Civilian Personnel Section - PowerPoint Presentation

Civilian Personnel Section NEW and REFRESHER Training for Supervisory of Civilian Employees 30 FSS/FSMCE Vandenberg AFB, CA

Local OIs –Policy Letters L aws AF Directives Policies Labor Agreements DoD Instructions/Guidance -- Supervisory Employee Records-- Conduct and Discipline-- Worker’s Compensation-- Pay and Hours of Work-- Telework-- Absence and Leave-- Medical Accommodation-- Employee Assistance Program-- Labor Relations-- Grievances and Appeals-- Performance Management-- Fitness Program AGENDA

AFI 36-114, Guide to Civilian Personnel Recordkeeping dated 8 Nov 2017 -- Prescribes the automated and manual records each supervisor must keep Records maintained in the SEWF should include: -- Most current AF Form 971 (computer generated Supervisor’s Employee Brief) -- AF Form 1003, Air Force Core Personnel Document or Current AF Form 1378 -- Expectations/Performance Plan -- Civilian Rating of Record(s) and Performance Appraisal(s) (DD-2906, Prior AF Form 860As and 860Bs ) -- AF Form 55, Employee Safety and Health Record -- Leave schedules (unless kept in central office files) -- Training records, to include Formal Training Plans and Policy Letters -- Disciplinary/adverse action -- Emergency Essential Agreement -- Telework Agreements -- Civilian Fitness Program -- Awards, recommendations, etc..Supervisory Employee Work Folder (SEWF)SEWF

Employees have a right to see and initial notes concerning performance or conduct NOTE: Medical documentation, including injury compensation forms, suitability and/or security information MUST NOT be maintained in this folder. OUTPROCESSING PROCEDURES: When an employee changes positions on base, the losing supervisor sends the SEWF to the gaining supervisor normally within 10 workdays. When an employee permanently departs the installation, the losing supervisor sends the SEWF to the CPS as part of the employee’s out-processing.Employees MUST out-process with Employee Relations Office. SEWF Con’t…

ECOMP – https://www.ecomp.dol.gov Workers’ Compensation Program

Hours of Work and PayAFI 36-807 governs weekly/daily scheduling Paid Time - Paid for hours worked (lunch is a non-paid period) Federal Labor Standards Act (FLSA)-Exempt vs Non-Exempt Night Differential - Paid between the hours of 1800-0600 Tour of Duty – Management establishes/approves work schedule: Basic Workweek – 0730 to 1630, Monday thru Friday Alternate Work Schedule (AWS) - 5/4-9; 4-10 Flexible Work Schedule Within Grade Increases (WGI) Based on Time in Service and PerformanceGS Waiting Period: 52 weeks for Steps 1 thru 4 104 weeks for Steps 5 thru 7 156 weeks for Steps 8 thru 9WG Waiting Period:6 months for Steps 1 to 218 months for Step 2 to 32 years for Step 3 thru 5

Telework Requirements AFI 36-816, Civilian Telework Program30th Space Wing, Civilian Telework Program Guidance Position Eligibility – To the extent that mission requirements are not jeopardized, employees who exhibit suitable work performance and conduct and occupy eligible positions (ie., those positions that involve portable work and are not dependent on the employee’s presence at the traditional worksite) are permitted. Must complete DoD Telework Agreement (DD2946) Maintained in Supervisor’s Work Folder Must be revalidated every 2 years - (During feedback timeframe)Employee and Supervisors must complete training Training can be found on the HR University site at: https://hru.gov/index.aspx Positions Typically Not Eligible to Telework: -- Positions handling of classified materials -- Positions that require face-to-face personal contacts -- Employees assigned to trainee and/or entry level -- Employees who has performance/conduct issues -- Employees who have unresolved security issues -- Position assigned as mission-critical

Absence and Leave Annual Leave – Hours earned is based on length of service Note: Supervisors are required to review BUE’s projected leave in Aug and Oct to ensure any leave subject to forfeiture has been scheduled. Leave Without Pay – To follow spouse, 150 daysLeave Advances – Contact EMR Staff for processing requirementsRestoring Leave – Requested/Approved by 30 Nov Reserve Duty – Uniform Service and RTD processOut-Processing – Employees leaving VAFB, must process-out with CPSAFI 36-815, Defines the different categories of leave Annual leave Sick Leave Leave Without Pay (LWOP)Family Medical Leave Military Leave Leave for Bone-Marrow/Organ Donation Administrative Dismissal Excused Absences Court Leave Home LeaveVoluntary Leave Transfer Program (VLTP)** NOTE: Leave should be submitted/recorded on OPM-71 form.

Reasonable Accommodation of Disability References:-- AFI 36-205, Affirmative Employment Program (AEP), Special Emphasis Program (SEPS) and Reasonable Accommodation Policy dtd 1 Dec 2016-- The Rehabilitation Act of 1973 -- Americans with Disabilities Act (ADA) of 1990 Definitions: -- A person who has a physical or mental impairment that substantially limits one or more major life activities;-- An individual with a disability, who satisfies the requirements of the position and who, with reasonable accommodation, can perform the essential functions of such position.Reasonable Accommodation May Include:-- Making existing facilities used by employees readily accessible to and usable by individuals with disabilities; -- Job restructuring, modifying work schedules, or reassignment of a current employee to a vacant position; and -- Acquiring or modifying equipment or devices, adjusting or modifying examinations, training materials, or policies, and providing qualified readers or interpreters.“CONTACT EMPLOYEE RELATIONS SPECIALISTS FOR GUIDANCE AND PROCESSING”

Civilian Fitness ProgramIAW AFI 36-815, Commanders and supervisors may authorize their employees up to 3 hours per week of official time for health and fitness activities:Must be recorded on timecards Fitness Agreement must be accomplishedNo more than 1 hour per duty dayHours cannot be banked for future useFitness must be on base and/or in base facilities

EAP Services and BenefitsLicensed EAP Counselor to provide: Short-term problem solving Coaching Crisis Management Work Relationships Family Health Finances Substance Abuse-- EAP is available 24-hours a day, 7 days a week.-- Call 1-800-222-0364, TTY is 1-888-262-7848-- http://www.FOH4You.comLocal POCs:Ms. Pauline Chui, Community Support CoordinatorMs. Jolene Cantrell, Civ Personnel OfficerEmployee Assistance Program (EAP)

Labor Management Relations Management Rights: Make basic management decision (i.e. mission, budget, organization) Personnel Actions (hire, fire, assign work, RIF, promote, contract out)Management’s Role in Labor Management Relations: Notify LRO if you believe there is a conflict of interest (LRO/EMR Specialists represent management) Provide LRO with Union Notifications (e.g. Change in Work Schedule (14 days); Condition of Employment (10 days)) Compile documents/data for third party proceedings and union data requests Bargaining Unit Employees’ Rights: Form, join, or assist U nion Act as representative No penalty/reprisal for exercise of rights Union’s Rights: Negotiate terms/conditions of employment for BUEs Represent BUEs exclusively BUS Codes can be found on Position Description/CoreDoc: AF1952 8888 “All NOTIFICATIONS to the Union MUST go through EMR office”

Applicable Regulations: AFI 36-703, Civilian Conduct and Responsibility AFI 36-704, Discipline and Adverse Action Labor Agreement (Local 1001, NFFE) – Applicable to BUEs Weingarten Right 5 Basic Types of Disciplinary Actions: Oral admonishment (Least severe, kept in SEWF for 2 years) Reprimand (Kept in Employee’s Official Personnel File (e-OPF) for 2 years)Suspension (Ranges from 1 to 30 days. If suspension is 15 or greater days, employees have the right to appeal to the Merit Systems Protection Board) Grade Reduction or pay (Demotion is not commonly used)Removal (Most severe)Disciplinary Objectives are to develop, correct, and rehabilitate employeesHandle offenses as they occur – can’t stockpile – contact EMR StaffLong-standing, unchecked misconduct – more difficult for supervisor to correct/rehabilitateConduct and Discipline

30 SW/ JAL – Local Labor & Employment Attorney Walter N. NetaWalter.Neta@us.af.mil(COM) 805-606-2179 or (DSN) 276-2179 Discipline – Adverse ActionsGo to EMR office early and often;The process is your friend;Follow Yellow Brick Road; and If it isn’t documented, it didn’t happen.Civilians do not follow military labor and employment rules – they are not “military-light.”Suffer to permit to work – will have serious negative consequences. I am here to support you – ask and I will do my best to answer or send in right direction.

AF Discipline & Adverse Action Policy Removal Reduction in Grade Suspension 15 Days and Over Suspensions Under 15 Days Written Reprimand Oral Admonishment Counseling (Not Discipline or Adverse Action)

30 SW/ JAL – Local Labor & Employment Attorney The Merit System – When is a job like a house?Administrative Forums & The Law – The BattlefieldFederal Labor Relations Agency – Grievances, RFIs, & ULPs Merit Service Protection Board – Where Justice and the Law Collide Misconduct & Discipline – The BasicsMisconduct & Discipline – Drafting the Charge Advanced Supervisor and Manager Training

DoD Performance Management and Appraisal Program (DPMAP) PERFORMANCE MANAGEMENT Fair – Credible – Transparent

Key Performance Management Features Fair – Credible – TransparentOutstanding (5) Fully Successful (3)Unacceptable (1)

1 APR MAYJUN JUL AUG SEP OCT NOV DECJANFEB31 MARAnnual Appraisal Begins1st Quarterly Review for BUEs’(Apr-Jun) 2nd Quarterly Review for BUEs’(Jul-Sep)3rd Quarterly Review for BUEs’(Oct-Dec)Mid-Year/ Progress ReviewModify/ Change Elements NLTEnd of Annual Cycle DPMAP Timeline Final Review/ Annual Appraisal Responsible Parties: DPMAP Requirement MOA Requirement Start the approval process of the Performance Plan for the new Appraisal Cycle and Expectations Supervisor Responsibility At any point employee is failing an element, contact EMR for guidance in initiating a Performance Improvement Plan (PIP) Rating Level Rating Criteria Level 5 - Outstanding The average score of all element performance ratings is 4.3 or greater, with no element being rated a ‘1’ (Unacceptable). Justification is required. Level 3 – Fully Successful The average score of all element performance ratings is less than 4.3, with no element being rated a ‘1’ (Unacceptable) Level 1 – Unacceptable Any element rated as ‘1’- Justification Required

Planning Phase Roles and Responsibilities Employees: Identify achievable performance elements and standards for themselvesProvide input to supervisor regarding the performance plan Ask questions to clarify the supervisor’s expectations of their performance Supervisors:Compile list of tasksEstablish appropriate performance elementsEstablish quantifiable and measureable standardsCommunicate approved performance plan to employee and how performance expectations link to organizational goalsEncourage continuous, meaningful two-way communicationProactively communicate the plan to the employeeProvide a copy of the approved performance planConduct performance planning discussionsModify the performance plan, as needed Performance Management is a COLLABORATIVE EFFORTbetween Supervisors and EmployeesNOTE: HLR/ 2nd Level Supervisor is REQUIRED to review/approve performance plans, rating of record and performance decisions (i.e. when not fully successful)

Performance Elements Performance elements describe what work is to be performed Performance plans must have a minimum of one critical performance element, maximum of 10, and each performance element must have associated standards that define expectations The number of supervisory performance elements on performance plans for supervisors will equal or exceed the number of non-supervisory (technical) performance elements An organization may have standardized performance elements Performance Management is a COLLABORATIVE EFFORTbetween Supervisors and Employees

Standards Standards describe how the requirements and expectations provided in the performance elements are to be evaluated Should be written using SMART criteria Must be written at “Fully Successful” level for each performance element Avoid using absolute standards (e.g., 100 percent, always, or never) unless critical to life and safety Performance Management is a COLLABORATIVE EFFORTbetween Supervisors and Employees

DPMAP Specially-Situated Employees DPMAP Specially-Situated Employees

Employee absent for Military Service (Absent-US) Will be rated provided they have performed work under an approved PP for 90 calendar days If employee did not meet the 90-day requirement, they will be assigned their most recent rating of record. Employee on Leave Without Pay (LWOP) Performed under an approved PP for a minimum of 90 calendar days, is eligible for a rating of record.Employee does not meet the 90 calendar day requirement, is not eligible for a rating of record. Employees on Detail or Temporary Promotion NTEIt is the responsibility of the supervisor of record to seek input for PP, progress review and rating of record.Specially-Situated Employees, Con’t..https ://30fss.com/civilianpersonnel-beginning-dpmap https://www.cpms.osd.mil/Subpage/NewBeginnings/NBHome

Steps to Addressing Performance Issues 1. Clearly identify unacceptable performance 2. Offer assistance 3. Provide an opportunity to improve IT’S NOT ABOUT THE 365 TH DAY

Steps to follow for Addressing Performance Issues Provide scheduled performance discussions; Provide scheduled performance discussions; Identify and document performance deficiencies; Counsel employee on performance deficiencies; Provide time for improvement *If still unacceptable, consider a PIP If still unacceptable, personnel action may result *Note: refer to Collective Bargaining Agreements, and contact HR before taking this stepIT’S NOT ABOUT THE 365 TH DAY

Formal Feedback – Writing the PIP The Performance Improvement Plan (PIP) must include, in writing: Element(s) in which performance is “Unacceptable” and a description of the unacceptable performance A description of what acceptable performance looks like The time allowed for the opportunity to improve A statement of the possible consequences of failure to improve during the opportunity periodThe assistance the Agency is offering the employee to improve unacceptable performanceIf the employee fails to demonstrate performance at the “Fully Successful” level despite the PIP, the employee may be reduced in grade or removed from Federal serviceCALL EMPLOYEE RELATIONS FOR GUIDANCE PRIOR TO INITIATING A PIPIT’S NOT ABOUT THE 365 TH DAY

HIERARCHY The Civilian Employee-Supervisor position link, known as Hierarchy, is established and maintained within the Defense Civilian Personal Data System (DCPDS) and is essential to the effectiveness of current and future self-service applications within MyBiz+. -- Military supervisors of civilian employees must have a virtual position to access the following: Employees ' records via MyBiz+DPMAP and My PerformanceControl of future personnel actions (i.e. within grade increases, expiration of NTE dates, and designating telework eligibility)-- Military supervisors who need assistance creating a virtual position, contact: Jolene.cantrell@us.af.mil , 606-7668

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LRO/EMR Organizations Labor Relations Officer, Jolene Cantrell , (Acting) Bldg 11777, B-103 Tel: 606-5847 Eloise Trinta 30 MSG 30 CES (All) AFCEC 30 SPACE WING 30 COMPTROLLER SQAlex Stewart 30 CONTRACTING SQ 30 SECURITY FORCES SQ 30 LOGISTICS READINESS 30 FORCE SUPPORT SQ 30 MEDICAL GROUP  381 TRAINING GRP 381 TRAINING SPT SQ 532 TRAINING SQ 533 TRAINING SQ 21 SPACE OPNS SQ 520 SOFTWARE MAINT SQ 583 MMS (OGDEN OLC) AF NUCLEAR WPNS CE AIR FORCE SPACE OL 576 FLIGHT TEST SQ 635 AF PETROLEUMArlene Quichocho 14th AIR FORCE 614th AIR & SP OPS CE 614th AIR & SP COMM SQ 18 SPACE CONTROL SQ OPERATIONAL RQMNTS 30 OPERATIONS GP 30 OPERATIONS SPT SQ 2d RANGE OPERATIONS SQ 30 SPACE COMM SQ 30 LAUNCH GP US STRATEGIC CMD, JFCC 4 SPACE LAUNCH SQ 1 AIR AND SPACE TEST SQ 17 TEST SQ SMC/SN-SNL/SYFD 9 SOPS 8 FIELD INVESTIGATIONS

Civilian Personnel Office, Recruitment and Placement (Staffing), 606-3641 (Ms. Carolyn Mazzeo, Staffing Chief, HR Specialists - Joanne Louie, and Sylvia Raybuck) NAF, Human Resources Office, 606-8906 (Ms. Susy Daniels, Human Resources Officer) Civilian Training, 605-5913 (Mr. Roy Lapioli, Civilian Training Manager) Civilian Pay, 605-1039 (Ms. Kyrstynne Coleman , Customer Service Technician) AFPC Benefits and Entitlements Services (BEST) 1-800-525-0102, DSN: 665-0102Useful Contact Information

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