Welcome to the August 2018 Q&A.
The Q&A addresses questions and suggestions received through the online suggestion box (top menu bar on the intranet). We respond to questions with agency-wide relevance. We cannot answer questions that may affect client or staff/personnel confidentiality. If you have individual- or office-specific questions, please communicate that within your office or division.
Some questions/suggestions are summarized or simplified in the interest of clarity, brevity or to address tone.
Suggestions/Questions list
- Raises FY2019
- Technology at CPCS
- Paid parental leave
- Transfer and promotion process
- HR involvement in hiring process
Suggestion/Question: Raises 2019
Now that the governor has signed the budget allotting no less than $3 mil to staff pay increases, when will those pay increases take effect? Waiting until Jan. 1 seems unnecessary, since the pay increase isn’t the result of attrition.
Response:
The questioner asks about delivering the salary increases as soon as possible, because it is not being funded by attrition. However, the language in the FY 2019 budget restricts implementation of the raises to January 1, 2019, specifically stating, “provided further, that not less than $3,000,000 shall be expended to increase the salaries of committee staff counsel; provided further, that these salary increases shall not take effect until January 1, 2019; “
We have already begun work on examining the overall budget and modeling the raises with the intent to bring a salary proposal to the CPCS Committee in the fall. While the budget only specifically allocates funds for staff counsel raises, our plan is to provide raises at the same time to all staff.
Division: Chief Counsel, Anthony Benedetti
Suggestion/Question: Technology at CPCS
How can I find out about technologies in use at CPSC?
Response:
We created a document that discusses most of the major technologies at CPCS. It can be found on the IT home page on the intranet and is called the “New Hire/IT 101 guide”. Amongst many things, it describes is how to get help, remote access, WiFi, security, mobile email, SPAM filters, blocked sites, etc. This is a recommended reference for any member of staff. Also, the IT page hosts FAQs, training guides, etc. that can be helpful.
Division: Information Technology, Daniel Saroff
Suggestion/Question: Paid parental leave
I am wondering if the Leave Policy was ever revised per response in November 2015 Q&A regarding this topic. If so, was there any consideration of paid parental leave and/or adding short-term disability option?
Response:
At its May 2018 meeting, the Committee for Public Counsel Services approved a revision and update of our Personnel Policies Manual (PPM). The revised Manual became effective May 21, 2018 and can be found on the CPCS Intranet at http://intranet.publiccounsel.net/wp-content/uploads/sites/9/2018/05/Personnel-Policies-Manual-2018-05-21.pdf. Under the new PPM, CPCS provides 26 weeks of FMLA Parental Leave. Of the 26 weeks, 6 weeks are paid under the increased paid parental leave benefit, i.e. the 6 weeks of paid parental leave will run concurrently with FMLA Parental Leave. Only employees who have been employed with CPCS for 12 months or more are eligible for FMLA leave. Part-time employees are granted a pro-rata proportion that corresponds to their part-time status. The new PPM also provides 12 weeks of Non-FMLA Parental Leave for employees who have been employed for at least three (3) consecutive months and less than twelve (12) months or who are not otherwise eligible for FMLA. For employees who have worked for CPCS for at least twelve (12) months but have exhausted their FMLA, the first thirty (30) days of Non-FMLA Parental Leave shall be with full pay.
Division: Human Resources, Lisa Bacon
Suggestion/Question: Transfer and promotion process
My understanding is that all applications for new positions must go through the central system. Is this also true for all transfer/promotions?
Response:
Our policy on transfers was updated in the new Personnel Policies Manual (PPM) to reflect the current practice. The PPM can be found on the CPCS Intranet at http://intranet.publiccounsel.net/wp-content/uploads/sites/9/2018/05/Personnel-Policies-Manual-2018-05-21.pdf. Please see Section 1.6 for the updated Transfer Policy.
A transfer can occur in one of the following ways: voluntary, administrative, rotation, or emergency. In order to promote stability for CPCS clients and staff offices, newly hired employees must work for a minimum of two (2) years in their assigned office before being eligible to be placed on the transfer request list unless granted a hardship waiver (see below).
Vacancies determined to be voluntary transfer opportunities can be filled in one of two ways: through an internal or external posting available to all qualified employees, or from a transfer request list maintained by Human Resources. Transfer assignments made from a transfer request list shall be based on the following factors: the date the transfer request was received, the operational needs of the office the employee has asked to transfer to and of the office the employee has asked to transfer from, and whether an employee is qualified for the available position. Employees seeking a voluntary transfer for a posted position shall apply pursuant to the directions in the posting. Requests are filled at the discretion of the agency. The office supervisor will have the opportunity to meet with the employee and make a recommendation to the Managing Director. The Managing Director shall forward the recommendation to the Human Resources Director who will make the final decision. Requests shall be reviewed and considered using such criteria as, for example, experience level required for the position or Division/Department knowledge, the ability to perform the job, specialized training and formal education, dependability, a sense of responsibility, and other such criteria deemed relevant by the agency. The agency will also review the employee’s most recent performance evaluation in assessing the request.
The Division/Department Head or designee may administratively transfer an employee if deemed to be in the best interests of CPCS or its clients. At times agency needs, as determined by the agency, may require the reassignment of an employee from the current Division/Department to another Division/Department. In determining whether the needs of the agency warrant such reassignments, the Division/Department Head or designee should consider the employee’s accessibility to the newly-assigned location and its impact upon the employee’s personal responsibilities. Upon request, an employee will be provided with a written explanation of the reasons for the transfer.
Rotations are designated positions that are occupied by staff on an alternating basis. They have been created to facilitate employees’ professional development, to re-energize long-term employees, and to provide a training source for co-workers of the rotated employee. Rotations are posted internally and employees seeking a rotation must apply pursuant to the directions in the posting.
Employees also may request an emergency transfer for family medical reasons, as part of a domestic or workplace violence safety plan, or for other occurrences or situations that rise to the level of an unexpected, serious, or potentially serious event that significantly impacts an employee’s ability to travel to work. Employees seeking an emergency transfer can ask to waive the two year commitment required before transfer eligibility by writing to the Human Resources Director or designee. The Human Resources Director will consult with the Division/Department Head or designee about the operational impact of the requested transfer waiver.
Please note that emergency transfer requests differ from requests to reasonably accommodate an employee’s disability. Those requests are considered through the reasonable accommodation process, which is coordinated by the Benefits Specialist and overseen by the Human Resources Director. Such requests are not subject to the two year commitment before transfer.
Promotional opportunities are made available through internal and external postings. Employees seeking a promotion to a posted position must apply pursuant to the directions in the posting.
Division: Human Resources, Lisa Bacon
Suggestion/Question: HR involvement in hiring process
What role does HR play in the interview and hiring process? Why is HR not involved in every round of interviews?
Response:
The Best Practices Hiring Guide, which can be found on the CPCS Intranet through this link, http://intranet.publiccounsel.net/hr/best-practices-hiring-guide/, was created to standardize the hiring process for all employees by combining the requirements of federal and state statutes, rules, and regulations, and best practices. The Hiring Guide requires that HR play a significant and vigorous oversight role in the interview and hiring process. As part of its responsibilities, HR consults with hiring managers throughout every selection process and at each stage of the process. This consultation includes reviewing each aspect of the selection process for every position, including the composition of interview and search committees, interview questions, interview assessment tools, applicant and interviewee pools, completed interview assessment forms, and reference checks. This extensive oversight ensures fair and consistent hiring practices within CPCS.
Division: Human Resources, Lisa Bacon