DAY ONE MEETING OF SUPERVISOR AND NEW EMPLOYEE
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
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.
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.
Workweek and starting and ending work times
CDOT’s official workweek begins at 12:01 A.M. Saturday and ends at midnight
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.
USE OF TELEPHONE
Employee’s work telephone number
Selected important telephone numbers
Brochure: Quick Reference Telephone Guide
Provide telephone operating manual (if available)
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
Infrequent and incidental non-official use of cellular phones is permitted according to the
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.
USE OF COMPUTER
Troubleshooting problems with CDOT’s computer network
Tips on using software applications (e.g., Microsoft Word, Excel)
Registering for computer classes
o Available at:
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:
Contacts (information on names, addresses, telephone number, e-mail address of
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
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.
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 –
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
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
Image to be presented to the public.
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.
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
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.
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
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
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.
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-
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
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
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.
SECOND MEETING OF SUPERVISOR AND NEW EMPLOYEE
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
Work location & facilities
Work unit & workplan
Job duties & PDQ
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)
CDOT’S VISION, MISSION, VALUES AND INVESTMENT CATEGORIES
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.
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
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
Customer Service – We satisfy our customers!
With a can-do attitude we work together and with others to respond effectively to our
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
Taking Care to
Get You There
Timesheets (Intranet Timesheet System)
All CDOT employees are required to submit a timesheet into CDOT’s Intranet
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
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________________
Reporting absences or late arrival
Use the “CDOT Leave/Absence Request and Authorization” form (CDOT Form 121).
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.
o Available at: http://internal/chrm (Center for Human Resource Management
<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.
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.
Up to 15 workdays of paid leave per calendar year.
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.
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
Short-Term Disability (STD)
Approved by the insurance company when an employee is under medical care and unable
to perform work.
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.).
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
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
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
Accept compensation for assisting a person in obtaining a contract with his/her
agency resulting in economic benefit to the person.
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.
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.
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
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.
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.
PERFORMANCE PAY PROGRAM
3P Form (performance plan)
Review the 3P Form with the employee (i.e., Individual Performance Objectives,
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 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
CDOT’s annual performance evaluation period is April 1 to March 31. Key activities and
associated milestone dates are:
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
The four performance rating levels are:
Outstanding (A) – Consistently exceeded expectations and/or made unusual and
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
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 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.
LINE OF SUPERVISION (CHAIN OF COMMAND)
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
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).
POSITION-SPECIFIC PARTNERSHIPS, POLICIES AND PROCEDURES
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.