City Administrative Policy Manual

Manual Sections Fair Employment Ethical Conduct Health & Safety Drug-Free Workplace City Equipment & Facilities Technology Transportation & Travel Employee/Labor Relations Hiring Employment & Classification Performance Assessment Compensation Attendance & Leave Training & Development Purchasing: Procurement Purchasing: Surplus Property General Procedures

The Office of Employee Relations is responsible for maintaining and updating the City Policy Manual (CPM), which is the City's Administrative Policy Manual. View the City's Council Policy Manual here. The CPM was created so that City employees would be able to view City policies in one central source. The policies contained within the CPM reflect not only the City’s values as an employer, but also convey the standards that the City has for its employees.

Section 1 - Workplace Rules & Policies

Chapter 1.1 - Fair Employment

• 1.1.1 - Discrimination and Harassment
• 1.1.2 - Transgender Policy
• 1.1.3 - Nepotism Policy
• 1.1.4 - Non-Retaliation Policy

Chapter 1.2 - Ethical Conduct

• 1.2.1 - Code of Ethics
• 1.2.2 - Gift Policy
• 1.2.3 - Outside Employment
• 1.2.4 - Employee Values
• 1.2.5 - Campaign Election/Nomination Guidelines
• 1.2.6 - Policy for Accepting Gifts to the City
• 1.2.7 - Ticket Administrator Policy

Chapter 1.3 - Health & Safety

• 1.3.1 - Workplace Violence
• 1.3.2 - Pepper Spray Policy
• 1.3.3 - Fitness for Duty Evaluations

Chapter 1.4 - Drug Free Workplace

• 1.4.1 - Drug Free Workplace Policy
• 1.4.2 - Substance Abuse Program & Policy
• 1.4.3 - Federal DOT Drug and Alcohol Testing
• 1.4.4 - Alcohol Use at City Facilities

Chapter 1.6 - City Equipment & Facilities

• 1.6.1 - Employee Photo ID Badge Policy
• 1.6.2 - Personal Use of City Equipment
• 1.6.3 - Replacement of Clothing and Equipment
• 1.6.4 - City Hall Parking
• 1.6.5 - Commercial Activities in City Facilities

Chapter 1.7 - Technology

• 1.7.1 - Use of Email, Internet Services & Other Electronic Media
• 1.7.2 - Telecommuting
• 1.7.3 - Remote Access
• 1.7.4 - Cellular Telephone Policy
• 1.7.5 - E-Government Policy
• 1.7.6 - Information Security Policy
• 1.7.7 - Web-Based Communications Policy
• 1.7.8 - Procurement of Laptops and Tablets
• 1.7.9 - Web Governance

Chapter 1.8 - Transportation & Travel

• 1.8.1 - Use of City and Personal Vehicles
• 1.8.2 - Employee Travel
• 1.8.3 - Mileage Reimbursement
• 1.8.4 - Vehicle Allowance

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Section 2 - Employee Relations

Chapter 2.1 - Employee/Labor relations

• 2.1.1 - Employer-Employee Resolution #39367
• 2.1.2 - Administrative Grievance Procedure
• 2.1.3 - Discipline Policy

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Section 3 - Employment

Chapter 3.1 - Hiring

• 3.1.1 - Hiring Policies
• 3.1.2 - Temporary Staffing - Classified
• 3.1.3 - Temporary Staffing - Unclassified   
• 3.1.4 - Temporary Staffing Services
• 3.1.5 - Reemployment of Retirees
• 3.1.6 - Student Interns - Paid and Unpaid

Chapter 3.2 - Employment & Classification

• 3.2.1 - Employee Placements
• 3.2.2 - Flexibly Staffed Classes
• 3.2.3 - Provisional Appointments
• 3.2.4 - Employee Separations
• 3.2.5 - Layoff & Reassignment

Chapter 3.3 - Performance Assessment

• 3.3.1 - Probationary Periods
• 3.3.2 - Management Performance Program
• 3.3.3 - Non-Management Performance Program
• 3.3.4 - Employee Personnel Files

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Section 4 - Compensation & Benefits

Chapter 4.1 - Compensation

• 4.1.1 - Retroactive Pay Changes
• 4.1.2 - Working in a Higher Class
• 4.1.3 - Bilingual Pay
• 4.1.4 - Employee Recognition Policy
• 4.1.5 - Work-Related Injuries and Illnesses - Sworn Police Officers in Tier 2

Chapter 4.2 - Attendance and Leave

• 4.2.1 - Leaves of Absence
• 4.2.2 - Military Leave
• 4.2.3 - Administrative Leave
• 4.2.4 - Executive Leave and Absence
• 4.2.5 - Bereavement Leave
• 4.2.6 - Sick Leave
• 4.2.9 - Extended Absence Prior to Retirement or Voluntary Separation
• 4.2.10 - Time Donation Programs
• 4.2.11 - Alternative Work Schedules
• 4.2.12 - Temporary Reduced Workweek Schedules
• 4.2.13 - Cancer Screening Release Time Program
• 4.2.14 - Flexible Workplace Pilot

Chapter 4.3 - Training & Development

• 4.3.1 - Education Reimbursement
• 4.3.2 - Executive Management (Unit 99)
• 4.3.3 - Association of Engineers and Architects (AEA) Units 41, 42, 43
• 4.3.4 - City Association of Management Personnel (CAMP)
• 4.3.5 - Association of Maintenance Supervisory Personnel (AMSP)
• 4.3.6 - Association of Legal Professionals of San Jose (ALP)
• 4.3.7 - CSJ University Training Programs

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Section 5 - Finance

Chapter 5.1- Purchasing: Procurement

• 5.1.1 - Procurement and Contract Process Integrity and Conflict of Interest - Administrative Procedures
• 5.1.2 - City Procurement Cards
• 5.1.3 - Source Selection Plan
• 5.1.4 - Brand Name and Sole Source Procurements
• 5.1.5 - Food and Beverage Expenditure
• 5.1.6 - Procurements with Grant Funds
• 5.1.7 - Procurement of Supplies, Materials, and Equipment
• 5.1.8 - Procurement of Non-Professional Services
• 5.1.9 - Procurement of Information Technology
• 5.1.10 - Green Fleet Policy
• 5.1.11 - Bottled Water Purchase Policy
• 5.1.12 - Encumbrance Policy
• 5.1.13 - Prohibition of City Funding for Purchase of Expanded Polystyrene Food Service Ware
• 5.1.14 - Protective Footwear

Chapter 5.2 - Purchasing: Surplus Property

• 5.2.1 - Transfer of Surplus Property

Chapter 5.3 - Loans

• 5.3.1 - Interfund Loans
• 5.3.2 - Check Processing
• 5.3.3 - Collection and Safeguarding of Revenue
• 5.3.4 - Revenue Recording
• 5.3.5 - Cash Overages and Shortages
• 5.3.6 - General Guidelines for Accounts Receivable Revenue Collection
• 5.3.7 - General Guidelines for Cash Handling Procedures

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Section 6 - Administration & Government

Chapter 6.1 - General Procedures

• 6.1.1 - Public Records Policy and Protocol
• 6.1.2 - Audit Review and Follow-Up Procedures
• 6.1.3 - Media Policy
• 6.1.4 - Risk Management Policy
• 6.1.5 - Records Retention and Disposition
• 6.1.6 - Indemnification and Donated Services
• 6.1.7 - CIP Projects with Annual O&M Costs to the General Fund
• 6.1.8 - Green Building Policy Implementation Guidelines for Municipal Projects
• 6.1.9 - Energy Fund Transfers and Deposits

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