer/Collector position is responsible for setting up payment plans for case
parties of civil and family cases and is also responsible for collecting on previously unpaid court costs.
RECORDS
With more than 3 million case records dating from 40 years ago, the Records department is one of the largest in the
District Clerk's Office.
Civil and Family Records
Housed in the George Allen Courts Building, the Civil and Family records division wears many hats. Front Desk clerks
process walk up requests for certified copies of divorce decrees required by the Social Security Administration to
accompany applications for benefits. They also fill daily requests for copies of civil and other family court matters.
The Copy/Research Desk manages all mail requests for copies of documents in cases filed in District Courts. The Fax
Desk services law firms and other entities that have established accounts with the District Clerk and either fax in or
email their requests for records.
The Records Division also plays an integral part of the office by delivering mail and case files throughout the
department. When personnel within the County or others request documents in open Civil or Family cases, the
Tracking Clerks retrieve, track and re-file these documents, as well as open and deliver mail within the District
Clerk's Office.
Imaging clerks scan documents in one of the largest projects ever undertaken by the District Clerk's Office with the
goal of having all court records on-line. Currently, court dockets but not documents are available internally on the
Odyssey case management system and on the Dallas County website externally.
Exhibit clerks retrieve, deliver, track and return exhibits for the Civil and Family Courts.
Felony Records
Located in the Frank Crowley Courts Building, the Criminal records section handles almost 100 requests daily for
criminal records sent by employers, government agencies and other entities performing background checks that are
standard in most hiring procedures today.
PASSPORTS
The Passports Division receives and processes thousands of passport applications each year from Dallas County
residents. Following new regulations requiring passports for all air travel to North American countries, the number
of applications processed has almost doubled, from approximately 16,500 in 2006 to 22,044 in 2010. That number
could grow even larger if the requirements are extended to land travel next year, the demand will be even greater.
In addition to processing passport applications, our North and East Dallas offices issue marriage licenses for the
County Clerk's Office. In FY 2010, the offices issued a combined 4,494 marriage licenses.
To accommodate existing and future needs, the District Clerk has offices at the George Allen Courts Building, in the
East Dallas Government Center and at the North Dallas Government Center, and is hoping to expand to South Dallas
as well. To help serve the County's growing Hispanic population, each office has Spanish-speaking deputies on staff
to assist Spanish-speaking customers.
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DALLAS COUNTY DISTRICr CLERK'S OFFICE ETHICS POLICY
I. OVERVIEW
This policy prescribes the standards of ethical conduct for all deputies of the District Clerk. It does not supersede any
applicable federal or state law or administrative rules. All deputies must familiarize themselves with this policy.
All deputies must abide by applicable federal and state laws, administrative rules, and Dallas County employee
conduct policies, including this ethics policy. An employee who violates any provision of this or any other employee
conduct policy is subject to disciplinary action up to and including termination. An employee who violates any
applicable federal or state law or rule may be subject to civil or criminal penalties in addition to any disciplinary
action.
II. STANDARDS OF CONDUCT
An employee shall not:
1.
engage in any activity that would create a conflict of interest or even the appearance of a conflict.
2.
purchase equipment or any other property owned or formerly owned by the District Clerk or Dallas County
except if the property is sold at auction by Dallas County such as the Sheriff's first Tuesday property sale.
3.
make a personal investment in any enterprise that would create a substantial conflict between the deputy's
private interest and public duties.
4.
transact any District Clerk business with any business entity in which the employee is an officer, agent,
member, or owner of a controlling interest.
5.
engage in outside business or professional activities or accept employment in private enterprises if the
activities:
•
•
•
•
6.
interfere with the deputy's working hours or efficiency;
create a conflict between the deputy's private interests and public duties;
use or appear to use information obtained in connection with the deputy's official duties; or
could be expected to impair the deputy's independence of judgment in the performance of the
deputy's duties.
accept or agree to accept door prizes, gifts, cash gifts, benefits, or favors for the employee or others from
any person, company, organization, or other entity that:
•
•
•
•
could influence or reasonably appear to influence the employee in performing the deputy's duties;
does any kind of business with the District Clerk;
could reasonably be expected to do business with the District Clerk in the future;
are involved in the procurement process if the gift, benefit, or favor is offered by anyone who could
reasonably be expected to have an interest in or benefit from the resulting contract. Exceptions to
this policy must have the prior approval of the District Clerk.
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However, deputies not involved in the procurement process may:
•
•
•
accept ordinary working meals;
accept token items distributed generally as a normal means of advertising if the total estimated
value of the gift is less than $25;
partake of food and drink in conjunction with a District Clerk or Dallas County-approved event
sponsored by a non-county entity.
7.
have any monetary interest, whether direct or indirect, in any contract or subcontract in connection with a
District Clerk county project.
8.
copyright or patent any work the deputy produces or develops as part of his or her employment with the
District Clerk or Dallas County when the work is related to a District Clerk or Dallas County goal, project, or
concern .
9.
disclose confidential or sensitive District Clerk or Dallas County business information or any information
connected with a court proceeding without authorization.
10. use either the deputy's status, badge or other Dallas County issued item to obtain any benefit, including
financial gain or a privilege, or to avoid the consequences of an illegal act.
11. use District Clerk or Dallas County resources, including work time, for other than official District Clerk or
Dallas County business. Exceptions to this policy may be granted by the District Clerk.
12. knowingly make false or misleading statements, oral or written, in the course of official District Clerk or
Dallas County business.
13. engage in any political activity, with the exception of voting, while on Dallas County time or use Dallas
County resources for any political activity.
All deputies shall:
1.
perform their official duties in a lawful, professional, and ethical manner;
2.
practice responsible stewardship of District Clerk or Dallas County resources; and
3.
report to the appropriate authority any conduct or activity that they believe to be in violation of this ethics
policy.
III. DEFINITIONS
Ordinary: Provided on an occasional basis, reciprocated to the extent practical, and not lavish or extravagant.
Working meal: Breakfast, lunch, or supper consumed while conducting the District Clerk or Dallas County's official
business. This includes a meal at a banquet or a conference attended as a District Clerk or Dallas County employee
on official District Clerk or Dallas County business. A working meal does not include alcohol.
Procurement process: The process of preparing, advertising, and awarding a contract, beginning with drafting the
specifications or request for proposals and ending with the final award of the contract.
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TIME and ATTENDANCE POUCIES
SICK LEAVE
Paid sick leave is provided to continue the salary of eligible employees who are absent from work because of illness,
injury, disability, or medical appointments. Regular, Full Time employees accrue 3.692 hours of sick time per pay
period. Eligible employees may use sick leave for illness of, injury to, or need to obtain medical or dental
consultation for the employee and/or other eligible family members. Employees are encouraged to conserve sick
leave usage in the event of long-term or catastrophic illness.
Procedures for Notification
(Refer to Sec. 82-363: Notification of absence due to illness)
Each supervisor and manager has their own procedures for notification of absence. The District Clerk requires at a
minimum the following information to be given to the supervisor in order to substantiate a sick leave request:
a.)
Call in at least 30 minutes prior to scheduled start time.
b.)
Report if the sick leave requested is for self or eligible family member
c.)
Amount of time requested: for example, will the employee be out all day or only for a few hours.
Employees with FMLA certification must also adhere to the Procedures for Notification of absence due to illness.
Absent extenuating circumstances, if an employee fails to follow these policies, Dallas County has the right to delay
or deny the FMLA request.
Request to Substitute Other Paid Leave when Sick Leave Accrual is Depleted
(Refer to Sec. 82-370 (b), Abuse of Sick Leave)
If an employee depletes his or her Sick Leave accruals and is not on Family Medical Leave, the employee will not be
authorized to use any other paid leave unless given approval from his or her immediate Supervisor. In order to
request authorization from his or her Supervisor to use other paid leave, the employee must provide the following
information to his or her Supervisor prior to the last day of the pay period in which the employee is requesting to
use other paid leave:
a.)
Amount of time requested
b.)
Type of paid leave requested (Vacation or Compensatory Time)
c.)
Reason why Sick Leave accrual has been depleted.
The Supervisor will review the employee's time record to determine if granting other paid leave is warranted.
Time and Attendance Review Procedures
(Refer to Sections 86-392 thru 86-395: Attendance Requirements)
Once an employee has used 48 hours of sick leave in any given 12-month period, their time and attendance record
will be reviewed by the Supervisor and Manager. The Supervisor and Manager will make a determination regarding
the usage of the leave using the Factors to Consider outlined in Sec. 86-394. If the leave taken is deemed excessive,
the Supervisor will refer to the guidelines for consequences in Sec. 86-395, and the additional internal policy below.
The District Clerk's internal office policy will enforce the following in addition to the Dallas County Code:
1. Meet with the employee and provide informal attendance memo after 40 hours of absences.
2. Meet with the employee and conduct a counseling session after 48 hours of absences.
3. Issue a written warning when the employee has incurred an additional absence.
4. Suspend the employee one (1) day when the employee has incurred an additional absence.
5. Suspend the employee three (3) days when the employee has incurred an additional absence.
6. Review for termination when the employee has incurred an additional absence.
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VACATION LEAVE
Vacation Leave provides periodic leave to ensure employees are energized and motivated to perform their job
duties at an optimal level. While the main purpose of vacation leave is for rest and relaxation, the leave may also be
used for personal business or obligations that promote work/life balance.
Procedures for Requesting Vacation Time
(Refer to Sec. 82-383: Scheduling and Usage of Vacation Leave)
1.
Request for time off must be submitted at least three (3) days in advance.
2.
Employees may not request time off if they do not have accrued time available on the date the
request is submitted.
3.
Should an employee use his or her available accruals prior to his or her requested time off, the
request may be rescinded by the employee's supervisor.
Vacation leave not requested in advance may be treated as an unscheduled absence subject to corrective action.
Regular, full-time employees of the county shall be entitled to vacation leave as follows:
Less than six (6) years
Six (6) to Fourteen (14) years
Fifteen (15) years and over
=
=
=
2 weeks per yr./3.077 hours per pay period, max 160 hours
3 weeks per yr./4.615 hours per pay period, max 200 hours
4 weeks per yr./6.154 hours per pay period, max 240 hours
Employees are not required to expend all vacation leave and may accrue a maximum of two-weeks vacation time in
addition to their normally earned vacation time. Holidays occurring within a vacation period are not counted as part
of the vacation.
Employees must complete their six (6) month probationary period before becoming eligible to use their vacation
leave. Should an employee leave Dallas County during their first six months of employment, they will forfeit any
vacation time accrued and not be paid for it.
LUNCH and BREAKS
(Refer to Sec. 82-32. Work hours scheduling.)
The District Clerk combines the two breaks with lunch to give our employees 50 minutes for lunch and only deduct
30 minutes from their timecard for lunch.
If you are a smoke that takes "smoke breaks" during the day, you must be on the 30 minute lunch schedule and
you're your "breaks," a 10 minute break in the morning and 10 minute break in the afternoon, for your "smoke
breaks." If the smoke breaks exceed this time, or if you take more than one "smoke break" in the morning or
afternoon, you are expected to punch in and out and your paycheck will be docked. If an employee is abusing their
break time, they will be subject to disciplinary action.
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TARDINESS POLICY
(Refer to Sec. 86-399: Consequence of failure to notify when absent and excessive tardiness)
An employee is considered tardy if he or she clocks in after their scheduled shift begins, whether or not they have
notified their supervisor that he or she will be late. Calling in prior to your start time to inform your supervisor you
will be late will only be used so the supervisor can make appropriate coverage and does not excuse your tardiness.
Employees with FMLA certification must also adhere to the Procedures for Notification of absence due to
tardiness. Absent extenuating circumstances, if an employee fails to follow these policies, Dallas County has the
right to delay or deny the FM LA request.
The District Clerk's Office uses the Dallas County Code's Attendance Policy as its guide in dealing with employee
tardiness issues. It is outlined for you below and is also available on the Dallas County website under "County
Code," Sec. 86-399. Consequence of failure to notify when absent and excessive tardiness.
a)
Excessive tardiness and/or failure to report or notify per office policy may result in disciplinary actions being
taken, up to and including termination. Merit awards may also be reduced or not granted and promotions
may be denied.
b) Managers are encouraged to utilize the following guidelines if it appears excessive tardiness may be a
problem:
1. Meet with the employee and conduct a counseling session after the sixth tardy.
2. Issue a written warning when the employee has incurred the seventh tardy.
3. Suspend the employee when the eighth tardy has been incurred, and
4. Review for termination after the ninth tardy.
The District Clerk's internal office policy will enforce the following in addition to the Dallas County Code:
1. Meet with the employee and provide informal tardy memo after the fifth tardy.
2. Meet with the employee and conduct a counseling session after the sixth tardy.
3. Issue a written warning when the employee has incurred the seventh tardy.
4. Suspend the employee one (1) day when the eighth tardy has been incurred.
5. Suspend the employee three (3) days when the ninth tardy has been incurred.
6. Review for termination after the tenth tardy.
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Kronos - Automated Time and Attendance System
Sec. 82-171-176
All county employees are required to record their daily attendance. Employees shall log in to Kronos and clock in
when they are ready to immediately begin work. (For example, employees are not permitted to leave their cars
parked outside the door to clock in and then return to park their cars.)
Employees shall clock in no sooner than six minutes before their scheduled shift start time. Employees
shall clock out no later than six minutes after their scheduled shift end time. Exceptions can be made to
this section if the supervisor has given prior approval to work overtime/compensatory time.
Employees shall only clock in and out with their username and password. Using another employee's username and
password is prohibited. Employees who violate this subsection shall be subject to disciplinary action up to and
including termination.
The County work week begins at 12:00am, Saturday, and ends at 11:S9pm, Friday.
WHAT IS MY USERNAME and PASSWORD for KRONOS?
When an employee begins employment with Dallas County, they are assigned a Username and Password for the
Kronos system. Generally, the Username is the Employee's first initial and full last name in all capital letters (Ex.
MCANNON). The first password is always "kronos," in lowercase letters. Supervisors will notify new employees
when they have been added to the system and can begin "clocking in" using the Kronos system.
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EMPLOYEE APPEARANCE AND CONDUCT - DISTRICT CLERK DRESS CODE
VERSION: OCTOBER,2012
It is management's intent that work attire should complement an environment that reflects an efficient, orderly, and
professionally operated organization. As officers of the court, your apparel should emphasize professionalism,
dedication and pride. Good personal hygiene and personal habits are also very important. Body cleanliness,
especially of the hands and fingernails, is a must. This policy is intended to define appropriate "business attire"
during normal business operations and "casual business attire" on Fridays.
We recognize the growing popularity of casual business dress and the positive effects of this shift to boost employee
morale, improve quality, encourage more open communication and increased productivity, therefore, creating a more
comfortable work environment. Therefore, casual business attire is permitted on Fridays. The District Clerk reserves
the right to continue, extend, revise or revoke this policy at its discretion.
Acceptable, Professional Business Attire, Monday thru Thursday
No dress code can cover all contingencies so employees must exert a certain amount of judgment in their choice of
clothing to wear to work. If you experience uncertainty about acceptable, professional formal business attire for work,
please ask your supervisor, manager, or the Quality Assurance Administrator.
WOMEN
Suits
Dresses (hem length no shorter than two inches above the knee)
Dress Slacks and/or Pants
Skirts/Skorts (hem length no shorter than two inches above the knee)
Dress shoes or sandals
Capri pants/Gauchos (must be at least mid calf in length. and worn with suit jacket)
Denim Skirts are acceptable if paired with a suitable business jacket, blouse or sweater
Denim Dresses are acceptable if paired with a suitable business jacket, blouse or sweater
Hose, nylons not required
Polo shirts with D.C. insignia purchased thru Administration*
*Managers and Supervisors may only wear the Polo Shirt with DC insignia on Fridays
MEN
Dress Slacks, Chinos or Dockers
Dress shirt (tie or bolo IS OPTIONAL)
Dress shoes, boots or loafers with socks
Cardigans
Polo shirts with D.C. insignia purchased thru Administration Monday thru Thursday*
Managers and Supervisors should wear Coat and Tie when representing the District Clerk at business meetings
*Polo shirts without DC insignia are only allowed to be worn on Fridays
Casual Day (Friday) Attire
Because all casual clothing is not suitable for the office, these guidelines wiIl help you determine what is appropriate
to wear to work. Clothing that works well for the beach, yard work, dance clubs, exercise sessions, and sports contests
may not be appropriate for a professional, casual appearance at work. Casual does not mean "sloppy."
Acceptable Casual Dav Attire
Neat Jeans (Jeans allowed for Managers and Supervisors with a $5.00 per Friday donation to Benevolence
Committee)
Blouses
Polo Shirts with collars
Collarless shirts with buttons
Capri pants/Gauchos, suit jacket not required on casual day
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UNACCEPTABLE on any day unless approved by the District Clerk or Chie(Deputv
Clothing that reveals too much cleavage, your back, your chest, your stomach or hip area, or your underwear
is not appropriate for a place of business and is unacceptable in the District Clerk's Office. In our work
environment, clothing should be pressed and never wrinkled. Torn, dirty, or frayed clothing is unacceptable. Any
clothing that has words, terms, or pictures that may be offensive to other employees is unacceptable.
Screen printed T-shirts (ex: college football t-shirts)
Extremely tight fitting clothes on any body part
Clam diggers (pants that come just below the knee)
Warm-ups or Jogging Suits
Sweatshirts, including Hoodies
Skirts or Skorts shorter than 4 inches above the knee
Tennis, Running, Cross Trainer or any other athletic shoe
Halter tops, tube tops or tops with spaghetti straps
No headgear of any kind. No bandanas or head scarves.
Tights, Spandex, Lycra or Leggings worn as pants
Exposed undergarments
Underwear worn as Outerwear
Wrinkled, stained or dirty clothing
Ripped jeans and "distressed clothes"
Baseball hats
Flip Flops
Off-the-shoulder tops
Crocs
Army fatigues
Violations of the dress code:
Supervisors and Managers are charged with the responsibility of working together to keep the dress code enforced
throughout the department. These are MINIMUM standards. Managers may impose additional standards in their
divisions. Managers may exempt employeesjrom these standards/or safety or efficiency reasons.
If an employee is sent home to change due to a dress code violation, this time is to be UNPAID.
1SI Offense:
Verbal Warning from Supervisor
If the Supervisor determines that the inappropriate attire will disrupt the workplace, then the employee will be sent
home to change. Failure to return to the work-site when sent home for a dress code violation will be considered
insubordination and grounds for further disciplinary action.
Record of Counseling
2nd Offense:
Employee will receive a written counseling and be sent home to change. Failure to return to the work-site when sent
home for a dress code violation will be considered insubordination and grounds for further disciplinary action.
Statement of Corrective Action
3rd Offense:
Employee will receive a Statement of Corrective Action, instructed to clock out, and be sent home to change. Failure
to return to the work-site when sent home for a dress code violation will be considered insubordination and grounds
for further disciplinary action.
Offense:
Statement of Corrective Action, One (1) Day Suspension
Employee will receive a Statement of Corrective Action, instructed to clock out, be sent home to change, and
suspended for one (1) day without pay. Failure to return to the work-site when sent home for a dress code violation
will be considered insubordination and grounds for further disciplinary action.
4th
Statement of Corrective Action, Three (3) Day Suspension
5th Offense:
Employee will receive a Statement of Corrective Action, instructed to clock out, be sent home to change, and
suspended for three (3) days without pay. Failure to return to the work-site when sent home for a dress code violation
will be considered insubordination and grounds for further disciplinary action.
Review for Termination
6th Offense:
Employee will be instructed to clock out, be sent home to change, and reviewed for termination. Failure to return to
the work-site when sent home for a dress code violation will be considered insubordination and grounds for further
disciplinary action.
District Clerk Handbook
JULY 2014
Page 18 of45
Affirmative Action Plan, Sec. 86-1041
The philosophy of the county is to treat all employees and prospective employees with dignity, affording them the
freedom to work as part of county government, the most basic entity, which is the closest and most responsive to
the people, and that their obtaining and maintaining of employment shall be without regard to race, religion, color,
national origin, sex (including pregnancy) age, disability, or political affiliation, in accordance with the constitutional
and statutory provisions of our state and nation.
Equal Employment Opportunity
It is the County and the Department's policy to provide equal employment opportunities to all applicants. This
includes recruiting, hiring, and promoting in all job classifications without regard to race, color, creed, gender, age,
national origin, disability, sexual preference or political affiliation.
lateral Transfer, Sec. 86-223
A lateral transfer is movement into a job with the same pay grade as your current position.
complete their probationary period before transferring between divisions.
Employees must
Promotion, 86-491
A promotion is defined as a movement of an employee from a lower pay grade to a higher pay grade. The
promotion can be classified as regular or temporary, depending on the situation. An employee may apply for a
promotion at any time during their employment.
Demotion, Sec. 86-521
A demotion is defined as a reduction of an employee's salary from a higher pay grade to a lower pay grade. A
demotion may occur as a result of disciplinary action, employee's request, a reduction-in-force, inability to perform
essential job functions, or as a result of significant changes in the organization.
Reduction-in-Force, 86-621
A reduction-in-force is a decrease in the number of authorized employees resulting from a discontinuance of
services, organizational changes, or change in fund authorization.
Resignation, Sec. 86-571
(a) An employee who desires to resign in good standing with the county shall submit his written resignation to his
supervisor and elected official/department head except for good cause shown, and give at least two weeks' notice
of his intention to leave the organization.
(b) An employee who fails to give two weeks' written notice of his/her resignation and whose insurance premiums
are paid on his/her behalf shall have the full insurance premium or accrual amount (county plus employee cost)
deducted from the last pay check.
Gifts, Sec. 86-752
Gifts shall not be accepted from contractors, vendors or other persons who are employed by or who deal with the
county. This section does not apply to calendars, folders, pens, note pads and similar articles that bear the donor's
advertising, nor does it apply to purely personal gifts between relatives and friends.
Confidentiality, Sec. 86-753
All information concerning county business must be held in strict confidence and must not be discussed with others
on or off the job except for purposes of necessary county business.
District Clerk Handbook
JULY 2014
Page 19 of 45
Use and conduct of county-owned property, Sec. 86-754
(a) The utmost care shall always be exercised in using the county property to minimize damage to equipment and
waste of supplies. An employee of the county shall not participate in bidding on the county equipment sales.
(b) Intentional or negligent damage or any personal use of county equipment or property will be grounds for
disciplinary action or dismissal depending on severity of the incident.
Employee responsibility for misuse; monitoring and privacy of computers, Sec. 86-951.
(a) All county policies and regulations apply to the use of the electronic mail and Internet network to support the
business goals of the county. When the county incurs a cost due to employee negligence or misuse, the employee
will be responsible for reimbursement of that cost.
(b) The county reserves the right to monitor all activity and contents of any county-owned communication system.
Employee passwords do not guarantee privacy. Employees deleting electronic mail should know that it will not
totally purge the message from the system. Computer servers often retain electronic mail for months, and electronic
tracing information remains indefinitely. Further, electronic mail could be subject to the Texas Public Information
Act.
Transmission and viewing of any material in violation of any federal or state regulation is strictly prohibited. This
includes, but is not limited to, plagiarizing copyrighted material, threatening or obscene materials, or materials
protected by trade secret or that are classified government information. Moreover, the viewing, transfer,
solicitation, use or storage of pornography or other sexually harassing information is strictly prohibited except in the
pursuit of bonafide law enforcement investigations. Initiation of electronic mail and the Internet for commercial
ventures, religious or political causes or other non-county sanctioned activities is also prohibited.
Harassment, Sec. 86-781
It is the policy of the county to provide all employees a work environment that is free from any form of unlawful
harassment, any hostile work environment based on unlawful harassment, or any retaliatory action against an
employee who reports unlawful harassment. Unlawful harassment of any kind is expressly prohibited and will not be
tolerated. All employees are responsible for ensuring that the workplace is free from unlawful harassment and all
employees must avoid any action, conduct or behavior which could be viewed as unlawful harassment. Unlawful
harassment includes sexual harassment and harassment of employees on the basis of race, religion, color, sex,
national origin, age or disability. Slurs, epithets, and jokes based on these characteristics have no place in the
workplace. Harassment of any nature, when based on race, religion, color, sex, national origin, age or disability, will
not be tolerated. The unlawful harassment prohibited by this division includes harassment by management, coworkers, citizens, and vendors. Employees of the county are also prohibited from harassing customers, employees of
vendors, and other third parties.
Employees that feel they have been harassed should fill out the located in the "FORMS" section of this handbook
and report it to the Human Resource Administrator as soon as possible.
Outside employment, Sec. 86-757.
(a) No employee shall engage in any other employment during the hours he is scheduled to work for the county;
nor shall an employee work outside such hours of his employment with the county in a manner, or to an extent, that
conflicts with the county's interest or public image or that adversely affects his availability and usefulness as an
employee to the county.
(b) All employees who are considering employment or who already hold outside employment shall notify their
supervisor of the details of the job, the name of their secondary employer, and obtain their elected
official/department heads' (i.e., the county's) approval.
(c) Supervisors who feel an employee's outside employment conflicts with the county's principles as set forth in
subsection (a) of this section shall notify his elected official/department head. The elected official/department head
shall make the final decision.
(d) Any employee who feels approval of an outside job is being unreasonably withheld is entitled to use
the grievance procedure as a recourse.
District Clerk Handbook
JULY 2014
Page 20 of 45
DISTRICT CLERK CELL PHONE AND PERSONAL PHONE CALLS POLICY
The District Clerk understands the importance of having your cell phone on during working hours in case of an
emergency with your spouse, children, or other family members; however, in order to maintain a professional
demeanor in the office area, the following policy must be followed:
CELLULAR PHONE USAGE:
1.
2.
3.
4.
S.
6.
All cell phones must be kept in your desk or purse so that you may hear it if it rings. They are not to be
displayed in working areas.
You are not to carry your cell phone with you when running errands within the Courthouse, nor use
them while on the clock unless you are on your lunch break. If you are leaving the Courthouse on an
errand or for lunch, please take your cell phone with you so that you do not miss an emergency call from
a family member.
If you receive an emergency call on your cell phone during work hours, please excuse yourself in the
hallway or break room and take the call. If you are assisting a customer at the time, please finish the
transaction with the customer prior to taking the phone call.
Texting from your cell phone is considered a personal phone call. Should you receive a text during work
hours, treat it as you would a phone call. If you are with a customer, finish the transaction prior to
responding to the text. Habitual texting will be treated as would too many personal phone calls.
No head sets or Bluetooths are to be worn in the Courthouse during work hours by District Clerk
Employees, including Court Trainers, Managers and Supervisors.
Managers, Supervisors and Court Trainers all allowed to carry their cell phones and use them during
work hours but should limit their use to emergencies or critical need.
PERSONAL PHONE CALLS:
1.
2.
3.
Please limit personal phone calls during work hours to three minutes.
Personal phone calls include those calls that come to your desk or your cell phone.
Please remember cell phones are to be used for emergency purposes only. Examples of emergencies
include return calls from physicians, your child checking in after school, or a life or death situation, etc.
If it appears excessive personal phone calls may be a problem, the following will occur:
1.
2.
3.
4.
5.
6.
FIRST and SECOND VIOLATION: Meet with the employee and conduct a verbal counseling session.
THIRD VIOLATION: Meet with the employee and conduct a written counseling session.
FOURTH VIOLATION: Issue a Notice of Employee's Warning.
FIFTH VIOLATION: Suspend the employee for one day.
SIXTH VIOLATION: Suspend the employee for three days.
SEVENTH VIOLATION: Review for termination.
District Clerk Handbook
JULY 2014
Page 21 of 45
Performance Appraisals, Sec. 86-462
This system is to be utilized to:
(1) Communicate organizational goals and behavioral expectations to employees;
(2) To correct employee deficiencies; and
(3) To document employee performance for future reference.
Performance levels, Sec. 86-463
Exempt
(1) Marginal: performance is clearly below the acceptable level.
(2) Adequate: acceptable performance of job but noticeably below competent in one or more accountability areas.
(3) Competent: performance covers scope of the job. The employee meets expected standards, with some
unusually effective performance during the rating period.
(4) Commendable: performance is unusually effective and above what is normally expected for the rating period.
(5) Distinguished: outstanding performance. Performance is superior in scope and quality to the point where
excellence is indicated. Management attention and recognition is desirable. The performance indicates that
employee is capable of handling additional or greater responsibilities.
Nonexempt
(1) Marginal: performance is clearly below the acceptable level. This performance category may cover a newly
hired employee or an employee with prior satisfactory performance who is returning from an extended leave of
absence.
(2) Adequate: acceptable, satisfactory, performance of the job but the employee's performance may be noticeably
below competent in one or more of the rating areas.
(3) Competent: performance covers the scope of the job. An employee meets expected standards with some
unusually effective performance during the rating period. (4) Commendable: performance is usually effective and
above what is normally expected during their rating period.
(5) Distinguished: performance is exceptional in quality and quantity to the point where excellence is indicated.
Merit awards plan, Sec. 86-466.
.
Merit and lump sum merit allocations are based on the authorized number of regular, full-time employees in a
department on a date designated by the Commissioners Court. The merit and lump sum merit allocation
percentage, additional eligibility criteria and administration guidelines will be established each year during the
budget process by the Commissioners Court. Lump sum merit awards are for employees at or over the maximum of
their salary range.
Employees on disciplinary probation or leave without pay status will not be eligible for a merit increase until they
return to a normal status. Part-time or extra help employees are not eligible for merit awards.
In order to receive a merit increase, an employee should perform at a more than satisfactory (commendable: 3)
level.
District Clerk Handbook
JULY 2014
Page 22 of 45
Dismissals, Sec. 86-591.
An employee may be dismissed from the county without prior notice for just cause including, but not limited to:
(1) Incompetence;
(2) Offensive conduct;
(3) Insubordination;
(4) Conviction of a felony;
(5) Conviction of a misdemeanor involving moral turpitude;
(6) Failure to report for work without reporting the reason for absence to his immediate supervisor within 24 hours
of his normal working shift;
(7) Gross or repeated neglect of duty; or
(8) Other conduct inconsistent with the interest of the county.
Corrective Action Model, Sec. 86-971.
The Dallas County Corrective Action Model is designed to assist managers and employees in the resolution of issues
related to job performance or non-compliant behavior. The basic tenets of the corrective action model are: (1) an
employee will be told when such a problem exists (2) the supervisor will clearly communicate the expectation(s) or
standard(s) in order for the employee to correct the problem and (3) the corrective action taken will be appropriate
for the behavioral or job performance problem identified.
Corrective action is intended to be a positive framework for helping employees improve their performance and
sustain it over time. The goal of this model is to guide employees back to satisfactory job performance, to what is
expected, to the standard; to help them succeed. In situations where that goal cannot be attained, the model also
provides standard processes for the employee's termination from the organization.
Policy, Sec. 86-972
This policy, representing the corrective action model, is intended to establish a fair and consistent process for
corrective action throughout the county. The recommended process has four major purposes:
(1) To ensure that the employee knows his/her performance and/or non-compliant behavior is unacceptable
and understands why it is unacceptable;
(2) To clarify what the supervisor's performance expectations are and what needs to change in order for the
problem to be corrected;
(3) To administer corrective action appropriate to the performance problem and/or offense; and
(4) To provide a record of corrective action taken by supervisors to resolve performance problems.
Supervisors are encouraged to resolve behavior and job performance issues with the employee through, coaching
and support when possible. When an issue is identified, it is recommended that the supervisor first consider the
following questions:
(1) Does the employee know and clearly understand department/county expectations and/or the job tasks?
(2) Has the employee been sufficiently trained on policies, procedures, work processes and job tasks?
(3) Does the employee have the proper tools and resources to perform the job? and
(4) Has sufficient supervisory support been provided to the employee?
District Clerk Handbook
JULY 2014
Page 23 of 45
Sec. 86-973. - Consequences for failure to meet performance expectations.
Employees are responsible for following county/departmental policies, procedures, and work rules and for
sustaining optimal work performance. For the purpose of this policy, the following rules shall apply:
(1) All employees shall be subject to corrective action for conduct or behavior that is determined not to be in the
best interest of, or benefit to, the county. (Refer to 86-751, Employee Standards of Conduct)
(2) Except for dismissals during the probationary period as provided in section 86-271, written warnings,
suspensions, demotions or dismissals administered to civil service covered employees shall be subject to provisions
of article VIII of this chapter, grievance procedures.
(3) Cause for corrective action (performance coaching, record of counseling, written warning, suspension,
demotion or dismissal) shall include, but not be limited to, the following offenses:
(a) Poor job performance or incompetency; unsatisfactory performance of assigned tasks;
(b) Poor attendance: excessive absence and/or tardiness;
(c) Insubordination: willful failure to perform assigned tasks;
(d) Dishonesty: stealing county property or funds, misuse of county property or funds, or any falsifying act
detrimental to the county or its employees;
(e) Failure to notify immediate supervisor of an absence;
(f) Conviction of a felony or a criminal offense involving moral turpitude that is detrimental to or impacts
the employee's employment with the county;
(g) Misuse of leave privileges;
(h) Disturbance: fighting or otherwise disrupting the harmonious relations between employees;
(i) Work related use or possession of alcohol or drugs: being under the influence or possession of
intoxicating beverages or controlled substances such as narcotics or drugs of any kind;
(j) Harassment of any type, discrimination or other prohibited conduct;
(k) Use of abusive language, profanity, and disorderly conduct;
(I) Threatening, coercing or intimidating other employees;
(m) Discovery that criteria utilized in the hiring process was false or purposefully misleading; any material
misrepresentation of facts or failure to report pertinent data on the application form by internal
(n) Failure to maintain required licenses and certifications related to job duties;
(0) Gross or repeated neglect of duty;
(p) Any intentional or negligent damage or personal use of county equipment or property will be grounds
for action depending on severity of the incident; or
(q) Other conduct inconsistent with the interest of the county.
DISTRICT CLERK NON-DISCRIMATION POLICY
To provide an atmosphere of equality of opportunity for all applicants to, and employees of, the county in all phases
of personnel activities, including recruitment, hiring, job assignment, supervision, training, upgrading, transfers,
compensation, benefits, educational opportunities, recreational activities or facilities, regardless of race, creed,
color, national origin, gender, transgender, age, disability, political affiliation or sexual orientation, except where
gender or disability may be a bona fide occupational qualification and except where state or federal law may place
minimum or maximum age limitations on employees.
District Clerk Handbook
JULY 2014
Page 24 of 45
Grievance appeal procedures, Sec. 86-1003.
(a) A personal grievance may be filed by an employee, as defined in section 86-1002, on one or more of the
following grounds:
(1) Improper application of rules, regulations and procedures;
(2) Unfair treatment, including coercion, restraint or reprisal;
(3) Discrimination because of race, religion, color, creed, gender, age, national origin, disability or political
affiliation;
(4) Disciplinary actions taken against him/her without proper cause;
(5) Improper application of fringe benefits or improper working conditions;
(6) Demotion, suspension, or dismissal.
Sec. 86-1004. Time limits for filing and response.
(a) Grievances shall be promptly filed. To be considered, a grievance must be filed in writing within seven calendar
days from its occurrence, and/or from the date of receipt of written notification of disciplinary action, exclusive of
holidays, unless it is beyond the control of the employee. Termination and disciplinary action grievances should be
initially filed with the first level of supervision above the employee's supervisor who has caused the action, with a
copy to the employee's immediate supervisor and the personnel/Civil service department. All other grievances
should be initially filed with the employee's immediate supervisor.
(b) A formal grievance form (exhibit AT) must contain the following information:
(1) The date and a brief explanation of the incident causing the disciplinary action;
(2) The reason the disciplinary action is deemed to be unjust/unfair;
(3) The remedy or solution sought; and
(4) The signature ofthe aggrieved employee.
(c) A copy of the grievance should be retained by the employee and a copy should be filed with the personnel/civil
service department. All copies should note the date the grievance was typed or written and the date and time the
grievance was received by the supervisor.
(d) The supervisor shall then investigate the grievance and make a written determination within seven calendar
days, exclusive of county holidays, from receipt of the grievance. The written determination shall inform the
employee of the next management level and the filing time limit for an appeal.
(e) If the employee is not satisfied with the determination of the grievance, the employee shall have seven calendar
days, exclusive of county holidays, to make a written appeal to the next level of supervision.
(f) The preceding time limits, seven calendar days exclusive of county holidays for investigation and determination,
and seven calendar days exclusive of county holidays for appeal, shall be used conSistently for each succeeding
higher level of management the grievance is filed with, unless there is a mutually agreed time extension between
the aggrieved party and management for fact-finding purposes, emergencies, etc.
(g) If the employee fails to meet the filing time limits, the grievance will be considered null and void.
(h) If the supervisor fails to meet the time limits, the employee may then file with the next higher level of
management without waiting for a determination.
(i) In order to expedite the grievance process, if succeeding levels of management are aware of all facts contained
in a grievance and concur with the preceding supervisor's determination, they may elect to allow the grievance to be
forwarded to the next higher level of management by initiating their concurrence on the grievance.
(j) Date and time of response by the supervisor and the employee must be noted on the grievance to assure
verification of compliance with the time limits.
District Clerk Handbook
JULY 2014
Page 25 of 45
Drug and Alcohol Policy, Sec. 86-831
Employees are expected and required to report to work on time and in the appropriate mental and physical
condition to fully perform their job duties. Employees are prohibited from possessing, purchasing, manufacturing,
distributing, using, selling or being under the influence of drugs, alcohol and/or abusing prescription or over the
counter drugs while on county premises or while representing the county off premises.
A copy of the entire Drug and Alcohol Policy is located in the Dallas County Code located on the County's website.
Compensation Policy
All Dallas County employees are paid on a bi-weekly basis.
Direct Deposit
County employees are required to have their paycheck automatically deposited into their financial institution each
pay period. Employees without a financial institution will be issued debit cards.
Retirement
County employees participate in the Texas County and District Retirement System. The program is mandatory for all
full-time and some part-time employees of Dallas County. In the retirement plan, employees contribute 7% of their
gross salary each pay period (pre-tax dollars which are matched by Dallas County). An employee becomes vested
after 10 years of service.
Deferred Compensation
Supplemental retirement programs using money deferred from employee's current taxable income which won't be
taxed until withdrawn from the plan(s). The 457 plan is offered through Nationwide Retirement Solutions. A variety
of products are offered through this company.
Office donations, Sec. 86-756.
No employee shall be forced to contribute or make donations to any fund or collection. Before any office collection
may be started, it must be approved by the District Clerk.
District Clerk Handbook
JULY 2014
Page 26 of 45
Use of the Employee Health Center
Dallas County offers an onsite health clinic for County employees to address injuries or illnesses during normal
business hours. It is located at the 1st Floor of the Dallas County Criminal Courts Building, Northeast Corner of
Houston & Main Streets, 501 Main Street, Room #100.
Hours of Operation
Mon-Fri: 8:00 am - 4:30 pm
Closed Saturday and Sunday and for all official Dallas County Holidays
Also closed due to severe weather conditions.
Costs: There is no charge to employees. All current employees are eligible to use Employee Health Services for
free.
Appointments are required
Call (214) 653-6200 for an appointment and press 0 to schedule an appointment.
•
•
•
•
Please
Please
Please
Please
bring your Dallas County I.D. card for each visit
bring your health insurance card - if you have one - for each visit
bring the name and telephone number for your doctor
bring a list of the names and dosages of your current medicines
Political Activity, Sec. 86-901.
The county employees are encouraged to vote on election day for the person or party of their choice. Employees
are encouraged to participate in the early voting process if the use of this method will reduce time away from work.
The county employees will not be allowed to perform or be involved in political campaigning or related activities
during their working hours, while in county uniform, or while using county vehicular equipment.
Inclement Weather, Sec. 82-61
The county fire marshal, under the direction of the county judge, is responsible for communicating with elected
officials/department heads and media outlets if there are office closings or delayed openings due to inclement
weather. Whenever possible, notification will be made before 6:00 a.m. to the designated radio and television
stations.
Work hours I Scheduling
The District Clerk Office hours are 8:00am to 4:30pm, unless special hours have been approved by the District Clerk.
Overtime I Compensatory Time Sec. 82-112
The county does not permit voluntary or unauthorized overtime work. Accrual of overtime for nonexempt
employees must be approved in advance by the employee's supervisor. Failure of the employee to seek approval
prior to working overtime may subject the employee to disciplinary action, up to and including termination. It
should be flexed by the supervisor, if at all possible. This means the supervisor shall make an effort to schedule the
employee to take off within the same workweek in which the overtime is earned to avoid the accrual of overtime.
District Clerk Handbook
JULY 2014
Page 27 of 45
Military leave, Sec. 82-421
In compliance with the Uniformed Services Employment and Reemployment Rights Act (USERRA), any regular, fulltime employee of the county who is a member of a reserve unit of the armed forces, and who is called for
temporary active duty, shall be granted up to 15 working days per federal fiscal year (October through September)
without loss of salary or reduction in vacation or sick leave.
In all cases, a copy of the military orders must be submitted for approval, along with the Military Leave Request
Form (See Forms, page 6), to the elected official/department head, unless the employee is prevented by military
necessity. Paid leave will not be granted for voluntary services.
Covered employees. The following regular, full-time employees are covered by the USERRA:
(1) Those engaged in voluntary or involuntary duty in a uniformed service, which includes the u.s. Army, Navy, Air
Force, Marines, Coast Guard, Army National Guard, and Air National Guard;
(2) Those called to active duty, active duty for training, inactive duty training, or full-time National Guard duty,
those absent from work for a medical examination t9 determine eligibility for duty; and funeral honors; or
(3) Any other category of persons deemed covered by the President ofthe United States.
Family and Medical Leave, Sec. 82-601
If the employee complies with the obligations outlined in this article, the county will:
(1) Provide eligible employees up to 12 weeks of family and medical leave within a defined 12-month period;
(2) Return the employee to the same or equivalent position with equivalent pay, benefits and working conditions if
the employee returns to work after the leave; and
(3) Continue to contribute to group health benefits at the same level during the leave.
In order to be eligible to request family and medical leave, an employee must:
(1) Have been employed by the county for at least 12 months (does not have to be a continuous 12 months of
employment); and
(2) Have worked at least 1,250 hours during the 12-month period preceding the commencement of the leave.
Eligible events for family and medical leave include
(1) For the birth of a child, or placement of a child by adoption or foster care;
(2) To care for an eligible family member with a serious health condition; or
(3) To take medical leave because of a serious health condition that makes the employee unable to perform the
essential job functions of the employee's job.
(4) Due to a covered service member with a serious injury or illness of the employee:
(5) Due to a qualifying exigency arising out of the fact that my spouse; son or daughter; or parent is on active duty
or called to active duty status in support of a contingency operation as a member ofthe National Guard or Reserves.
Eligible family members include:
(1) Spouse: a legal husband or wife;
(2) Parent: a biological parent or an individual who had day-to-day responsibility to care for and financially support
the employee when the employee was a child, (in-laws are excluded);
(3) Child: a biological, adopted or foster child, a stepchild, a legal ward, or a child of a person standing in loco
parentis, who is either under age 18, or age 18 or older and incapable of self-care because of a mental or physical
disability.
District Clerk Handbook
JULY 2014
Page 28 of 45
Workers' Compensation
Dallas County provides workers' compensation benefits for all employees injured on the job. If an employee is
injured on the job, they must report the injury to their supervisor immediately, but no later than twenty-four (24)
hours after the incident occurs. The supervisor will call the 24-hour hotline, "Company Nurse On Call," 1-877-7405017, to report the injury.
For more information regarding Workers' Compensation, please view the policy online via the County's website,
http://www.dallascounty.org/department/HR/media/Workers_comp_employee_FAQs_for_web.pdf
Benefits (http://www.dallascounty.org/department/HR/benefits.html)
Dallas County offers a group insurance plan for all regular, full-time employees. Dependent coverage is available and
premiums are deducted from your bi-weekly paycheck. Term life is provided for all regular, full-time employees.
Optional life is also available and premiums would be deducted from your bi-weekly paycheck. Long-term disability
is also available in the event of a long-term illness.
Holidays
Regular, Full-Time employees of Dallas County generally observe and are given Holiday Pay for holidays designated
by official action of the Dallas County Commissioners Court. Generally, the holidays consist of the following:
New Year's Day
Martin Luther King, Jr Birthday
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Day after Thanksgiving
Christmas Day
Day before or day after Christmas, depending on the day of the week Christmas falls.
One Personal Holiday (if approved annually by Commissioners Court)
Annual Dart Business Pass (http://www.dallascounty.org/department/HR/dart.html)
Commissioners Court has authorized participation in the Dallas Area Rapid Transit's (DART) Annual Business Pass
program. The County contributes towards the purchase of the annual pass. This program is open to all full time
employees and payment is made via payroll deduction.
Suggestions and Ideas
All suggestions and ideas are welcome and will be given consideration. Suggestion Boxes are located in several
locations within the District Clerk's different offices.
Benevolence Committee
The District Clerk's Office established an Employee Benevolence Committee that oversees many employee
programs. It is funded thru many different fund-raising activities including candy sales, coke machine sales, etc.
GENERAL POLICY: Individuals within the District Clerk's office may coordinate fund-raising activities in order to pay
for celebrations or special needs such as assistance for funeral arrangements on a voluntary basis.
District Clerk Handbook
JULY 2014
Page 29 of 4S
DALLAS COUNTY INFORMATION TECHNOLOGY SECURITY POLICY
Sec. 74-1014. Purpose.
Dallas County provides employees with electronic access, which may include use of computer resources, network
connections, email and use of the internet/intra net. These policies govern all use of the Dallas County applications,
data, network, internet/intranet and messaging systems. The intent of the Dallas County Information Security Policy
is to provide policies for the acceptable usage of Dallas County technology assets and the disciplinary and/or legal
ramifications of misuse.
(Ord. No. 2009-0822, 5-5-2009)
Sec. 74-1015. Authority.
The oversight of the use of Dallas County computer system by users is assigned by the commissioners' court to the
Dallas County Office of Information Technology.
(Ord. No. 2009-0822, 5-5-2009)
Sec. 74-1016. Definitions.
Computer network resources includes, but not limited to, computers, computer equipment, computer assisted services,
software and computer accounts.
Computer system includes computer resources and network.
Confidential information means information maintained by Dallas County that may be exempted from disclosure under the
Texas Public Information Act or other state or federal laws.
Information resources means data or information, software and hardware that render data or electronic information available
to users.
Misuse means any activity of a user or other person who engages in activities using electronic resources which violate Dallas
County policies, guidelines and procedures.
Network means a group of computers, servers, and peripherals that share information electronically, typically connected to
each other by either cable or wireless technologies.
Network system administrator or server administrator means the county chief information officer ("CIO") and/or an employee
specifically designated by the CIO, whose responsibilities include system, site or network administration. Network system
administrators perform functions including, but not limited to, installing/removing hardware, software, managing computers
and/or networks and maintaining computer system operations.
Peripherals means special purpose devices attached to a computer or computer system such as printers, scanners, plotters and
similar devices.
Sensitive information means information maintained by Dallas County that requires special precaution to ensure accuracy and
integrity. Loss, misuse, modification or unauthorized access to sensitive information can adversely affect the privacy, security
and integrity of the information depending on the level of sensitivity and nature of the information.
Server means a computer that contains information or an application shared by other computers on a network.
Software is a general term used to describe a collection, in whole or in part, of computer programs, procedures and
documentation that perform speCific task on a computer system. The term includes application software such as word
processors which perform productive tasks for users, system software such as operating systems, which interface with
hardware to provide the necessary services for application software, and middleware.
User means any individual who connects and/or accesses, uses or attempts to use a county computer system, either by direct
connection or via another network, computer or other electronic resource.
(Ord. No. 2009-0822, 5-5-2009)
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Sec. 74-1017. Electronic mail information.
Dallas County electronic mail (email) system is designed to facilitate the performance of county business by enhancing business
communications and reducing paperwork. A user of the Dallas County email system or any other county electronic information
system must adhere to the following:
(1) Dallas County email system is intended for business use only. Users should keep personal email usage to a minimum and in
a manner that does not interfere with user's job performance.
(2) All information created, retained, archived, sent or received via the Dallas County email system, including email messages
and attachments, is the property of Dallas County or the elected official. Users shall have no expectation of privacy regarding
email. Dallas County and elected officials reserves the right to use, disclose, access, read, review, monitor and copy all messages
and files on Dallas County computer resources at any time without notice to user and without the user's consent.
(3) Users may use email to communicate classified information internally, and all email must be marked with the appropriate
data classification. Classified data should only be minimally distributed, on a need-to-know basis. Extreme care shall be used to
ensure the correct email address is used for the intended recipient(s).
(4) Users shall attach user's name to all messages sent electronically. No email shall be sent when the sender's identity is not
displayed.
(5) Confidential information shall not be sent to external email addresses unless encrypted.
(6) A department head, an elected official, or a supervisor authorized by his/her department head or elected official may have
access to a user's email to further county business goals without notice to user and without user's consent. User may not allow
anyone -- other than user's department head, elected official, authorized supervisor, or person authorized by a court order -- to
have access to user's electronic information without permission from user's department head or elected officer. All other access
must have prior approval from the commissioners court via written communication with the commissioners court
administrator.
(7) Users shall exercise sound and reasonable judgment when distributing messages. Messages containing confidential data
should be carefully guarded and protected. users must also abide by copyright laws, county code, ethics rules and other
applicable laws or policies.
(8) Email messages shall contain professional and appropriate language at all times. Users are prohibited from sending abusive,
harassing, intimidating, threatening and discriminatory or otherwise offensive messages via email. A user should notify user's
supervisor immediately upon receiving an offensive email; this type of message should not be forwarded.
(9) All messages archived in Dallas County computer systems shall be deemed County property or the property of appropriate
elected official, as is all information on Dallas County computer systems. Employees shall have the responsibility for verifying
and understanding Dallas County email policies, departmental policies and county retention policies.
(10) Users shall not misuse and/or abuse email by copying or downloading copyrighted material, viewing, sending or
downloading pornographic material or any material deemed inappropriate by county policy.
(11) Upon temporarily leaving, resignation, retiring, termination or separation for any reason of user's employment or
association with county, user shall not access, copy, transfer, or download information from or via county computer system.
Additionally, the confidentiality status of any information shall survive user's resignation, retirement termination or separation.
(Ord. No. 2009-0822, 5-5-2009)
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Sec. 74-1018. Network and internet/intranet.
(a) Personal responsibility. By accepting an account (user ID) or using an account to access Dallas County's Network a user
agrees to adhere to all Dallas County policies regarding such use and agrees to report any misuse or policy violation(s) to user's
supervisor and/or the Dallas County Office of Information Technology.
(b) Permitted use and term. Use of Dallas County network resources is a privilege, not a right. Use of the network and access
extends throughout a user's term of employment, providing the employee does not violate Dallas County policies regarding
network use. Department heads shall be responsible for the identification of both appropriate and inappropriate use.
(c) Availability of access. Dallas County reserves the right to suspend access at anytime, without notice, for technical, policy,
security or other violation concerns. If access is terminated for cause, termination may result.
(d) Privacy. Network resources are provided as a tool for Dallas County business. Dallas County reserves the right to monitor,
inspect, copy, review, delete and/or store at any time, without notice, and without user's consent, any and all usage of the
network including all files, software, communications and other electronic data transmitted, received or stored in connection
with network usage. Any and all electronic data is the property of Dallas County or elected official; a user should have no
expectation of privacy regarding network use.
(e) Downloading files/software. Users shall not download application files or software from the internet. The office of
information technology must be contacted and will coordinate all downloads.
(f) Prohibited activities. Users shall be prohibited from using Dallas County electronic information system, network or
internet/intranet access for the following activities:
(1) Downloading software without the prior written approval of the office of information technology.
(2) Printing and/or distributing copyrighted materials; this includes but is not limited to software, articles
and graphics protected by copyright laws.
(3) Using software that is not licensed by the manufacturer or approved by the Dallas County Office of
Information Technology.
(4) Sending, printing or otherwise disseminating Dallas County proprietary data or other information
deemed confidential by Dallas County to unauthorized persons.
(5) Operating a business, soliciting money for personal gain or otherwise engaging in commercial activity
outside the scope of employment.
(6) Making offensive or harassing statements based on race, religion, national origin, veteran status,
ancestry, disability, age, sex or sexual orientation.
(7) Sending or forwarding messages that discloses confidential information and/or accessing, transmitting,
receiving or seeking confidential information without proper authorization.
(8) Sending or soliciting sexually oriented messages or images.
(9) Attempting to access or visit internet sites featuring pornography, terrorism, espionage, theft or illegal drug
activities.
(10) Gambling or engaging in any other criminal activity in violation of local, state or federal law.
(11) Participating in activities, including the preparation or dissemination of content, which could damage
Dallas County professional image, reputation and/or financial stability.
(12) Permitting or granting use of an email or system account to another employee or person outside
Dallas County. Permitting another person to use an account or password to access the network or the
internet, including, but is not limited to, someone whose access has been denied or terminated.
(13) Using another employee's ID or impersonating another person while communicating or accessing the
Dallas County network.
(14) Intentionally introducing a virus, harmful component, corrupted data or malicious tampering with any
of Dallas County computer system.
(Ord. No. 2009-0822,5-5-2009)
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Sec. 74-1019. Computer software usage, maintenance and equipment.
(a) Users shall use software strictly in accordance with software license agreements and county policies.
(1) Dallas County software shall not be removed from the premises or copied for personal use.
(2) No other hardware, application or software of any type, including file sharing or freeware, shall be used, installed, copied or
downloaded onto Dallas County computer system except by the office of information technology and with written permission
from the ClO.
(3) Request for new software and computer resources shall be made through the office of information technology in
accordance with county policy.
(4) Dallas County will approve all hardware and/or software which shall be used for the purpose of Dallas County business only
with the understanding the hardware/software is the property of Dallas County.
(5) Users will not provide unauthorized users access or use of Dallas County software either in any Dallas County office location
or the home of users.
(6) Any employee, who knowingly installs, makes, acquires or uses unauthorized copies of software not licensed to Dallas
County shall be subject to disciplinary action up to and including termination.
(7) Users shall not disable any anti-virus software that has been installed and configured on Dallas County computer system by
the office of information technology.
(8) No file sharing or freeware software of any kind shall be installed on any Dallas County computers without approval from
the office of information technology.
(b) Maintenance to Dallas County computer system shall be performed by the office of information technology. Request for
any repairs, upgrades or additions of computers or any internal or external components shall be made through the office of
information technology in accordance with county policy.
(c) Only IT services will connect computer resources to the Dallas County network. No computer hardware/software, including,
but not limited to, network hubs, switches, routers, print servers, laptops or probes will be connected to the Dallas County
network without prior approval by the office of information technology.
(d) Personal computer devices such as a palm pilot, pocket PC or any other PDA (personal digital assistant) shall not be
connected to the Dallas County computer system without approval from the office of information technology.
(e) Telecommunications equipment and services shall be procured and configured through the Dallas County Telecom
Department. Contact the Dallas County Service Desk if repair, maintenance or relocation of telecommunication equipment or
telecommunication services is required.
(Ord. No. 2009-0822, 5-5-2009)
Sec. 74-1020. Data classification and retention.
(a) [Classifications. 1Dallas County adheres to three data classifications, "confidential" "sensitive" and "unclassified. While
Dallas County or elected officials may have ownership of the information, users also carry the responsibility for its security. For
any and all local government records the statutory custodian is the appointed or elected public officer who by the state
constitution, state law, ordinance or county policy is in charge of an office that creates or receives the record. The responsibility
of the data custodian cannot be delegated.
(1) Confidential. Information that may be protected from disclosure under the Texas Public Information Act will be classified as
confidential. The controlling factor for confidential information is dissemination.
(2) Sensitive. Information that requires special precautions to assure its accuracy and integrity will be classified as sensitive.
Sensitive information may require the use of error checking, verification procedures and/or access control to protect it from
unauthorized modification or deletion. Examples of sensitive information are:
• Financial information. Loss of integrity could result in the county's financial detriment, an individual's financial benefit, and
denial of lawful benefits or the loss of money or resources. The county's payroll information, tax information, or other
disbursement information would all the examples of sensitive financial information requiring special precautionary controls.
• Operation information. Incomplete or inaccurate information can adversely affect the public's health, welfare, safety or limit
the ability for the agency to ensure the integrity of its programs.
(3) Unclassified. Information that is not classified as "confidential" or "sensitive" additionally, confidential and sensitive are not
mutually exclusive. Information maybe both, confidential (requires protection from disclosure) and sensitive (requires a higher
level of integrity assurance).
(b) Data retention. All county data will be retained in accordance with required retention periods. It is the responsibility ofthe
data custodian to notify the office of information technology of classified electronic data and retention requirements.
In accordance with the Dallas County Records Management program all county email will be retained for 90 days unless
prescribed by state retention requirements found in 13 TAC §6.94(e) or state approved records management programs for
Dallas County and department's of Dallas County.
District Clerk Handbook
JULY 2014
Page 33 of 45
It is the responsibility of the user of the email system.withguidanceandtrainingfromtherecordsmanagementofficer.to
manage and classify email messages according to state or Dallas County approved retention schedules. All Email that is not
classified by the user will be deleted after 90 days.
In certain situations where a user is placed on "legal hold" status, the user will be notified and user's electronic information will
be placed under a "no deletion" category.
(Ord. No. 2009-0822, 5-5-2009)
Sec. 74-1021. Physical security.
Laptop computers left unattended in the office environment should always be secured with a locking cable provided by IT
services.
Computer network equipment not located in a Dallas County data centers shall be maintained in a secured location. Computer
network equipment located in storage rooms or closets that allow public access must have locks on all doors.
(Ord. No. 2009-0822, 5-5-2009)
Sec. 74-1022. Enforcement; compliance and noncompliance.
Dallas County management personnel shall enforce user's compliance with Dallas County policies, guidelines and procedures,
and shall immediately report the violation to next level chain of command, department head, elected officer, or the ClO.
Violation of county policies, guidelines, procedures, and applicable state and federal laws may result in disciplinary actions,
including cancellation of user's computer system privilege, law enforcement investigation, termination, as well as civil and
criminal penalties.
(Ord. No. 2009-0822, 5-5-2009)
District Clerk Handbook
JULY 2014
Page 34 of 45
Dallas County Computer User Access Policy Guidelines
These policy guidelines govern the use of computers and related communication devices operated by Dallas County user for
connection to the Dallas County network. The purpose of these guidelines are to help maximize the effective use of the county
computer system and to permit freedom of use consistent with federal and state laws, Dallas County policy and a productive
working environment.
Dallas County users who have access and use county computer systems shall follow this list of policy guidelines, which highlights
the policies and procedures in sections 74-1014 through 74-1021 as to the use, security and maintenance of computer system.
1. User shall utilize and access the computer system for the purpose of user's job requirements.
2. User shall not install any software, hardware, or applications for any purpose, on any county computer, network, or resource
without the approval of the county office of information technology.
3. User shall not utilize the internet in such a way that is not conducive to user's job requirements.
4. User shall not use county computer system to send electronic information for any unauthorized or inappropriate, or
malicious purpose;
5. User shall not connect any other electronic, computer or network device to the Dallas County computer system other than
those approved by the office of information technology.
6. User shall report any inappropriate or misuse of Dallas County computer system to user's supervisors or the office of
information technology.
7. User shall not share user's password(s) with anyone unless it has been approved by user's supervisor or solely for the
purpose of completing a necessary task in a Severity 1 situation.
8. If a user suspects user's computer or workstation may be infected by any malicious or unauthorized code, especially a virus,
shall notify the Dallas County Service Desk immediately;
9. User shall log off workstation before leaving the office each day;
10. User shall not attempt to repair or reinstall any components, application, or software on the computer system;
11. User is responsible for storing or archiving electronic information and other important documents in case of computer or
desktop failures;
12. A county laptop or computer may be used off site to conduct county businesses. User shall adopt reasonable security
precautions to protect the laptop or computer and county data, and promptly return the county resource upon cessation of
business demand for such resources off-site. When traveling by borrowed or hired vehicle, plane or ship always carry the laptop
with user; and NEVER leave the laptop in the trunk of the hired vehicle or check-in a laptop as baggage. When traveling in user's
vehicle, user should place laptop in the trunk of user's car or store out of sight;
13. Each laptop computer is assigned to an individual employee and should not be transferred to another employee or user
without notifying the office of information technology.
14. Certain items, such as magnetic elements, plants, and water-based items, should not be placed on or near the computer
system;
15. User understands that all the electronic information contained within the County computer system, including email, is the
property of Dallas County or the departments elected official.
16. User will lock access to user's computer by utilizing a password protected screen saver each time user's computer or
workstation is unattended;
(Ord. No. 2009-0822, 5-5-2009)
District Clerk Handbook
JULY 2014
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MISCELLANEOUS
FORMS
District Clerk Handbook
JULY 2014
Page 36 of 45
For Office Use Only
Date Rec'd - - - - Harassment Incident Report
Rec'd By
Name of Complaint
Department
Supervisor
Name of Alleged Harasser
Details of Harassment Incident
Date
Time
VVhere __________________________
Witnesses
Name
Name
Name
Additional Persons with Knowledge
Name
Name
Action or Resolution
._------------------------
,r\.'llTnT
Signature of Complaint
Date
Form DCP/CS.125 11196
District Clerk Handbook
JULY 2014
Page 37 of 45
Dallas County
Formal Grievance Form
Please type or print clearly using ink. All grievances under the Civil Service System will be resolved as
quickly as possible and at the lowest administrative level possible without regard to race, color, religion,
sex, national origin, age, or disability.
H~R~/aw.u.~ ~
509 Main Street, Room 103
Dallas, Texas 75202
District Clerk Handbook
JULY 2014
Page 38 of45
I
k
Employee Name:
Home Address:
ent:
Street
City
State, Zip Code
Home Telephone Number:
Mobile Telephone Number:
Work Telephone:
Email Address:
SCOPE OF GRIEVANCE APPEAL PROCEDURES
A Grievance may be filed on one or more of the following grounds. Indicate the basis for your grievance and
consult Section 86-1001 through 86-1007 of the Dallas County Codefor additional information.
0
Improper applications of rules, regulations, and procedures
0
Unfair treatment, including coercion, restraint or reprisal
0
Discrimination based on race, religion, color, creed, gender, age, national origin, disability or political affiliation
(circle specific item grieved)
0
Disciplinary action taken without proper cause
0
Improper application of fringe benefits or improper working conditions (circle specific item grieved)
0
Demotion, suspension or dismissal (circle specific item grieved)
REASON(S) FOR GRIEVANCE
State your grievance in detail, including the daters) of acts or omissions causing the grievance. Indicate the
specific rule or benefit not properly applied and why you believe the disciplinary action taken is unjust or unfair.
Attach additional sheets if necessary.
District Clerk Handbook
JULY 2014
Page 39 of 45
WITNESS(ES)
Identify other employees who may have witnessed this grievance.
1.
4.
2.
5.
3
6.
REMEDY SOUGHT:
Describe the remedy or solution being requested by the filing of this grievance.
District Clerk Handbook
JULY 2014
Page 40 of45
Name:
ATTORNEY OR THIRD PARTY
INFORMATION:
Address:
Street
City
State, Zip Code
Telephone Number:
Employee Signature:
Date:
Filing Instructions:
A grievance must be filed in writing within ~ calendar days from its occurrence and/or from the date of receipt
of written notification of disciplinary action, exclusive of holidays, to be considered.
Termination and disciplinary action grievances should be initially filed with the first level of supervision above the
employee's supervisor who has caused the action, with a copy to the employee's immediate supervisor and the
Human Resources/Civil Service Department.
All other grievances should be initially filed with the employee's immediate supervisor.
Internal Use Only
Date Filed
Date Appealed (1s~
Date Appealed (2 nd)
Date Appealed (3 rd)
Comments
District Clerk Handbook
JULY 2014
Page 41 of 4S
MILITARY LEAVE REQUEST FORM
•
I have received a copy of the Military Leave Policy from the Dallas County Code Manual.
•
I understand that Dallas County policy provides that every regular, full-time employee who is a member of a
reserve unit of the armed forces and who is called for temporary active duty shall be granted up to 15 working
days per federal fiscal year (October through September) without loss of salary or reduction in vacation or sick
leave.
•
I understand that a copy of the military orders must be submitted for approval by my Department
HeadlElected Official and that the orders will be placed in my Personnel file.
•
If my temporary active duty extends beyond the 15 "Military Leave" days allocated by the County, I would
like to use my existing accrued leave balances:
D No
DYes
•
If YES, I request the following number of hours to be used per pay period:
D Vacation - - -
•
D Compensatory time (non exempt only) _ __
I understand that if my temporary active duty extends beyond the "Military Leave" allocated by the County
and the accrued leave balances selected above, I will be on "leave of absence without pay" status. While on
unpaid leave:
D
I elect to continue my dependent insurance coverage through the County. I will remit timely
payments for all insurance coverage as billed by the County Auditor's Office.
Mailing Address for Insurance Coverage Billing Statements:
D
I elect to terpporarily drop additional insurance deductions during the leave with the understanding
that these deductions will be reinstated upon my returning to work.
I understand that if I have any questions regarding this policy or questions regarding military duty benefit issues (e.g.,
health insurance costs, "buy back" of time) that I may consult with my supervisor, or the County Human Resources
Management/Civil Service Department at 214-653-7638. Based on my specific concerns, I may then be referred to the
County Treasurer's Office, or the County Auditor's Office.
REQUESTED BY (SIGNATURE)
DATE
REQUESTED BY (PRINTED NAME)
APPROVED BY DATE
District Clerk Handbook
DATE
JULY 2014
Page 42 of 45
DISTRICT CLERK TARDINESS POLICY
Revised March 18,2011
An employee is considered tardy if he or she clocks in after their scheduled shift begins, whether or not they have
notified their supervisor that he or she will be late. Calling in prior to your start time to inform your supervisor you
will be late will only be used so the supervisor can make appropriate coverage and does not excuse your tardiness.
The District Clerk's Office uses the Dallas County Code's Attendance Policy as its guide in dealing with employee
tardiness issues. It is outlined for you below and is also available on the Dallas County website under "County Code,"
Sec. 86-399. Consequence of failure to notify when absent and excessive tardiness.
c) Excessive tardiness and/or failure to report or notify per office policy may result in disciplinary actions being
taken, up to and including termination. Merit awards may also be reduced or not granted and promotions may
be denied.
d) Managers are encouraged to utilize the following guidelines if it appears excessive tardiness may be a
problem:
I. Meet with the employee and conduct a counseling session after the sixth tardy.
2. Issue a written warning when the employee has incurred the seventh tardy.
3. Suspend the employee when the eighth tardy has been incurred, and
4. Review for termination after the ninth tardy.
The District Clerk's internal office policy will enforce the following in addition to the Dallas County Code:
7. Meet with the employee and provide informal tardy memo after the fifth tardy.
8. Meet with the employee and conduct a counseling session after the sixth tardy.
9. Issue a written warning when the employee has incurred the seventh tardy.
10. Suspend the employee one (1) day when the eighth tardy has been incurred.
11. Suspend the employee three (3) days when the ninth tardy has been incurred.
12. Review for termination after the tenth tardy.
Please read each statement and initial the statements which apply to your own situation.
I have received a copy of the Dallas County District Clerk's Tardiness Policy.
I have read the policy and understand the statements therein.
I understand that disregard for the stated policy will be considered grounds for disciplinary action, up to and
including termination.
I realize that this acknowledgement will be filed in my personnel file.
I have NOT read the policy and understand my choice to NOT read the policy does NOT release me from
complying with the Tardiness Policies o/the District Clerk's Office, nor does it release mefrom/uture
disciplinary action if I disregard the Attendance and Tardiness Policies.
Employee Signature / Date
District Clerk Handbook
Supervisor Signature / Date
JULY 2014
Page 43 of 45
ACKNOWLEDGEMENT OF RECEIPT OF THE
DISTRICT CLERK EMPLOYEE HANDBOOK
_ _ I have received a copy of the Dallas County District Clerk's Employee Handbook.
- - I have read the contents of the Handbook and understand the statements therein.
_ _ I understand that disregard for the stated policies will be considered grounds for disciplinary action,
up to and including termination.
_ _ I accept these rules to be policies followed in the District Clerk's Office.
_ _ I understand that this acknowledgement will be filed in my personnel file.
_ _ I have NOT read the contents of the Handbook and understand my choice to NOT read the handbook
does NOT release mefrom complying with the policies of the District Clerk's Office, nor does it
release me from future disciplinary action if I disregard the policies of the District Clerk's Office.
Employee Signature
Supervisor Signature
Date
Date
ACKNOWLEDGEMENT OF RECIPT AND UNDERSTANDING OF THE
DISTRICT CLERK ETHICS POLICY.
I have read and understand the District Clerk Ethics Policy as written and understand the consequences for
violating the policy.
Employee Signature
Supervisor Signature
Date
Date
District Clerk Handbook
JULY 2014
Page 44 of45
pt
-""
FREQUENTLY ASKED QUESTIONS FOR NEW EMPLOYEES
How do I clock in?
When an employee begins employment with Dallas County, they are assigned a Usemame and Password for the
Kronos system. Generally, the Usemame is the Employee's first initial and full last name in all capital letters (Ex.
MCANNON). The first password is always "kronos," in lowercase letters. Supervisors will notify new employees
when they have been added to the system and can begin "clocking in" using the Kronos system.
Can I take a vacation day during my probationary period?
Employees must complete their six (6) month probationary period before becoming eligible to use their vacation
leave. Should an employee leave Dallas County during their first six months of employment, they will forfeit any
vacation time accrued and not be paid for it.
How much vacation time do I accrue per pay period?
Regular, full-time employees of the county shall be entitled to vacation leave as follows:
= 2 weeks per yr.l3.077 hours per pay period, max 160 hours
Less than six (6) years
Six (6) to Fourteen (14) years
= 3 weeks per yr.l4.615 hours per pay period, max 200 hours
= 4 weeks per yr.l6.154 hours per pay period, max 240 hours
Fifteen (15) years and over
How much sick time do I accrue per pay period?
Regular, Full Time employees accrue 3.692 hours of sick time per pay period.
What do I do if I am sick?
If you are sick and unable to come to work, please get with your immediate supervisor for hislher call in procedures.
I am a full time employee. When do my benefits start?
Medical coverage begins on the 1st day of the month after you complete 30 consecutive calendar days of active
employment as a regular, full-time employee.
Ifan employee begins work January 18,2012, then the employee's benefits would begin March 1,2012.
If an employee begins work March 1, 2012, then the employee's benefits would begin April, 2012.
What do I do if I lose my ID badge:
Immediately contact your supervisor. He/She will get with Mrs. Cannon to get the paperwork needed to get it
replaced. If you need a replacement, the cost is $10.00.
WHO DO I CONTACT IF I HAVE QUESTIONS ABOUT:
BENEFITS:
214/653-6579
PAYROLL:
First contact Mary-Ann Cannon at 214/653-6224 or [email protected]
If she is unable to assist you, she will forward you to the party that can.
District Clerk Handbook
or 214/653-6161
JULY 2014
Page 45 of 45