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New Employee Orientation - Download as DOC

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These are the recommended topics that should be covered by the supervisor with the new
employee their first day on the job. A follow-up meeting is recommended between three days
and one week later to cover the remaining topics in the second section.

Section 1: First day

                                     WORK LOCATION

   Employee’s assigned workspace

   Tour of the work facilities
    Orientation to facilities where the employee will be working.
    Whenever possible, relate the work units being visited to the organizational chart of the
      Division/Region/Office and provide a brief overview of the units’ work functions and
      how the employee will interact with the units.

   Issue facility keys and access cards

   Limitations, if any, on access to facilities after normal working hours (e.g., hours when
   access card does not work)


   Mission of work unit

   Unit organization chart
    Provide a copy to the employee.

   Unit work plan
    Provide a copy to the employee.

   Introductions of coworkers and other key personnel
    Arrange individual meetings with coworkers to learn their job responsibilities and how
       they relate to the new employee’s responsibilities.

                                            1                                                  8/20/05

                             EXPECTED JOB DUTIES

Role of public employees
 To serve the citizens of the State of Colorado.
 To present a positive and professional image.
 To use taxpayer money wisely.
 To use ethical practices.

Review employee’s job duties and responsibilities
 Review the employee’s Position Description Questionnaire (PDQ).
 Provide a copy of the PDQ to the employee.

                                    WORK TIME

Work schedule

   Workweek and starting and ending work times
    CDOT’s official workweek begins at 12:01 A.M. Saturday and ends at midnight
    Employee’s workweek_____________.
    Employee’s start of workday________.
    Employee’s end of workday_________.
    Process to inform the supervisor of absence, late arrival or early departure.

   Meal and break periods (non-exempt employees)
    Meal periods, if taken, must be at least 30 minutes of uninterrupted time or the time
      is counted as work time.
    Breaks, if granted, are not to exceed 20 minutes.
          o Breaks are not mandatory.
          o Break time may not be combined at the beginning or end of the workday to
              arrive late or leave early or be added to extend the meal period.

                                       2                                              8/20/05

                               USE OF TELEPHONE

Employee’s work telephone number

Selected important telephone numbers
 Brochure: Quick Reference Telephone Guide

Provide telephone operating manual (if available)

Telephone etiquette
 Appropriate outgoing message for missed telephone calls
 Proper answering of telephone calls
 Expected time frame to return missed telephone calls
 Process to transfer/forward calls

Policy Directive 8.0 – Residence and Telephone Requirements (Proximity of Residence and
Telephone to Duty Station)
 Unless exempted by the appointing authority, essential personnel must reside within 20
    miles or 30 minutes of their equipment or work station in the event of an emergency.
 Essential personnel must provide their supervisors with a telephone number where they
    can be reached for the purpose of responding to an emergency.
 Knowledge of an emergency or hazardous condition may be considered as notification to
    report to the workstation.

Policy Directive 46.0 – Use of Cellular Telephones and Other Telecommunications Devices
 Cellular phones owned or leased by CDOT should be generally used for official business
    purposes only.
 Infrequent and incidental non-official use of cellular phones is permitted according to the
    supervisor’s instructions.
 Employees should reimburse CDOT for the cost of personal calls.

Long distance access code
 Obtain a long distance access code, if appropriate.
 Long distance dialing instructions.
    Use the Colonet (microwave) telephone system for long distance calls to CDOT
       offices throughout the state.

Microwave telephone instructions
 The State of Colorado has a microwave telephone system (Colonet) that avoids telephone
   company charges. Colonet should be used whenever possible when calling another
   CDOT office. Some remote CDOT office locations are not connected to Colonet.
 Dialing instructions for Colonet (microwave) – see Reference section.

                                        3                                              8/20/05

                               USE OF COMPUTER

Help Desk
    Troubleshooting problems with CDOT’s computer network
    Tips on using software applications (e.g., Microsoft Word, Excel)
    Registering for computer classes
          o Available at:
   Contact information:
    Office hours: 7:00 a.m. to 6:00 p.m., Monday through Friday
    Address: Room 285, Headquarters
    Telephone number: (303) 757-9317
    E-mail address: Help
    Website at: http://internal/ccsu/

Using Microsoft Outlook
   Microsoft Outlook functions include:
    E-mail
    Contacts (information on names, addresses, telephone number, e-mail address of
      your contacts)
    Calendar (personal appointments)
    Tasks (personal “to do” list)
    Notes (personal notes)

   Accessing CDOT’s employee directory
    An address book of CDOT employees (name, address, telephone number) is
      available by selecting <Tools> <Address Book> from the top menu line.
    Scheduling a meeting with a CDOT employee(s)
    The availability of other CDOT employees can be viewed and meetings can be
      scheduled with selected CDOT employees by selecting:
      <Calendar> <New> <Attendee Availability>
      and selecting the date, time and location of the meeting and then sending the meeting

Using CDOT’s intranet

   Accessing CDOT’s intranet website
    Access by selecting on your computer: <Start> <Programs> <Internet Explorer>
    Also available at: http://internal/infoexchg/index.html

                                       4                                             8/20/05
    Accessing links to intranet websites of CDOT organizations
     Access by selecting on your computer:
       <Start> <Programs> <Internet Explorer> <Organizations>
     Also available at: http://internal/infoexchg/organizations.htm

    Locating CDOT Policy and Procedural Directives
     Access by selecting on your computer:
       <Start> <Programs> <Internet Explorer> <Organizations> <Office of Policy and
       Governmental Relations> <Policy & Procedures>
     Also available at: http://internal/PolicyGovernRelations/procedures.htm

    Locating the catalog of CDOT forms
     Access by selecting on your computer:
       <Start> <Programs> <Internet Explorer> <Organizations> <Administrative Services
       Center> <Forms Management> <Forms Catalog>
     Also available at: http://internal/centralfiles/FormsCatalog.htm

Policy Directive 26.0 – Electronic Messaging Policy
 Inappropriate use of electronic messaging includes accessing or providing access to
    restricted information, dissemination of threatening messages and interfering with the
    conduct of official state business. These actions are subject to corrective and disciplinary
 Electronic messages may be public records and may be subject to inspection.

Policy Directive 27.0 – Computer and Internet Use
 Computers, software and Internet access are for official state business use only. Limited
    and infrequent non-official use (e.g., Internet access) may be permitted.
 Information technology resources may not be used to view offensive or obscene material,
    engage in partisan political activities, conduct personal business or download screen-
    savers, games or streaming audio or video for entertainment purposes. These actions are
    subject to corrective and disciplinary action.

                                         5                                                8/20/05

                             USE OF STATE VEHICLES

Assigned vehicle or checking out a state vehicle

Use of Fleet Services credit card for fuel purchases

Department of Personnel and Administration, Division of Central Services, Rule 7.30 –
Vehicle Operation
 State vehicles are to be used for official State business only, and not for personal
   purposes, including personal errands or transporting family members or pets.
 Traffic citations are the responsibility of the driver.
 State vehicles may not be loaned to or driven by any unauthorized individual.
 Seat belts must be worn by all occupants.
 Smoking, or other tobacco use, is not permitted.
 Operation by an individual under the influence of alcohol or drugs is not permitted.
 Hitchhikers and other unauthorized individuals are not permitted.
 Travel outside Colorado must be approved by CDOT.
 A state fuel credit card is used to purchase fuel at commercial outlets.
 Report accidents to the supervisor, motor pool supervisor and law enforcement
        o Accidents involving personal injury must be reported within 24 hours of the
           accident with a written report to follow.
        o Submit a completed accident report form to the motor pool within 72 hours of the

Driver’s License
 Employees must have a valid driver’s license to drive a vehicle onto CDOT property.
 Employees must have a valid Colorado driver’s license to operate a state vehicle.
 If a driver’s license is required to perform an employee’s job, employees must notify the
   supervisor as soon as possible after the driver’s license is suspended, revoked, cancelled,
   restricted or otherwise placed in question.
 Employees in positions requiring a Commercial Driver’s License (CDL) must have
   proper endorsements.

                                         6                                               8/20/05

                            WORKPLACE CONDUCT

Personal appearance
 Image to be presented to the public.
 Appropriate clothing.
 Uniform and safety gear requirements, if any.

 CDOT’s safety slogan heightens employee awareness                  Safety Does Not
    about adhering to all safety procedures at work.                   Happen By
 Workplace hazards                                                     Accident
     Identify workplace hazards.
     Review proper work procedures to minimize accidents.
     Discuss region/branch safety procedures.

Financial responsibility
 Importance of budget and responsible spending.

   CDOT Procurement Credit Card
     The CDOT Procurement Credit Card is intended to pay for small dollar purchases of
      authorized goods and services for official state business only.
     Credit limits are established by the approving authority.
     Cardholders must attend training and sign an agreement to follow policies and
     Cardholders are responsible for the security and use of their cards at all times.
     Misused or abused credit cards will be cancelled, and employees are subject to
      disciplinary action, which may include termination, and personal liability for
      unauthorized purchases.
     Information on and application (“Purchasing Card Cardholder Account Form”) for
      the CDOT Procurement Credit Card are available from the Division/Region Business

Smoking in state buildings
 Executive Order D0036 90: Smoking in State Buildings and Personnel Rules
    Smoking and the sale and use of tobacco products are prohibited in all state vehicles
      and buildings (except residential portions of facilities).
    Willful violation may result in corrective or disciplinary action.

                                       7                                             8/20/05
Workplace violence

   Policy Directive 10.0 – Workplace Violence
    Threats and acts of violence are not permitted.
    All employees are required to attend workplace violence training.
    Employees are required to report threats and acts of violence to supervisors.

   Procedural Directive 10.1 – Workplace Violence
    Report immediate threats of danger to law enforcement (supervisory approval not
    All threats and acts of violence must be reported within 24 hours to a supervisor,
      higher-level manager or EEO representative. Failure to report may result in
      disciplinary sanctions.
    Reports of threats and acts of violence may be reported directly to the appointing
    Corrective and disciplinary action letters for workplace violence remain a permanent
      part of the employee’s official personnel file.

   Executive Order D0010 96 -- Workplace Violence
    Employees may not have guns or weapons at work (on CDOT property), including in
      a car.

Workplace harassment - CDOT does not tolerate workplace harassment of any kind.
                Employees are required to report all instances of harassment to the
                supervisor or EEO Representative.

   Sexual Harassment Policy (State of Colorado)
    Sexual harassment (unwelcome and repeated sexual advances, requests for sexual
      favors and other verbal or physical conduct of a sexual nature) toward fellow
      employees or the public is not tolerated.
    Sexual harassment complaints should be made in person or in writing to the EEO

   Policy Directive 603.0 – Sexual Harassment
    Employees experiencing sexual harassment are required to:
              Inform the employee that his/her sexually-harassing behavior is
                  unwelcome, offensive or inappropriate.
              Report sexual harassment to the supervisor or EEO representative.

                                       8                                              8/20/05
Substance abuse

   Policy Directive 1245.0 – Drug and Alcohol Abuse and Substance Abuse Policy for
   Colorado State Employees, Executive Branch, updated in 2001

      No drinking or selling alcoholic beverages on state property at any time.
      Use of alcohol, other drugs or controlled substances resulting in job impairment is
      Illegal possession, manufacture, use, sale or transfer of controlled substances on state
       property or during work hours is prohibited.
      All employees are subject to reasonable suspicion testing.
      Each employee is required by law to inform CDOT’s personnel office within five (5)
       days after being convicted of violating any federal or state criminal drug statute
       where such violation occurred on state premises or during work hours.
      Violation of this policy may result in referral to counseling and/or treatment and may
       result in corrective/disciplinary actions, including termination.

   Procedural Directive 1245.1 – Substance Abuse and Drug and Alcohol Testing
    Positions requiring Commercial Driver’s License are subject to pre-employment,
      random, post-accident, return-to-duty, and follow-up testing.
    No alcohol during the 4 hours before performing safety-sensitive functions.
    May not perform safety-sensitive functions with an alcohol concentration of .04 or
      greater. No performance of safety-sensitive functions for at least 24 hours following
      an alcohol concentration of .02 to .039.
    No alcohol during the 8 hours following an accident or until completion of a post-
      accident test.
    Inform the supervisor if taking any medication that could interfere with the
      performance of safety-sensitive functions.
    Following a policy violation, an employee may not perform safety-sensitive
      functions until all return-to-duty requirements are met (e.g., evaluation by a
      substance abuse professional, followed any prescribed rehabilitation program,
      satisfactory return-to-duty test results).

   Substance Abuse Information for Safety Sensitive Positions (CDOT Form 1201)

   Procedural Directive 1245.2 – CDOT Substance Abuse, Drug and Alcohol Testing for
   Non Safety Sensitive Positions
    Employees violating CDOT’s drug and alcohol policy (PD1245.0) who are required
      to contact a Substance Abuse Professional (SAP) or Employee Assistance Program
      (EAP) Representative, and do not do so, are subject to corrective or disciplinary
      action, including termination.
    Employee pays for any education and treatment programs prescribed by the SAP or

                                        9                                                8/20/05

                               WORKPLACE SAFETY

Executive Order D0122-89 -- Safety in the Workplace
 Employees are to have a safe and healthful workplace, free from recognized hazards that
   are likely to harm them.
 Employees are to be protected against retaliation for filing complaints and testifying with
   respect to health and safety issues.

Policy Directive 80.0 – Occupational Safety and Health
 Employees are responsible for promoting a safe working environment and complying
    with departmental safety policies and procedures.
 Safety is one of the criteria by which employee performance will be judged.

Procedural Directive 82.1 – Reporting of Unsafe or Unhealthy Working Conditions
 Notify the supervisor of all unsafe or unhealthy working conditions.
 Notify the Safety Officer if working conditions have not improved after a reasonable
   amount of time has passed since reporting the condition.
 Retaliation against employees reporting unsafe or unhealthy working conditions is not

Hazardous materials
   Procedural Directive 1001.1 – Handling of Hazardous Materials and Hazardous Waste
    Use appropriate placards on all four sides of vehicles when transporting hazardous
      materials over 110 gallons.
    Carry an ABC type fire extinguisher when transporting hazardous materials.
    Label drums or containers to identify contents.
    Hazardous wastes must be sent to a certified recycler within 180 days.
    Put nothing into the ground if it could possibly be hazardous.
    Contact the Safety Officer for questions or guidance on hazardous materials.

Personal Protective Equipment
 Review personal protective equipment required for the employee’s position.
 Obtain the required personal protective equipment for the employee.
 Train the employee on the proper use of the required personal protective equipment.
 Procedural Directive 80.1 – Personal Protective Equipment Use
     Mandated personal protective equipment specified for the work activity being
       performed (e.g., head protection, high visibility outer warning garments, eye and face
       protection, hearing protection, respiratory protection, foot protection, hand
       protection, safety belts/lifelines/lanyards) must be worn.
     Failure to obey safety rules and regulations or follow other safety-related instructions
       may result in disciplinary sanctions.
     Failure to obey safety rules or use personal protective equipment may reduce injury
     Employees must sign an acknowledgement of receipt of this procedural directive.

                                        10                                              8/20/05


These are the recommended topics that should be covered by the supervisor with the new
employee at their second meeting. The second meeting is recommended between three days and
one week following the new employee’s first day on the job. As an alternative, all topics can be
covered on the employee’s first day.

Section 2: Follow-up meeting

                           REVIEW OF PREVIOUS TOPICS

Review the topics covered on the employee’s first day to see what follow-up questions the
employee has.
    Work location & facilities
    Work unit & workplan
    Job duties & PDQ
    Work schedule
    Use of telephone
    Use of computer
    Use of state vehicle
    Workplace conduct (credit card, smoking policy, workplace violence or harassment
      policy, substance abuse policy)
    Workplace safety (hazardous materials, personal protective equipment)


   Policy Directive 14.0 – CDOT Vision, Mission, Investment Category Goals and Objectives

        Vision: To enhance the quality of life and environment of the citizens of Colorado by
         creating an integrated transportation system that focuses on moving people and goods, by
         offering convenient linkages among modal choices.

        Mission: The mission of the Colorado Department of Transportation is to provide the
         best multi-modal transportation system for Colorado that most effectively moves people,
         goods and information.

                                            11                                              8/20/05
       Investment Categories:
        Investment categories are used to plan and monitor how CDOT funds are spent. CDOT’s
        budget is spent primarily in these four areas. The work of every CDOT employee
        contributes to one or more of these investment categories.
            o System Quality: Maintains the functionality and aesthetics of existing
                transportation infrastructure.
            o Safety: Services and programs that reduce fatalities, injuries and property
                damage for all users of the system.
            o Mobility: Provide for the movement of people, goods and information.
            o Program Delivery: Support functions that enable the delivery of CDOT’s
                programs and services.

    Policy Directive 2.0 – CDOT Values

       Integrity – We earn Colorado’s trust!
            We are honest and responsible in all that we do and hold ourselves to the highest
            moral and ethical standards.

       People – We value our employees!
           We acknowledge and recognize the skills and abilities of our coworkers, place a high
           priority on employee safety, and draw strength from our diversity and commitment to
           equal opportunity.

       Customer Service – We satisfy our customers!
           With a can-do attitude we work together and with others to respond effectively to our
           customer’s needs.

       Excellence – We are committed to quality!
           We are leaders and problem solvers, continuously improving our products and
           services in support of our commitment to provide the best possible transportation
           systems for Colorado.

       Respect – We respect each other!
           We are kind and civil with everyone, and we act with courage and humility.

   CDOT slogan: “Taking Care to Get You There”
     CDOT’s slogan reminds the traveling public that CDOT is committed to providing a safe
      transportation system.

                                                                              Taking Care to
                                                                              Get You There

                                            12                                              8/20/05

                                      WORK TIME

Time reporting

   Timesheets (Intranet Timesheet System)
    All CDOT employees are required to submit a timesheet into CDOT’s Intranet
      Timesheet system.
    Timesheet information may be entered daily, weekly (or monthly for timesheets due
      at month end).
    Timesheets must be submitted for approval:
          o For monthly timesheets (permanent full-time employees) by 10:00 a.m. the
             first working day of the following month.
          o For bi-weekly timesheets (permanent part-time employees) by 10:00 a.m. the
             first working day of the following week.

      CDOT’s Intranet Timesheet system can be accessed through CDOT’s internal home
       page available at:
      Once logged in, the Intranet Timesheet user manual is available by selecting the
       <Help> button.
        The user manual provides detailed information on each timesheet line and codes.
        The supervisor reviews with the employee proper timesheet coding for the work
           performed by the employee.
      Hours worked are recorded to the nearest 10th.
      Timesheets are automatically edited for invalid coding. All errors must be corrected
       before the system will allow the employee to “submit” the timesheet for approval.
       When a timesheet is submitted for approval, the supervisor will review and approve
       the charged hours or return the timesheet to employee for corrections.
      All time off (e.g., annual, sick, other paid and unpaid leave) recorded on timesheets is
       compared to the Leave/Absence Request and Authorization (CDOT Form 121)
       form(s) submitted by the employee for the pay period. All discrepancies must be
       resolved before the timesheet is approved.

      Employee’s authorized timesheet approver________________

                                        13                                               8/20/05


Reporting absences or late arrival

Requesting leave
 Use the “CDOT Leave/Absence Request and Authorization” form (CDOT Form 121).

Employer-provided leave

Note: Type of leave granted is determined by the employee’s appointing

    For an employee’s personal needs.
    Prior approval from the supervisor is required.
    Amount earned based on employee’s tenure (8 hours per month during first five
    Available to use the month after it is earned.

    For the health needs of an employee or the employee’s child, parent, spouse or legal
    6.66 hours earned per month (regardless of tenure).
    “State of Colorado Medical Certification Form” is required for absences of more than
       three consecutive, full working days.
    Available to use the month after it is earned.

    8 hours of paid leave for each designated holiday.
    Alternate holidays must be approved by the appointing authority if an employee is
      required to work a designated holiday.
    Holiday schedule.
          o Available at: http://internal/chrm (Center for Human Resource Management
              website) under:
              <Miscellaneous> <Leave> <Employer Provided Leave> <Holiday Leave>)

    Paid leave granted by the appointing authority for reasons based on the “good of the
     state” (e.g., state employment testing, investigation of employee conduct, testifying
     in court on behalf of the state).
    Amount at the discretion of the appointing authority.

                                      14                                             8/20/05
    Paid jury leave while serving on a jury.

    For death of family member or other person.
    Up to 40 hours of paid leave at the discretion of the appointing authority.
    Amount based on relationship of the deceased and distance/mode of travel.

   Military Training
    Up to 15 workdays of paid leave per calendar year.

   Military Leave
    Unpaid leave for employees called to active duty.
    Used after all 15 days of Military Training Leave are used.

    Up to 90 days (partial or full workdays) of paid leave for a work-related injury or
       illness covered by Workers’ Compensation insurance.

   Victim Protection
    Up to 24 hours of unpaid leave for victims of stalking, sexual assault or domestic
      abuse or violence.
    Amount at the discretion of the appointing authority after exhaustion of all annual

   Snow day (inclement weather)
    Procedural Directive 1240.1 – Inclement Weather
      o Supervisors may excuse employees who arrive late to work because of severe
         weather conditions for up to two hours. Approved “snow leave” or “snow day”
         is charged as administrative leave.
      o Annual leave must be taken for late arrival beyond two hours.
      o State facility closures are done by the Governor in the Denver metropolitan area
         and by the CDOT Executive Director outside the Denver metro area.
      o “Essential” employees must report to work regardless of closures.

Leave Without Pay (LWOP)
 Must be requested from the appointing authority. Approval is at the appointing
   authority’s discretion.

Short-Term Disability (STD)
 Approved by the insurance company when an employee is under medical care and unable
   to perform work.

                                      15                                              8/20/05
Family Medical Leave Act (FMLA)
 Provides full-time employees with 520 hours of job-protection per fiscal year (July 1
   through June 30) for qualifying conditions (e.g., birth/care of a child, placement/care of a
   child, serious health condition of parent/child/spouse, or serious health condition of the
 No additional paid leave is given. Leave runs concurrently with other types of leave
   (e.g., annual, sick, injury, etc.).
 Requires one year of total state service to qualify.

Americans with Disabilities Act (ADA)
 A reasonable accommodation must be considered for permanent disability (physical or
  mental impairment that substantially limits one or more major life activities) affecting an
  employee’s ability to perform the essential functions of the job.
 No additional paid leave is given for the ADA accommodation consideration process.

Flexplace (discuss only if applicable)
 Procedural Directive 265.4 – Flexplace (working at home or an alternative work site) is a
   privilege given at the discretion of the appointing authority.
     A written flexplace agreement between the appointing authority and employee is
     Employees must have at least one year of CDOT service to participate.

Flextime (discuss only if applicable)
     Procedural Directive 265.1 – Flextime
        CDOT recognizes four work schedules: the 8-hour day, the 10-hour day, the 4.5-
           day week (four 9-hour days and one 4-hour day), and the 5/4 schedule (5 days
           one week, 4 days the next week).
        Flextime is a privilege given at the discretion of the appointing authority.
        Employees may refuse flextime schedules and cease flextime at any time.
        Appointing authorities may determine an employee’s beginning and ending times
           to ensure adequate staffing during normal business hours (8 a.m. to 5 p.m.).

                                        16                                               8/20/05

                            WORKPLACE CONDUCT

CDOT media guidelines (speaking with the media)
  Procedural Directive 11.2 – News Media Communications Guidelines
   News media calls should be routed to CDOT’s Public Relations Office and/or
     regional public relations representative.
   Employees may respond to specific questions from local media directly related to
     their areas of expertise and authority.
         o Employees specify their CDOT role/title when speaking with the media.
         o Details of the contact are immediately communicated to the CDOT public
              relations representative.

Code of ethics

   1999 Executive Order -- Integrity in Government
    Employees are to:
       Perform their duties in an independent and impartial manner.
       Serve the public with respect, concern, courtesy and responsiveness.
       Demonstrate the highest standards of personal integrity, truthfulness and honesty
          through personal conduct.
       Not disclose confidential information acquired through state employment.
       Not accept any compensation or gift for official action taken or that would result
          in unfair preferential treatment.
       Not engage in outside employment without official state approval.
       Not use state time, property, equipment or supplies for private gain.
       Not knowingly engage in any activity or business that creates a conflict of
          interest with the state.
       Expose corruption in government whenever discovered.

   Colorado Revised Statutes -- Statutory Code of Ethics, Standards of Conduct (24-18-
    Employees are not to:
       Disclose confidential information acquired through state employment for
          personal gain.
       Accept a gift of substantial value that would improperly influence the impartial
          performance of one’s duties.
       Hold interest in a business that benefits substantially from performing one’s
          official duties.
       Accept compensation for assisting a person in obtaining a contract with his/her
          agency resulting in economic benefit to the person.

                                      17                                             8/20/05
   Colorado Revised Statutes, Article 8 -- Statutory Code of Ethics – Conflict of Interest
    Employees must give advance notice to the state regarding all conflicts of interest
       whenever an employee will receive personal gain (e.g., from a state contract,
       purchase or payment) when the employee has substantial discretion in carrying out
       the transaction as part of the official duties.


   Policy Directive 602.0 – Diversity Policy
    CDOT believes that respecting gender, racial, age, ethnic, cultural, religious and
       other individual or group differences, enriches the work environment and makes
       good business sense.

   Executive Order 104-89 -- Non-Discrimination/Persons with AIDS
    Persons diagnosed with HIV infection shall not be subjected to any form of
      harassment within the workplace or discriminated against in any fashion.

   1998 Executive Order -- Work-Related Family Issues
    Efforts enabling employees to integrate work and life responsibilities are encouraged.
    Employees are encouraged to offer feasible and creative solutions to their work-life
      needs without negatively affecting the accomplishment of work.

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                            ACCIDENTS AND INJURIES

Procedural Directive 89.1 – Accident Reporting and Claim Handling
 Immediately notify the Region Safety Officer and law enforcement of vehicle accidents
   (call 911). Notify the supervisor as soon as possible.
 Do not discuss the accident with any involved parties or witnesses.
 Collect insurance and witness information.
 State insurance does not cover an employee’s personal vehicle used on CDOT business.
 Immediately report work-related injuries and property damage to the supervisor and
   CDOT Risk Management.
 Seek treatment from a CDOT designated medical provider for work-related injuries and
   illnesses (provider list available from CDOT Risk Management).
 Possible fines and reduced benefits may result from delayed reporting of work-related

Procedural Directive 1225.1 – Incident (Accident) Review Board
 Employees involved in an unplanned event (incident/accident) that interrupts the
   completion of an activity (whether or not personal injury and/or property damage was
   involved) has full opportunity to be heard, present witnesses and hear other persons
   deemed to be knowledgeable of the facts of the incident before an Incident Review

Employee Conduct at Scene of Accidents memo (1984)
 Do not give opinions or guesses concerning the causes of incidents. Give only facts.
 Do not discuss incidents with those not a representative of the state or its insurance
 Do not publicly criticize CDOT or any state agency for its action or inaction prior to,
  during or following the incident.
 Do not suggest that CDOT has any responsibility for the incident.
 Get the names, address and telephone numbers of witnesses.
 Refer all questions to the Attorney General’s Office regarding CDOT procedures or
  practices and requests for information relating to an incident that may be used in legal
  proceedings relating to an incident.
 Use appropriate safety and warning equipment to alert others of a potential hazard.

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                             REQUIRED TRAINING COURSES

    The following courses are required for all employees (including supervisors and managers):
     Strength from Diversity
     Creating a Safer Workplace
     Putting the Brakes on Workplace Harassment

   If possible, new employees should register for these classes during the first weeks at CDOT.
    These required courses should be completed within six months of being hired.
   Transportation Maintenance employees will receive these classes at the Maintenance
    Training Academy.

    In December, 2003, Executive Director Tom Norton announced that all CDOT supervisors
    and managers are required to complete 15 days of supervisory training to earn supervisory
    certification. The required courses and schedules are available on the Organizational
    Learning and Development’s website.

    Course announcements
     Courses are listed on CDOT’s public announcements that are released via CDOT e-mail
       every week. Training coordinators designated by each region and division also maintain
       a list of courses being offered in the local vicinity.

    Registering for courses
     Obtain supervisory approval to attend a course before registering. Follow the
       instructions on the course announcement to register for the course.

    General information on training
     Contact the training coordinator for your region/division or contact Organizational
       Learning and Development at (303) 757-9678 or (303) 757-9609.

                                            20                                              8/20/05

                       PERFORMANCE PAY PROGRAM

3P Form (performance plan)
 Review the 3P Form with the employee (i.e., Individual Performance Objectives,
   competency areas).
 Have the employee sign Section I of the form.
 Provide a copy of the 3P Form to the employee.
 Employees must be provided a written performance plan (3P Form) within 30
   calendar days of hire.

CDOT’s performance pay program is comprised of two components:
 Performance management: linking employee objectives to business strategy through
  performance planning, performance progress review, final performance review and
  performance rating.
 Performance award: linking employee performance to employee pay.
 During the first year of employment, employees are in probationary status. Probationary
  employees can be terminated for poor performance. Probationary Employees do not
  have a right to a predisciplinary hearing, nor a right to extra time to improve poor
  performance before disciplinary action is taken.

CDOT’s “3P Form” (“performance pay program” form) is used to monitor and document the
performance management process. The 3P Form is an employee annual performance plan
containing job expectations and priorities (competency areas and Individual Performance
Objectives (IPOs)).

CDOT’s annual performance evaluation period is April 1 to March 31. Key activities and
associated milestone dates are:

 Activity                                                            Date
 Performance plan (supervisor meets with each employee to review     By April 1
 the unit's annual work plan and the employee's 3P Form)
 Progress review (supervisor conducts a mid-year performance         October/November
 progress review with the employee)
 Performance review (supervisor meets with the employee to review    January/February
 the performance compared to the employee’s 3P plan)
 Performance rating (supervisor and managers determine the           March
 employee’s final performance rating)
 Employee is notified of the final performance rating                By March 31

                                      21                                            8/20/05
The four performance rating levels are:
 Outstanding (A) – Consistently exceeded expectations and/or made unusual and
   significant contributions
 Very Good (B) – Exceeded expectations
 Good (C) – Consistently met expectations
 Needs Improvement (D) – Failed to meet expectations

Pay for Performance funding is determined each year by the Colorado State Legislature. If
the Legislature provides funding, performance award amounts (percentages) vary by level of
performance (i.e., performance rating). Higher ratings receive higher performance awards
(e.g., a “very good” rating receives a higher award percentage than a “good” rating).
Performance award amounts cannot exceed the maximum pay for the employee’s job
classification. Members of CDOT’s Executive Management Team make final performance
award decisions.


Incentive rewards (cash/prize for achievement)

   Awards for exemplary service may include small on-the-spot cash awards (e.g., $25)
    given by supervisors and larger awards based on established criteria.

   CDOT’s Non-Salary Incentive Rewards Program: Check with the division/region/office
    director for details on the program in your organization.

Service awards
 Service awards are given to employees who have reached milestone years of service in
   Colorado State Government (e.g., 5, 10, 15, 20, 25, 30 years). Employees receive service
   awards letters, CDOT years-of-service pins and gifts selected from a catalog.
 Service awards are coordinated by the Center for Human Resource Management.

                                       22                                            8/20/05


Refer to Division/Region/Office organizational chart

Name of appointing authority __________________.
 An appointing authority is authorized to hire, fire, discipline and affect employee pay.
 Appointing authorities may (and frequently do) delegate part of their authority to lower-
   level managers (e.g., Program Engineer, Maintenance Superintendent).

Key people to the employee’s position, their roles and their priorities

                             SUPERVISORY CONTACTS

Type and   frequency of expected contact between the employee and supervisor.

Decisions retained by the supervisor and those typically delegated to the employee.

What should be communicated to the supervisor and how it should be communicated.

Who should be contacted if the supervisor is unavailable.

Amount of autonomy the employee has to do the job independently and what actions must be
cleared first with others (and cleared with whom?)

Amount of autonomy the employee has in dealing directly with higher-level managers.

How the employee can most effectively present proposals, suggestions or criticism (i.e., how
to get things done).


Federal, state and local agencies with which the position interacts and the nature of

Other CDOT units with which position interacts and the nature of the interaction.

Specific policies, procedures and rules the position needs to follow and where to find them.

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