PERSONNEL ADMINISTRATIVE MANUAL

TABLE OF CONTENTS

Jump to a section heading:

1. ORGANIZATIONAL STRUCTURE
2. EQUAL EMPLOYMENT OPPORTUNITY
3. CLASSIFICATION
4. RECRUITMENT AND EXAMINATIONS
5. FILLING OF VACANCIES
6. EMPLOYMENT-RELATED MEDICAL EXAMINATIONS
7. PERFORMANCE APPRAISALS
8. TRAINING AND STAFF DEVELOPMENT
9. RATES OF PAY
10. EMPLOYEE ASSISTANCE PROGRAM
11. INSURANCE BENEFITS
12. SPECIAL COUNTY PROGRAMS/POLICIES
13. LEAVES OF ABSENCE
14. PERSONNEL AND ADMINISTRATIVE RECORDS
15. GRIEVANCES
16. DISCIPLINARY ACTIONS
17. LAYOFFS
18. SEPARATIONS
19. RETIREMENT
20. VACANT
21. WORKER'S COMPENSATION
22. UNEMPLOYMENT INSURANCE
23. LIABILITY INSURANCE PROGRAM

1. ORGANIZATIONAL STRUCTURE
   • PAM0101   SEP/99  1.  Personnel Department Organization
   • PAM0102   NOV/90  2.  Departmental Personnel Liaisons
   • PAM0103   SEP/99  3.  Personnel Administrative Manual
   • PAM0104   NOV/90  4.  County Organization Charts
   • PAM0106   OCT/94  6.  Use of TDD Equipment-Information Booth
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2. EQUAL EMPLOYMENT OPPORTUNITY
   • PAM0201   SEP/99  1. Equal Employment Opportunity
   •                      Personnel Regulations and References Section 191.1.
   • PAM0202   SEP/99  2. Harassment Policy - Section 191.2.
   • PAM0203   SEP/99  3. Sexual Harassment Policy - Section 191.3.
   • PAM0204   SEP/99  4. Disability Non-Discrimination Policy - Section 191.4.
   • PAM0205   SEP/99  5. Reasonable Accommodation Policy - Section 191.5.
   •                   6. Complaint Resolution Processes
   • PAM0206A  SEP/99      A. Discrimination or Harassment Complaint Resolution
   •                          Personnel Regulations Section 192
   • PAM0206B  MAY/92      B. Disability Discrimination Complaint Resolution
   •                          Personnel Regulations Section 193
   •                   7.  Equal Employment Opportunity Plan
   • PAM0207A  SEP/99      A. County Equal Employment Opportunity Plan - Section 190
   • PAM0207B  SEP/99      B. Responsibilities for Meeting Goals/Objectives
   • PAM0208   SEP/99  8.  Department Equal Employment Opportunity Liaisons
   • PAM0209   SEP/99  9.  Departmental Equal Employment Opportunity Plan Guidelines                
   • 10.  Compliance Agency Requirements
   •           @           A.  EEOC - Equal Employment Opportunity Commission
   •           @           B.  DFEH - CA Dept of Fair Employment and Housing
   •           @           C.  OCJP - CA Office of Criminal Justice Planning
   •                  11.  Recruitment and Examination Oversight
   • PAM0211A  SEP/99      A.  Adverse Impact Analysis
   • PAM0211B  APR/99      B.  Equal Employment Opportunity Outreach
   •           @      12.  Manpower Training Programs
   •                  13.  Affirmative Action - Persons with Disabilities
   • PAM0213A  JUN/01      A.  Reasonable Accommodation Guidelines
   •           @           B.  Accessibility Review Process
   •           @           C.  Special Qualified Worker
   •                  14.  (Reserved for future use)
   • PAM0215   SEP/99 15.  Equal Employment Opportunity Training Programs
   •                  16.  Contract Compliance
   • PAM0216A  SEP/99      a.  Contract Compliance Program
   • PAM0216B  SEP/99      b.  Contract Compliance Definitions         
   • @           c.  Standard Bidding Language
   • PAM0216D  APR/99      d.  Standard Contract Language - See County Procedure
   •                                    Manual - Section 100.
   • PAM0216E  SEP/99      e.  Contract Compliance Outreach Program
   •           @      17.  Guidelines for Resolution of Discrimination or Harassment Complaints
   • PAM0218   SEP/99 18.  EEO Legal References
   • PAM0220   OCT/99 20.  Race/Ethnic Identifications
   • PAM0221   DEC/23 21.  Gender Inclusion/Gender Transition Guidelines
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3. CLASSIFICATION
   • PAM0301   DEC/97  1.  Classification Process:  Elements and Timelines
   • PAM0302   SEP/94  2.  Classification Methods and Practices
   • PAM0303   NOV/90  3.  Class Specification Guide
   • PAM0304   SEP/99  4.  Classification Report Format
   • PAM0305   APR/93  5.  Establishing Minimum Qualifications
   • PAM0306   APR/91  6.  Establishing Medical Standards (Under Construction)
   • PAM0307   NOV/90  7.  Comparable Class Guidelines
   • PAM0308   APR/91  8.  Broad Classifications Guidelines
   • PAM0309   DEC/90  9.  Splitting and Combining Positions
   • PAM0310   DEC/91 10.  'Deep Class'/Assignment Concept
   • PAM0311   JAN/93 11.  Designation of County Positions as Management
   • PAM0312   JAN/95 12.  Driver License Requirements
   • PAM0313   MAR/94 13.  Position Allocation
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4. RECRUITMENT AND EXAMINATIONS
   • PAM0401   MAR/93  1.  Recruitment/Examination Process:  Elements and
   •                       Timelines
   • PAM0403   FEB/10  3.  Frequency of Examinations
   • PAM0404   APR/10  4.  Job Interest System
   • PAM0405   APR/10  5.  Promotional Exam Eligibility
   • PAM0406   FEB/10  6.  Qualifying Examinations
   • PAM0407   SEP/99  7.  Examination Board Composition
   • PAM0408   JUN/95  8.  Background Investigations
   • PAM0409   MAY/10  9.  Examination Appeals
   • PAM0410   APR/91 10.  Test Proctoring Standards
   • PAM0411   APR/91 11.  Oral Board Member Pool
   • PAM0412   MAR/10 12.  Test Retake Requirements/Restrictions; Transfer of
   •                       Scores
   • PAM0413   DEC/93 13.  Documentation Required of Applicant's Qualifications
   •           @      14.  Competitive Screening Requirements
   •           @      15.  Psychological Testing
   • PAM0416   SEP/99 16.  Testing Accommodation
   • PAM0417   NOV/11 17.  Veterans Preference
   • PAM0418   JUL/12 18.  Department Testing Prohibited
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5. FILLING OF VACANCIES
   •              1.  Appointments
   •                  A.  Regular Appointments
   • PAM051A1  JAN/94          1.  Transfer
   •           @               2.  Reinstatement
   •           @               3.  Re-Entry
   •           @               4.  Appointment to a Former Higher Class
   •           @               5.  Voluntary Demotion
   •                  B.  Time-Limited Appointments
   • PAM051B1  NOV/90          1.  Emergency Appointments
   •           @               2.  Provisional Appointments
   • PAM051B3  APR/01          3.  Substitute Appointment
   • PAM051B4  APR/01          4.  Work in a Higher Class Appointment
   • PAM051B5  JAN/93          5.  Extra-Help Appointments
   • PAM051B6  DEC/92          6.  Limited-Term Appointments
   • PAM051B7  AUG/99          7.  Student Worker Appointments
   • PAM051B8  MAR/93          8.  Underfills
   •           @               9.  Overlapping Appointments
   •                  C.  Other Appointments
   •           @               1.  Manpower Training Appointment
   •           @               2.  Special Qualified Worker Appointment
   • PAM051B10 MAR19        10. Out of Class Appointment
   • PAM051C3  DEC/91          3.  Recurrent Appointments
   • PAM051C4  APR/91          4.  Temporary Placement Using Contract Agencies
   • PAM051C5  DEC/92          5.  Voluntary Reduction in Work Hours
   • PAM051D   DEC/91 D.  Corrections for Administrative Error
   • PAM051E   OCT/93 E.  Independent Contractor Criteria
   • PAM051F   SEP/94 F.  Difficult to Recruit/Fill Job Class
   •              2.  Eligible Lists
   • PAM052A   NOV/23 A.  Hierarchy of Employment Lists
   • PAM052B   NOV/90 B.  Referral of Entire Eligible List
   • PAM052C   APR/91 C.  Previewing Eligible Lists
   • PAM052D   DEC/90 D.  Life of Eligible List
   • PAM052E   DEC/90 E.  Co-mingling Eligible Lists
   • PAM052F   SEP/99 F.  Abolishing Eligible Lists
   • PAM052G   NOV/23 G.  Removal of Names from Certification and/or Eligible List
   • PAM052H   APR/91 H.  Alternate Eligible List
   •           @      I.  Recall List
   •           @      J.  Transfer Lists
   • PAM052K   JAN/08 K.  Intra-departmental Transfer Lists
   •              3.  Certification
   • PAM053A   SEP/99 A.  Selective Certification
   • PAM053B   SEP/99 B.  Extra-help Certification
   •              4.  Employee Selection
   • PAM054A   NOV/90 A.  Reviewing Applications and Exam Materials for Selection
   • PAM054B   NOV/23 B.  Interview/Re-interview requirements/Candidate Notification Requirements
   • PAM054C   JAN/08 C.  Reference Checks
   • PAM054D   SEP/99 D.  Equal Employment Opportunity Action Considerations in Employee Selection
   • PAM054E   JUN/95 E.  Departmental Selection Interviews
   •              5.  Employee Processing
   • PAM055A   SEP/94 A.  Processing Requirements-Regular Appointments
   • PAM055B   SEP/99 B.  Processing Requirements-Extra-Help Appointments
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6. EMPLOYMENT-RELATED MEDICAL EXAMINATIONS
   • PAM0601   DEC/92  1.  Physical Job Requirements/Physical Screening and Examination
   • PAM0602   JUL/91  2.  DMV Medical Exams
   • PAM0603   DEC/90  3.  Medical Information Release Form
   • PAM0604   NOV/90  4.  Medical Examinations for Non-Employees
   • PAM0605   JUL/91  5.  Fitness for Duty/Investigative Medical Examinations
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7. PERFORMANCE APPRAISALS
   • PAM0701   NOV/90  1.  See Personnel Regulations -
   •                       Civil Service Rules 130.X. Employee Performance Evaluation
   •                       Section 171-Performance Evaluation Program
   • PAM0702   OCT/06  2.  Monitoring Completion of Performance Evaluations
   • PAM0703   APR/07  3.  Probation Period
   • PAM0704   SEP/94  4.  Special Evaluations
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8. TRAINING AND STAFF DEVELOPMENT
   • PAM0801   SEP/99  1.  County Training Program
   • PAM0802   NOV/90  2.  Supervisory and Management Training Program
   • PAM0803   SEP/99  3.  Equal Employment Opportunity Training Program (See II.15)

      

     PAM0806   DEC/99  6.  Tuition Reimbursement - See Personnel Regulations 172 (printable pdf version including reimbursement form)

   • PAM0807   APR/98  7.  New Employee Orientation Program
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9. RATES OF PAY
   • PAM0901   MAR/01  1.  Advance Step Appointments--Regular and Extra Help
   • PAM0902   FEB/01  2.  Retraining Adjustment Pay Differential
   • PAM0903   APR/23  3.  Salary upon Appointment to Higher, Equal, or Lower Class
   • PAM0904   JAN/02  4.  Determining Salary and Labor Market Comparisons
   • PAM0905   NOV/90  5.  Salary Alignments
   • PAM0906   NOV/90  6.  Salary Review
   • PAM0907   NOV/90  7.  Salary Review in Conjunction with a Classification Study
   • PAM0908   NOV/90  8.  Benchmark Classes
   • PAM0909   DEC/90  9.  Change in Step Placement to Correct Inequity
   • PAM0910   NOV/23 10.  Bilingual Pay Differential
   • PAM0911   APR/91 11.  Salary Review Report Format
   • PAM0912   DEC/92 12.  Alternate Salary Range(s)
   •                  13.  Fair Labor Standards Act (FLSA)
   •                       A. Management Employee Under FLSA
   •                       B. FLSA Limitations for Volunteering
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10. EMPLOYEE ASSISTANCE PROGRAM
    • See Brochure on Employee Assistance Program
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11. INSURANCE BENEFIT
    • 1. Insurances Benefits - See individual current Memoranda of Understanding; contact the Benefits Hotline at 454-2241; or Risk Management Division of the Personnel Department for more information.
    •                 
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12. SPECIAL COUNTY PROGRAMS/POLICIES
    • PAM1201   FEB/94  1.  Volunteer Initiative Program
    • PAM1202   NOV/15  2.  Voluntary Time Bank
    • PAM1203   OCT/05  3.  Employee Recognition Program
    • PAM1204   NOV/90  4.  Employee Longevity Program
    • PAM1205   DEC/01  5.  Dependent Care Reimbursement Program
    •           @       6.  Health Care Reimbursement Program
    • PAM1207   JUN/94  7.  Employee Suggestion Program
    • PAM1208   JAN/95  8.  TRIP Program--Personnel Issues
    •                  10.  Deferred Compensation
    •           @           A. Santa Cruz County Deferred Comp Program
    •           @           B. Deferred Compensation Hardship Withdrawal
    •  
    • PAM1210C  MAR/04      Rollover of Accruals into Deferred Compensation 
    •                       at Time of Employment Separation
    • PAM1211  MAR/10      PAM 1211 MAR/10 Pandemic Policy
    • PAM1212  JUN/19        PAM 1212 JUN/19 Lactation Accomodation
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13. LEAVES OF ABSENCE
    •                   1.   General Policies--Leaves With or Without Pay
    • PAM1301A  FEB/98       A.   Interrelationship of Leaves
    • PAM1301B  FEB/98       B.   FMLA/CFRA Leaves of Absences
    • PAM1301C  MAY/22      C.   Pregnancy Leaves of Absence
    •           @            D.   Personnel Department Approvals Required
    •           @            E.   Summary of Paid and Unpaid Leave Provisions
    •                   2.   Leave of Absence Without Pay
    • PAM1302A  FEB/98       A.   Other Medical Leave
    • PAM1302B  FEB/98       B.   Personal/Educational
    • PAM1302C  JUN/94       C.   Voluntary Time Off Program
    • PAM1302D  DEC/15       D.   Military Leave
    •                   3.   Leave of Absence With Pay
    •           @            A. Approval Requirements for Leave of Absence w/ Pay
    •                           Including Sick Leave and Vacation
    • PAM1304   FEB/98  4.   Return to Work Requirements from Leave of Absence
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14. PERSONNEL AND ADMINISTRATIVE RECORDS
    • PAM1401   NOV/90  1.  Inquiries and Verification of Employment
    • PAM1402   FEB/93  2.  Personnel File Contents, Access, Removal-Sealing/Expunging, Retention and Destruction
    • PAM1403   DEC/92  3.  Personnel Transaction Deadlines
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15. GRIEVANCES
    • PAM15     NOV/90  See Personnel Regulations Section 181.15
    • PAM1501   JAN/95  1.  Department Checklist for Handling Grievances
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16. DISCIPLINARY ACTIONS
    • PAM1601   NOV/94  1.  Disciplinary Actions - See Civil Service Rules Section 130.III.
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17. LAYOFFS
    • PAM1700   NOV/90  See Appropriate Current Memoranda of Understanding
    • PAM1701   JAN/94@ 1.   Layoff Exception to Seniority
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18. SEPARATIONS
    • PAM1801   DEC/92@ 1.  Exit Questionnaires/Exit Interviews
    • PAM1802   SEP/99  2.  Turnover Analysis
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19. RETIREMENT
    • PAM1901   FEB/18 1. CalPERS RETIREMENT
    • PAM1902   JAN/18 2. Partial Retirement
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20. VACANT

     

21. WORKER'S COMPENSATION
    • PAM2101   MAY/13  1.  Procedural Requirements
    • PAM2102   JAN/04  2.  Obsolete/Deleted
    • PAM2103   JUN/94  3.  Workers' Compensation Claims Investigation/Administration
    • PAM2104   JUN/94  4.  Review of Performance of Workers' Compensation Administrator
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22. UNEMPLOYMENT INSURANCE
    • PAM2201   NOV/90  1.  Procedural Requirements
    • PAM2203   OCT/92  2.  Unemployment Insurance Charges to Departments
    • PAM2204   JUN/94  3.  Unemployment Claims Handling/Appeal Hearing
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23. LIABILITY INSURANCE PROGRAM
    • PAM2301   JUN/13  1.  Liability Program Procedures
    • PAM2302   JUN/09  2.  Departmental Claim Review
    • PAM2303   MAY/13  3.  Payment for Employee Equipment Damaged or Stolen
    • PAM2304   JUN/94  4.  Use of County Vehicles
    • PAM2305   MAY/13  5.  Property Insurance--Administration
    • PAM2306   MAR/13  6.  Property Insurance--Loss Adjusting
    • PAM2307   JUN/09  7.  Obsolete/Deleted
    • PAM2308   MAY/13  8.  Liability/Property Self-Funding Cost Allocation
    • PAM2309   JUN/94  9.  Obsolete/Deleted
    • PAM2310   APR/09 10.  Basic Guide for Checking Certificates of Insurance
    • PAM2311   MAR/13 11.  County-wide Incident Reporting
    • PAM2312   JUN/93 12.  Obsolete/Deleted
    • PAM2313   MAR/13 13.  Small Claims Court
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