Oregon Department of Forestry Employee Handbook

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					Oregon Department of Forestry
    Employee Handbook




                          HR/10/2008
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Oregon Dept of Forestry Employee Handbook      i
              Oregon Department of Forestry
        EMPLOYEE HANDBOOK ACKNOWLEDGEMENT

The Oregon Department of Forestry Handbook provides general information
about the department and State of Oregon policies and benefits. The Handbook
is provided for information purposes only. This employee handbook is NOT a
contract for employment. If you have questions about the Handbook, please
contact the Agency’s Human Resources Office.

I have received and read a copy of the ODF Employee Handbook, Working
Guidelines, and the Forestry Program for Oregon. I am aware this signed
statement will be placed in my official personnel file in Salem.

Employee Name: (printed)

Employee Signature:

Date:




                           (page left intentionally blank)




                 Oregon Dept of Forestry Employee Handbook                     ii
Oregon Dept of Forestry Employee Handbook   iii
WELCOME ..................................................................................................................................................... 1
HISTORY OF THE DEPARTMENT ................................................................................................................. 2
ROLE OF THE BOARD OF FORESTRY ........................................................................................................ 2
ORGANIZATION OF THE DEPARTMENT...................................................................................................... 3
DEPARTMENT PROGRAMS.......................................................................................................................... 4
      Protection from Fire ..................................................................................................................................... 4
      State Forests Management ......................................................................................................................... 5
      Private Forests .............................................................................................................................................. 6
      Forest Resources Planning Program ....................................................................................................... 8
HUMAN RESOURCES ADMINISTRATION .................................................................................................... 9
      Employment/Types of Service ................................................................................................................... 9
      Trial Service ................................................................................................................................................. 10
      Performance Appraisal/Position Description ....................................................................................... 10
      Personnel Files............................................................................................................................................ 10
      Hiring ............................................................................................................................................................. 11
      Agency Promotion and Transfer ............................................................................................................. 11
      Interviewing.................................................................................................................................................. 11
      Classification Plan ...................................................................................................................................... 11
      Compensation Plan .................................................................................................................................... 11
      Right to Due Process ................................................................................................................................. 12
WORKING CONDITIONS AND EXPECTATIONS..........................................................................................12
      The Work Environment.............................................................................................................................. 12
      Diversity ........................................................................................................................................................ 13
      Americans with Disabilities Act (ADA) ................................................................................................... 13
      Reasonable Accommodation ................................................................................................................... 14
      Department Safety Program ..................................................................................................................... 14
      Use of Department Property ..................................................................................................................... 15
      Technology Usage...................................................................................................................................... 16
      Smoke-Free Workplace ............................................................................................................................. 17
      Drugs and Alcohol in the Workplace ...................................................................................................... 18
      Alcohol/Controlled Substance Testing .................................................................................................. 18
      Possession of Firearms............................................................................................................................. 18
      Maintaining a Professional Workplace Policies ................................................................................... 18
      Discrimination and Harassment-Free Workplace ................................................................................ 18
      Violence-Free Workplace .......................................................................................................................... 19
      Workplace Effects of Domestic Violence, Sexual Assault and Stalking ......................................... 19
      Political Activity........................................................................................................................................... 20
      Conflict of Interest/Outside Activity........................................................................................................ 20
      Ethical Behavior .......................................................................................................................................... 20
      Regular Work Week.................................................................................................................................... 21
      Lunch and Rest Breaks ............................................................................................................................. 21
      Inclement Weather/Office Closure .......................................................................................................... 21
      Unexcused Absences ................................................................................................................................ 22
      Personal Appearance and Uniforms....................................................................................................... 22
      Customer Service ....................................................................................................................................... 22
PAY AND BENEFITS.....................................................................................................................................22
      Your Pay ....................................................................................................................................................... 22
      Fair Labor Standards Act (FLSA) ............................................................................................................ 23
      Overtime ....................................................................................................................................................... 23
      Time Reports................................................................................................................................................ 24
      Travel and Other Expenses ...................................................................................................................... 24
      Holidays, Vacation, and Other Leave...................................................................................................... 25
      Insurances.................................................................................................................................................... 28
      Social Security and Retirement ............................................................................................................... 29
      Other Benefits.............................................................................................................................................. 29
      Training and Development........................................................................................................................ 30
WORKING GUIDELINES ..............................................................................................INSIDE BACK COVER




                                      Oregon Dept of Forestry Employee Handbook                                                                                          iv
Welcome to the Oregon Department of Forestry

As a new employee, you are one of a select few hired each year to work with the
Oregon Department of Forestry. You are joining a group of excellent individuals
who enjoy their work and who are recognized throughout state government as
dedicated employees.

This handbook will provide you with a general orientation to the programs of the
Department of Forestry and some of the more important personnel policies that
apply to you. Your supervisor will provide you with additional orientation to your
job duties, responsibilities, and performance expectations.
For many years, forestry has been one of the leading industries in Oregon. Our
state leads the nation in lumber production; we have some of the most
spectacularly beautiful forest wilderness in the country and some of the most
productive timber growing lands in the world.

The Department of Forestry is deeply involved in all of Oregon's forests. We
protect 16 million acres of private, state, and some federal forests from fire. We
administer the Oregon Forest Practices Act to protect the forest environment,
and ensure forest sustainability, and we protect private and state forests from
insects and disease. We also provide forestry assistance to Oregon's 25,000
non-industrial woodland owners. On some 800,000 acres of State forests, we
manage the land for the people of Oregon. Our forest resource staff advises the
Legislative Assembly, the Governor, the Board of Forestry, and others on the
conditions of all public and private forests in the state.

Meeting these responsibilities throughout the year requires the help of dedicated
employees. I think the career opportunities offered here are excellent in that
individuals may receive personal satisfaction in doing work they enjoy and at the
same time contribute in a major way to our state's livability.

Again, welcome to the Department. I hope you will find employment here exciting
and rewarding.

Sincerely,
Marvin D. Brown
State Forester




                  Oregon Dept of Forestry Employee Handbook                          1
History of the Department
The original purpose of the Oregon Department of Forestry was to protect the
forests of the state from fire. In 1910 forest fires in Oregon burned 511,000 acres
of timberland with the loss of six lives and two billion board feet of timber. As a
result, the 1911 Legislative Assembly passed forest laws that established the
Department of Forestry and the Board of Forestry.

The sole responsibility of the first Board was to establish policies and provide
guidance to the Department in its protection and fire fighting activities. Through
the years, this responsibility has expanded so that the Board now provides
direction to the Department in the areas of timber management, insect and
disease control, reforestation, forest practices, forest nursery operation, service
forestry, and woodland tax structures in addition to the original protection from
fire responsibility.

The Board of Forestry meets several times per year. The present Board is
composed of seven members.

The State Forester is appointed by the Board of Forestry and serves as secretary
to the Board. He also has the responsibility of managing the operation of the
Department of Forestry.

Role of the Board of Forestry
The Board of Forestry is a 7-member citizen Board appointed by the Governor
and confirmed by the state Senate. The Board of Forestry is charged by law to
represent the public interest. No more than three members of the board may
receive any significant portion of their income from the forest products industry.
At least one member must reside in each of the state’s three major ODF
administrative regions east, south and northwest. The term of office is four years
and no member may serve more than two consecutive full terms.

The Board is empowered by the Oregon Legislature to oversee all forest policy
within the jurisdiction of the State of Oregon. The board appoints the state
forester, adopts rules regulating forest practices and other forestry programs, and
provides general supervision of the state forester's management of the
Department of Forestry. The board's leadership helps shape public debate and
policy on state, private, and federal ownerships, addressing sustainable
management of Oregon's 28 million acres of forests. Issues such as
environmental incentives and regulations, management of state-owned forests,
federal forest management, assistance to private forest landowners, and wildland
fire prevention and suppression are common topics discussed and acted upon at
the board's meetings.

A major role of the Board in “supervising all matters of forest policy” is to
establish strategic direction for Oregon’s forests. This is done through the
development and implementation of the Forestry Program for Oregon which is
the strategic plan established by the Oregon Board of Forestry. It sets forth the


                  Oregon Dept of Forestry Employee Handbook                           2
board’s mission and vision for Oregon’s forests and the values and strategies
that guides the board’s decisions and provides direction to the department.

Since the first version was published in 1977, the Forestry Program for Oregon
has played an important role in shaping the Board of Forestry's strategic vision.
Through each edition, the Board has tried to establish and further refine a
pathway to ensure that the values we enjoy from our forests are sustained over
time. Forestry in Oregon has evolved significantly over time as each generation
decides what set of values it wishes to emphasize and what pathway it will follow.
Over the past 150 years, this emphasis has changed from unmanaged forest
exploitation, to forest conservation, to managed forests as a source of wood for
the post-World War II housing boom, to wilderness and environmental protection,
to today's interest in sustainable forestry.

In the same way, the Forestry Program for Oregon has changed over time to
incorporate new scientific information and to reflect changing public concerns.
Still, the Forestry Program for Oregon has always been centered on the theme of
sustainability. Early interest in a sustainable timber supply (1977 and 1982
editions) was followed by an interest in sustaining multiple values (1990), which
evolved into an interest in identifying the cumulative effects of forest practices
over time and across forest landscapes (1995).

The 2003 Forestry Program for Oregon introduces a framework for organizing
the board's strategies and actions by means of an internationally recognized
language of categories and measurements. This framework also lends itself to
organizing research information about forests and to supporting a dialogue about
how they may be managed sustainably. Using this framework, the Board will be
better able to communicate how Oregon's forests can be managed sustainably to
meet short- and long-term objectives for the environment, economy,
communities, and the larger society through a diversity of owners who manage
for a variety of objectives and values.

The Forestry Program for Oregon is available on the department’s website. All
employees are expected to be familiar with the Forestry Program for Oregon and
to understand how their actions contribute to its implementation.

Organization of the Department
The Department of Forestry is organized into two major operational functions:
staff and field. The field offices are responsible for carrying out the policies,
directives, and programs of the Department under the direction of the Associate
State Forester. The field function is divided into three areas: the Northwest
Oregon Area, Eastern Oregon Area and Southern Oregon Area. Each area
includes from four to seven State or Association districts. Each of these is
administered by a District or Association Forester. The Districts are responsible
for administering all of the Department programs, while the Associations are
under contract to provide protection from fire only.

The staff function of the Department is responsible for providing direction,
guidance, and assistance to the field units as they carry out the programs of the
                  Oregon Dept of Forestry Employee Handbook                         3
             Department. There are four major staff divisions: Administrative Services
             Division, Forest Management Division, Forest Protection Division, and Resource
             Policy Division.
                                                           State
                                                          Forester




                                                   Human         Agency
                                                  Resources      Affairs
                                                   Director      Director




          Fire                   State                          Associate                     Private       Area
       Protection               Forests                           State                       Forests     Directors
        Division                Division                        Forester                      Division
         Chief                   Chief                                                         Chief




   Fire      Equipment     State      Urban and    Business      Quality    InfoTech    Private       Forest
Protection     Pool       Forests      Comm.       Services     Assurance   Program     Forests     Resources
 Deputy       Manager     Deputy       Forestry    Program       Program     Director   Deputy      Planning
  Chief                    Chief       Program     Director      Director                Chief       Program
                                      Manager                                                        Director




             Department Programs

             Protection from Fire
             During times of fire emergency, the Department operates on the philosophy that
             fire control activities generally take precedence over all other agency functions.
             By policy, during these emergencies, all employees are expected to play a role in
             the fire program in either direct suppression efforts, backup to other employees
             who are engaged in fire suppression work, or maintenance of support functions
             that are critical to the suppression effort or agency operations.

             Fire prevention is the first goal of fire protection work. Fires can be prevented
             through public education efforts, inspections of logging and other industrial
             operations, regulating the use of forests, and through investigation of fire causes.

             Effective fire fighting is the second protection goal. The Department is
             responsible for protecting 15.7 million acres from fire. Each year the Department


                                Oregon Dept of Forestry Employee Handbook                            4
controls an average of 1,054 fires. These fires burn an average of 21,343 acres
of forestland annually.

To control the fires the Department hires approximately 400-500 seasonal fire
fighters each year. This, combined with prompt detection, excellent cooperation
from forest landowners, the forest industry, and other protection agencies, and
rapid deployment of fire fighters and equipment, keeps 95% of these fires at less
than 10 acres. In addition, pre-designated fire management teams, and a
supported pool of people from throughout the agency from all of the department's
programs, are trained and ready to be sent to any part of the state to direct the
control action of major fires.

State Forests Management
The Department of Forestry manages about 780,000 acres of forestland in
Oregon which accounts for three percent of Oregon's commercial forestland.
There are five state forests – the Tillamook, Clatsop, Santiam, Sun Pass and
Elliot, plus scattered tracts. Eighty-five percent of the acreage of state forests is
owned by the Board of Forestry. Title to these lands was largely transferred to
the Board during the 1930s and 1940s by counties that had foreclosed on the
lands for non-payment of taxes. The remaining lands, the Common School Fund
Lands, are managed by the Department under contract for the State Land Board.
About two-thirds of the Common School Land acreage is located within the Elliot
State Forest in Coos and Douglas Counties. Common School Lands were
deeded to Oregon upon statehood.

All state-owned forestlands are actively managed for a broad range of economic,
environmental and social values. The State Forests Program uses timber
revenue to fully fund management and operations – no state tax dollars are used
to fund the program.

Board of Forestry lands are managed to achieve healthy, productive and
sustainable forest ecosystems that, over time and across the landscape, provide
a full range of social, economic and environmental benefits to the people of
Oregon. These lands are actively managed in a sound environmental manner to
provide for sustainable timber harvest and revenue to the state and local taxing
districts. The lands are also managed to provide recreational opportunities,
clean water, and healthy populations of fish and wildlife.

Common School Fund Lands are managed to generate the greatest amount of
revenue over time for the Common School Fund consistent with sound
techniques of land and timber management. Consideration is given to protecting
soils, water, native fish and wildlife habitat, recreational opportunities, and other
forest values. Revenues from these lands are transferred to the Common School
Fund - the Department is reimbursed for management expenses.

The program also manages J.E.Schroeder Seed Orchard, a cooperative effort
with 16 private and public landowners to develop genetically improved seed
sources for reforestation. The orchard property and facilities are located in the
Willamette Valley and are owned by the Department and managed through the
                  Oregon Dept of Forestry Employee Handbook                         5
State Forest Program. As a cooperating landowner, the State Forests Program
share of the costs is provided from the sale of forest products from State
forestlands.

Private Forests
The Private Forests Program administers the Oregon Forest Practices Act,
provides technical and financial assistance to forest landowners, provides insect
and disease surveys and technical assistance statewide; and conducts
effectiveness and compliance monitoring. The program’s services encompass
various aspects of promoting and supporting landowners in improving forest
health, timber, fish and wildlife habitat, soil and water quality, recreation
opportunities and aesthetics of private and community forests. Services include
information, technical assistance, financial
incentives and regulation. The Private Forests Program implements the authority
vested in the Board of Forestry and the State Forester through the following
statues:
• ORS §527.610 through §527.992 – Oregon Forest Practices Act
• ORS §315.104 - Reforestation Tax Credit
• ORS §321.367 - Inspect and report underproductive and other unmanaged
forestlands to the county assessor.
• ORS §526.425 to §526.465 - Nonindustrial Private Landowner Assistance
(Woodland Management Act of 1979)
• ORS §526.700 to §526.775 - Forest Resource Trust.
• ORS §526.780 – Forestry Carbon Offsets.
• ORS §527.310 to §527.370 - Integrated Pest Management.

The vision of the program is to deliver value to our customers so that both
landowners and the public willingly accept and support active forest management
for resilient forests and a diversity of outcomes that produce a sustainable flow of
economic, social and environmental values as a better alternative to conversion
of forestland to non-forest uses. The mission of the program is to produce value
for our customers so that they willing comply with forest practice regulations and
invest in active management to produce a diversity of outcomes that supports
achievement of the Forestry Program for Oregon. Value is delivered through an
integrated program based upon healthy and resilient forest conditions, efficient
science-based forest practices, globally competitive economic returns, a range of
incentives, technical assistance, coordinated state resource policies, and
continuous learning and improvement.

The regulatory component of the program includes the Forest Practices Act
(FPA). The FPA provides exclusive authority to the Board of Forestry to establish
standards for forest practices and develop comprehensive administrative rules
regulating forest operations for the state’s economic well-being and
environmental protection. This program does the on-the-ground administration of
the Forest Practices Act and rules adopted by the Board of Forestry, The 1999
Oregon Legislature codified a number of the state's watershed management and
enhancement programs, including the Forest Practices Act into the Oregon Plan
for Salmon and Watersheds at Oregon Revised Statutes (ORS) sections 541.351
to 541.420.
                  Oregon Dept of Forestry Employee Handbook                        6
The purposes of the FPA are to regulate timber harvesting, road construction and
maintenance, treatment of slash following harvest, use of forest chemicals and
reforestation on 11 million acres of non-federal forestlands so that

• Forest tree species will continue to be grown, maintained and harvested on
private forestlands as the leading use.
• Forest practices are consistent with sound management of soil, air, water, fish
and wildlife resources. Forest burning is regulated by the program’s smoke
management sub-program to protect air quality.
• Public safety addresses forest practice issues that could precipitate rapidly
moving landslides.

Assistance is provided to help forestland owners identify and develop
management strategies that increase forest growth and harvest, and provide
improved wildlife habitat, water quality, and other forest related public values.
The program promotes forest health and natural resource protection. Technical
and financial assistance is provided to family forestland owners. This assistance
addresses a wide variety of forestry related projects, including afforestation,
reforestation, non-commercial thinning, hazardous fuel reduction, riparian
enhancement, wildlife habitat improvement, watershed protection, wildfire
rehabilitation, insect/disease management, stewardship planning and forest tax
programs. The program works to ensure that Oregon’s forests provide diverse
social and economic outputs and public benefits in a fair, balanced, and
efficient manner. It maintains and enhances the productive capacity of Oregon’s
forests to improve the economic well being of Oregon’s communities, and
protects, maintains, and enhances the health of Oregon’s forest ecosystems
within a context of natural disturbance and active management.

Across Oregon, stewardship foresters administer the Forest Practices Act and
provide the technical and financial assistance to forest landowners. Stewardship
foresters encourage and assist landowners in implementing a range of Oregon
Plan for Salmon and Watersheds voluntary measures to restore and enhance
salmon habitat. The Oregon Plan has already stimulated millions of dollars in
investments and restoration of thousands of stream miles. Passed into law by the
Legislature in 1997 with strong bipartisan support, the Plan works to hold
Oregonians from all walks of life accountable in addressing water
quality, watershed health and the problems of native salmonids statewide.
Stewardship foresters often spend their time providing forest landowners with
technical assistance regarding stream crossing upgrades and road construction
and maintenance to prevent run-off and sedimentation into streams, thereby
protecting water quality. Headquarters staff assesses program needs; develops
policies, procedures, and “best management practices,” provides direction on
complex resource issues; and prepares technical and procedural guidance to
encourage consistent implementation of the rules statewide. Headquarters staff
also maintains central information systems; develops and conducts program level
training; issues all civil penalty and other formal enforcement actions; and
manages judicial review and quasi-judicial review proceedings. The program’s
forest health and monitoring unit designs and conducts program compliance
                  Oregon Dept of Forestry Employee Handbook                         7
and rule effectiveness monitoring, and conducts annual aerial surveys for insect
and disease outbreaks.

Forest Resources Planning Program
The mission of the Forest Resources Planning Program is to:
 • Lead strategic planning
 • Provide credible and objective analyses for the Board of Forestry and the
    Department of Forestry, and
 • Actively promote policies that encourage sustainable forest management
    and further the strategies and actions of the Forestry Program for Oregon on
    all Oregon forestlands.

The program provides staff support and expertise to the Board of Forestry, the
department's Executive Team, other department programs and external
customers. The section has a proven record of providing high level and high
quality technical and policy analyses and is recognized throughout the Oregon
forestry community as a source of credible information on forestry-related
issues. The Objectives of the program are to:
• Anticipate trends and provide visionary ideas for forestry decision-makers in
    Oregon to help them reach the Board of Forestry's vision of sustainable
    forestry,
• Provide specialized policy and planning services to Oregon's forestry
    leadership in accordance with direction from the State Forester, and
• Provide quality information about forestry in Oregon to decision-makers in
    accordance with direction from the State Forester.

Program strategies include:
 • Assisting the board in implementing the 2003 Forestry Program for Oregon
    and Oregon Indicators of Sustainable Forest Management used to measure
    progress towards sustainable forest management in Oregon.
 • Working to earn public support for sustainable forestry.
 • Assisting the department in strategic thinking and in revising its agency
    strategic plan and performance measures, consistent with the Forestry
    Program for Oregon.
 • Providing technical assistance to other department programs, including
    developing coordinated policies, and taking the lead on forest policy topics
    that affect multiple department programs.
 • Providing quality information, policy, planning services and visionary ideas
    for forestry decision-makers.
 • Continuing to build and refine forest resource assessment tools, moving
    toward true integrated, statewide, landscape-scale capability to assess
    conditions, trends, opportunities, and barriers.
 • Playing an active role in influencing federal land management policies in
    Oregon to achieve state and federal goals.
 • Providing leadership when working with other state agencies and private
    organizations on forest sustainability, land use, forest health, and economic
    development policies.


                  Oregon Dept of Forestry Employee Handbook                         8
Human Resources Administration

The Human Resources section is responsible for providing direction, guidance,
and assistance to employees and management on HR issues, training and safety
matters. The section is involved in policy development and implementation,
contract interpretation, recruitment and selection, position classification;
EEO/Affirmative Action planning; compensation and benefits; labor relations;
employee recognition programs, safety compliance; accident investigation;
workers compensation claims, injured worker programs and wellness program
coordination.

Employment/Types of Service
Most of the following comments on employee selection, status, working
conditions, rights, and benefits are presented as general information that apply in
most cases. However, there may be specific situations that don't fit these
descriptions. In those cases the employee should ask their supervisor, consult
the appropriate Department, Directive/Human Resource Rules, Collective
Bargaining Contracts, or phone the Human Resources Office in Salem to obtain
the needed information. Also, it should be noted that since many of the following
procedures are governed by collective bargaining contracts, they are subject to
change. This Employee Handbook is NOT a contract for employment.

Oregon law provides for various types of employees in State service, Forestry
has three of these: executive service, management service, and represented
employees. Executive service employees are those who are appointed by the
director of the Department with the approval of the Governor to serve on a board,
commission or an agency executive staff. Management service employees are
those who, because of their managerial or confidential work assignments, are not
eligible to belong to a union. Represented employees are those who are eligible
to belong to a union.

There are two unions that have collective bargaining contracts that affect the
Department. These are the Service Employees International Union (SEIU), which
represents most of the Department's employees, and the Association of
Engineering Employees (AEE), which represents the communication employees
and some engineering employees. Union Stewards may be assigned to your
work unit, and they can provide information about union membership.

Employees who are eligible to join a union have the right to either join or not join
depending on their preference. However, all represented employees will pay "fair
share" to the Union in lieu of dues if they elect not to join.

Human Resource practices regarding employment and other working conditions
for represented employees are determined by collective bargaining contracts,
while personnel rules for management service and executive service personnel
are determined by the Department of Administrative Services (DAS). In addition,
the Department issues directives which set Department human resource policy
as well as clarify many of the personnel rules and contract requirements.


                    Oregon Dept of Forestry Employee Handbook                          9
Trial Service
All new or promoted employees are required to serve a trial service period. The
trial service period is an extension of the selection process and is used to
determine if the new employee is capable of learning and adequately performing
the functions of the job. A performance evaluation is done before the end of the
trial service period at which time the supervisor determines if the new employee
should or should not be granted regular status with the Department. Permanent
full time employees complete trial service at the end of six months (1,040 regular
work hours). Part time and Seasonal employees will be considered to have
completed the trial service period when they have worked a total of 1,040 hours,
this will take one or more seasons.

Performance Appraisal/Position Description
All Department employees are evaluated annually. Trial service employees are
evaluated at six months, one year from the date of initiation of work and then
annually thereafter. The appraisal process consists of the development and
review of the following: position description, performance objectives for the year
ahead, progress review discussions for year just completed an individual learning
plan for the year ahead, and the completion of an evaluation form on the past 12
months. The system used for this evaluation emphasizes appraisal of on-the-job
activities and reviews employee accomplishments in relation to previously
established goals and objectives.

A position description contains a written list of duties and responsibilities
assigned to a position. Your supervisor will provide you with a written position
description outlining the duties, responsibilities and working conditions of the
position you hold. Your position description is the basis for the proper
classification of your position. Your position description should be reviewed each
year in conjunction with your annual performance appraisal.

A copy of the position description and performance evaluation will be given to each
employee.

An Individual Learning Plan (ILP) is a series of training goals and objectives
which help employees formulate a plan that will guide them toward reaching their
full potential. The ILP may include formal training as well as developmental
opportunities. It is Department policy to provide training and career development
opportunities. Employees review their ILP with their supervisor on a yearly basis
as part of the employees’ performance appraisal process.

The performance appraisal is a written record of the major work accomplished by
the employee during the report period and includes any developmental activities
in which the employee was involved, any special goals that were worked on and
any deficient performance that may have occurred.

Personnel Files
The Human Resources Office maintains the official personnel file for each
Department employee. This file contains your employment application, personnel
actions, performance appraisals, letters of commendation, etc. These records
                   Oregon Dept of Forestry Employee Handbook                          10
remain confidential and available only to the Human Resources office and the
employee's supervisor. However, employees may request permission to view
their files by contacting the Human Resources Office. Some information in your
file is considered public information, such as your classification, salary rate, work
phone number, date of hire and date of separation. The Americans with
Disabilities Act requires all medical information be kept in a separate confidential
file.

Any time an employee changes residence they should immediately complete a new W-4
form and send the completed form to the Human Resources Office.

Hiring
When the Department has a position to fill, a recruitment process is initiated. All
application materials are reviewed to determine which applicants appear to best
fit the needs of the position. A list of qualified applicants is created, and the top
few are invited to interview. All interviews are job-related with the questions
formulated to further determine which of the applicants is best suited for the
position. Position assignment types are: Permanent (Full time/Part Time),
Seasonal, Limited Duration, or Temporary.

Agency Promotion and Transfer
The Department encourages employees to broaden their experience and
background by seeking promotions and transfers as vacancies occur.
Announcements informing employees of Department promotion and transfer
opportunities are published by the supervisor or the Department's Human
Resources Section as vacancies occur. These announcements are distributed by
electronic mail. Interested employees must apply for the position and go through
a selection process that will include an evaluation of their experience and training
and an interview.

Interviewing
Permanent, limited duration and seasonal employees may use paid work time for
job interviews with this agency and up to two hours paid work time to interview
for positions in other state agencies. This includes travel time. No per diem or
reimbursement for other expenses, including travel expenses is allowed.

Classification Plan
Jobs that have related duties, responsibilities, and experience or educational
requirements are usually grouped together in common classifications. Each job
classification has a sample list of the types of duties and responsibilities called
class specifications. Class specifications are frequently used to establish salary
levels, determine the proper level of a position, select employees, and carry out
Human Resources transactions such as transfers, promotions, reclassifications,
etc.

Compensation Plan
Salaries are determined by a compensation plan consisting of salary ranges
established by the Oregon Department of Administrative Services. The plan is


                   Oregon Dept of Forestry Employee Handbook                        11
influenced by the Collective Bargaining process, recommendations from the
Governor's office and from the Legislative Assembly.

Salary ranges include from three to ten steps, with the majority having eight. The
difference between each step in a range is approximately five percent. Normally
a new employee starts at the first step, and if the employee's performance is
satisfactory, they advance one step each year until reaching the top of the range.

When an employee promotes they receive a one-step increase and will complete
a new trial service period. After completion of promotional trial service, they
receive a one step increase.

Right to Due Process
"Due process" in the Department of Forestry means that employees have a right
to appeal when involved in grievance, discipline, dismissal or harassment
situations.
           • Complaints. If an employee feels they have been treated unfairly,
             they are encouraged to discuss the problem with their supervisor
             and resolve it informally at the supervisory level whenever possible.
           • Grievances. Grievances are alleged violations of a collective
             bargaining contract article and no other violation. Employees have
             the right to file a grievance without fear of retaliation or harassment.
             Before filing a grievance, an employee is encouraged to try to
             informally discuss and resolve the problem with their supervisor.
           • Discipline. An employee can be disciplined "for cause". A process
             of progressive discipline will usually be applied in which employees
             are given time to change their behavior or correct their errors.
             Employees who feel they have been disciplined unjustly have the
             right to appeal the discipline through the established grievance
             procedure.
          •   Dismissal. The Department has the right to remove an employee
              who, during initial trial service, is unable or unwilling to perform job
              duties satisfactorily. Regular status employees, however, may only
              be dismissed "for cause". A "for cause" dismissal will include a pre-
              dismissal hearing in which the employee is given an opportunity to
              refute the charges and/or present evidence of mitigating
              circumstances. The employee is entitled to representation during
              this hearing. For employees represented by a Union, the Union is
              the employee's sole representative in these matters.

Management Service employees may have a representative of their own choice
during such proceedings.

Working Conditions and Expectations

The Work Environment
The Department is committed to having a diverse, well-trained and motivated
workforce. In order to achieve this goal we must maintain a work environment
                  Oregon Dept of Forestry Employee Handbook                         12
that encourages employees to reach their full potential. Quality communication is
essential.

To ensure that appropriate behaviors and communication are supported, the
department has adopted “Working Guidelines,” that are statements of behavior,
which when accepted, supported and followed by employees will improve the
flow of useful information and create an effective, respectful and trusting work
environment.

Therefore, it is the policy of the Department that all employees will strive to use
the behaviors outlined in the "Working Guidelines" so as to improve the flow of
useful information and create a climate for increased effectiveness and
enjoyment of work. A copy of the working guidelines will be provided to you and
the guidelines are also included on the inside of the back cover of this
handbook or online in the Human Resources webpage.

In addition, the Department has the following policies to ensure that all
employees understand the climate we wish to achieve and expected on the job
behaviors.

       1. Harassment or discrimination of anyone, employee or customer, will not
       be tolerated. All employees play a vital role in ensuring a discrimination-
       free work place. Employees who feel they have been harassed or
       discriminated against are required to bring such behavior to the attention
       of Department management so that the issue may be resolved.

       2. Provide equal opportunity in all employment activities regardless of
       race, religion, national origin, age, gender, marital status, sexual
       orientation, and physical or mental disability. Specific policies addressing
       topics such as affirmative action, reasonable accommodation for persons
       with disabilities, sexual harassment, harassment/violence free workplace,
       etc. are available for your review.

All of these efforts are aimed at making the Department of Forestry the
"Employer of Choice" in state government, an agency all employees enjoy
working for.

Diversity
Forestry recognizes that a workplace is comprised of individuals from different
cultures, backgrounds, values and beliefs. This Agency promotes originality,
innovative problem-solving approaches, and fresh perspectives in fulfilling the
agency mission. The Agency expects that every employee will proactively
support diversity initiatives and actions in providing a welcoming work
environment for all employees.

Americans with Disabilities Act (ADA)
The Americans with Disabilities Act (ADA) was enacted in 1990 to grant full
accessibility for people with disabilities to employment, public facilities and public
programs. The ADA requires employers to provide reasonable accommodations

                   Oregon Dept of Forestry Employee Handbook                        13
to qualified persons with disabilities to assist them in performing the essential
functions of their position.

Reasonable Accommodation
The Department of Forestry will provide reasonable accommodation to
employees with disabilities, except where such an accommodation would create
an undue hardship on the Department.

        Procedure for requesting an accommodation: An individual with a
        disability may make a request for reasonable accommodation to their
        supervisor. Upon receipt of an accommodation request, the supervisor
        will meet with the requesting individual to discuss and identify the precise
        limitations resulting from the disability and identify the potential
        accommodation the Department might make. The supervisor will work
        with the Human Resources Office to review the accommodation request
        and provide feedback to the employee regarding the accommodation.
        The law requires all information about a person’s disability to be kept
        confidential.

Department Safety Program
It is the goal of the Department to provide a safe work environment for all
employees. To accomplish this, the Department has established safety as a
shared responsibility and developed an extensive safety program aimed at
preventing accidents and eliminating unsafe conditions. All employees are
expected to be familiar with their District's Safety and Wellness Plans.

The District Safety and Wellness Plans contain:
          • Emergency Contact Information
          • Specific safety responsibilities
          • First aid information
          • Safety and wellness resources
          • Accident reporting instruction
          • Emergency Action Plans
          • Safety policies
          • Personal health and safety guidelines
          • Hazard Communication and Hazardous Materials information
          • Information on Personal Protective Equipment (PPE) for specific
              job duties

In addition to the Safety Plans there are Job Hazard Analysis' (JHA) for
identification of hazardous circumstances in the work environment. These JHAs
are available in your work unit for your review and understanding.

The following is a list of employee responsibilities for this program:

         • Employees are required to report any unsafe working condition,
         personal accident or injury and any type of equipment damage or
         unsafe condition to a supervisor immediately.

                  Oregon Dept of Forestry Employee Handbook                         14
         • Employees are expected to have a positive attitude toward safety.
         Statistics indicate that the majority of injury accidents are caused by
         individual behaviors. To overcome this problem, the Department
         regularly holds safety meetings aimed at developing a positive attitude
         toward safety. Contact your supervisor to learn about the membership
         and activities of the Safety Committee for your work location.

         • Employees have a responsibility for their own safety which includes
         using all required safety devices (PPE) such as hard hats, seat belts,
         eye and ear protection, etc; notifying supervisors of any personal or
         physical condition which might affect safety such as: drowsiness,
         faintness, or other illness. Employees who take legally prescribed
         medication that may adversely impact their ability to perform their work
         safely are required to notify their supervisor of the duties which pose
         risk and the duration of the adverse impact.

         • The Department has placed first aid kits and fire extinguishers in key
         locations. All employees should familiarize themselves with the
         locations and content of the first aid kits, and the location and
         instructions on how to use the fire extinguishers. In addition, the
         Department encourages all and requires some of its employee to be
         trained in first aid and CPR. Department employees who have this
         training are encouraged to provide first aid and CPR as needed and
         within the scope of their training. Automated External Defibrillators
         (AEDs) are now found at some locations. Employees are encouraged
         to be trained in the use of this life-saving device.

         • All employees who drive a vehicle as part of their duties must possess
         an acceptable driver's license. An acceptable driver's license is a
         regular, temporary, or commercial license that is lawful, current and
         valid. It must be issued by the state or country where the employee
         actually resides. It must be legal to use in the jurisdiction where the
         driver is driving. It must be the type of class or be endorsed as required
         by law for the kind of driving to be done. Employees who are required to
         drive must report immediately to their supervisor any adverse status of
         their driver's license or on-the-job vehicle accidents.



Use of Department Property
Employees have a responsibility to protect and maintain Department property
and to use it only in conjunction with their work. Personal use of state property is
very limited and must be at virtually no cost to the state. Misuse or destruction of
property can result in disciplinary action.

Department property includes but is not limited to the following: buildings,
vehicles, phones, pagers, fax machines, state mail service, computers, copiers,
recorders, transmitters, uniforms, agency credit cards, tools, etc. Specific
                  Oregon Dept of Forestry Employee Handbook                         15
guidelines have been developed on a statewide and local basis regarding the
use of such property. Please become familiar with these guidelines.

Since a majority of employees utilize state vehicles, employees have the
following responsibilities and obligations when driving State vehicles:

       • Obey all State, County, and City traffic laws, including the posted speed
       limit, as well as private road rules.

       • Drive safely and defensively; be physically and mentally fit to drive; be
       courteous at all times; slow down for poor road and/or weather
       conditions; allow a "margin for error"; always use your seat belts.

       • Drive with a valid driver's license that must be in possession. Complete
       required driver training courses every five years.

       • Transport only authorized passengers. Unapproved occupants such as
       friends or family members are not authorized passengers.

       • Do not use Department vehicles for private errands or without proper
       authorization.

       • Do not take vehicles home at night unless you have prior permission.

       • Use discretion where you park when eating meals, etc., particularly in
       regard to restaurants that serve alcoholic beverages.

       • Immediately report all maintenance or repair problems.

       • Stop and assist at accidents and other emergency situations if it is or
       appears to be safe to do so.

Directive 0-3-6-300, Vehicle Safety Policy \\Salem10a\secure\Policy\PDF
Hyperlink\0-3-6-300-03-01-1987.pdf


Technology Usage
All technology used by Department employees including agency computers,
cellular phones, Blackberries, mobile devices, pagers, fax machines or other
components will be used in a responsible manner consistent with DAS and ODF
policies and directives. The Department provides employees with tools and
training to appropriately access the information and technology when you need it.
Every computer at ODF is networked and the entire ODF network is accessible
to any computers connected to the network. Information security is of major
importance to ODF. There are a number of ways security can be compromised
when using your computer, so it is important to understand your responsibilities
when working with information technology. The following bulleted list is a quick
overview of some of the new usage directions. Please note: There are written
directives pertaining to the proper and allowed usage of ODF computer
                  Oregon Dept of Forestry Employee Handbook                          16
technology. You should read all of the IT directives and other applicable policies
as violation of these policies can result in disciplinary action.

    •   State information, computer systems and devices are provided for
        business purposes only and information on those systems is the sole
        property of the State of Oregon.
    •   Personal use of a computer is only allowed during breaks or non-work
        hours.
    •   Employees may view any site that does not conflict with State guidelines
        on professional conduct.
    •   Personal purchases/financial transactions cannot be completed on the
        ODF network but viewing is allowed.
    •   No game playing is allowed on ODF IT Systems.
    •   Software downloads for business purposes must comply with IT
        parameters.
    •   Privately owned devices are not to be connected to the State network.
    •   Systems shall not be used to intentionally view, download, or retrieve or
        send any information which is harassing or threatening, obscene,
        pornographic, sexually explicit or discriminatory, facilitates gambling or
        contains offensive humor.

DAS Policy on Acceptable Use of State Information Assets.
State Policy 107-004-110.
 ODF 180-Day Directive on Acceptable Use of State Information Assets at
\\Salem10a\secure\Policy\Word\0-7-1-020-05-01-2008.doc
Appropriate Use of Blackberry and/or Blackberry-like Devices
 \\Salem10a\secure\Policy\Word\0-7-1-010-12-01-2007.doc


ODF uses Microsoft Outlook as its electronic mail system, and also as a personal
information manager. It has the ability to do e-mail, calendars, and task
managing. The Department of Forestry utilizes many of Outlooks advanced
features to make work more efficient around the department. At the Salem office
you can reserve motor pool cars and conference rooms electronically through
Outlook. Reservations for public meeting rooms in Salem for other agencies or
shareholders should be coordinated through the Agency receptionist.
It is important to understand how to use your email to effectively communicate
with others. Remember email is a public record and governed by the same
records retention and public records laws.

The Department has an electronic homepage for employee reference. The
address for the ODF homepage is http://159.121.11/internal . This is an internal website
that provides links to all ODF Program Services, Field and Miscellaneous Links
to Directives, Rules and Statutes, Directories, Accident Reporting, and the State
Jobs page. Many questions you may have can be answered through our specific
program websites.

Smoke-Free Workplace
Smoking is prohibited in all state buildings, all conference and meeting rooms,
restrooms, hallways and areas where there is public access. All state vehicles


                     Oregon Dept of Forestry Employee Handbook                       17
are designated no-smoking. Check with your supervisor to find the area where
smoking is allowed at your work location.

Drugs and Alcohol in the Workplace State HR Policy 50.000.01
The Department of Forestry is responsible to its employees and the public for
providing a work environment free from the effects of drugs and alcohol. The
unlawful manufacture, distribution, dispensing, possession, or use of a controlled
substance is prohibited in the workplace. Violations will not be tolerated and may
result in immediate disciplinary action up to and including termination.

Alcohol/Controlled Substance Testing \\Salem10a\secure\Policy\Word\0-3-9-
000-07-01-1995.doc
If your job duties require the possession of a Commercial Driver’s License (CDL),
and require you to perform safety sensitive functions as defined by USDOT
regulations you will be required to participate in the Department’s federally
mandated, USDOT approved alcohol and drug testing program. This program is
administered through a private contractor and requires that operators of
commercial motor vehicles be subject to random, reasonable suspicion, post
accident, return to duty, and follow up testing for alcohol and controlled
substances.

Possession of Firearms \\Salem10a\secure\Policy\Word\0-3-6-010-07-01-
1996.doc
It is the policy of the Department that no firearm of any kind shall be permitted at
any time on the premises of any building or property owned, operated, leased,
occupied or controlled by Forestry. Firearms are not permitted to be carried on
the person of any employee conducting state business or in any vehicle used for
state business. This includes Department-owned vehicles, private vehicles, or
aircraft used for Department business. This policy applies even if you possess a
valid concealed weapons permit issued by the State of Oregon or any other
State.

Maintaining a Professional Workplace Policies State HR Policy 50.010.03
It is the policy of the State of Oregon to create and maintain a work environment
that is respectful, professional and free from inappropriate workplace behavior.
Unwelcome or unwanted conduct or behavior that causes a negative impact or
disruption to the workplace or the business of the state, or results in the erosion
of employee morale and is not associated with an employee’s protected class
status.

Examples of inappropriate workplace behavior include but are not limited to
comments or behaviors that disparage, demean or show disrespect for others in
the workplace. Defined inappropriate behavior does not include performance
management feedback or disciplinary actions.

Discrimination and Harassment-Free Workplace State HR Policy 50.010.01
The State of Oregon is committed to a discrimination and harassment free work
environment. The Discrimination and Harassment-Free Workplace policy outlines

                  Oregon Dept of Forestry Employee Handbook                       18
types of prohibited conduct and procedures for reporting and investigating
prohibited conduct.

Workplace harassment may include:
         • Unwelcome, unwanted or offensive conduct based on or because of
            an employee’s protected class status.
         • Harassment occurring between a manager/supervisor and a
            subordinate.
         • Between employees, and among non-employees who have
            business contact with employees.
         • A complainant does not have to be the person harassed, but could
            be a person affected by the offensive conduct.
         • Examples of harassing behavior include, but are not limited to,
            derogatory remarks, slurs and jokes about a person’s protected
            class status.

Violence-Free Workplace State HR Policy 50.010.02
It is the policy of the Department that no violence of any kind is permitted at any
time at any location where the work of the Department is being conducted. This
includes, but is not limited to, any building or property owned, operated, leased,
occupied or controlled by Forestry, any location or ownership under the
Department’s regulation, or any location where an employee is directed to be.
Prohibited acts include behavior that to a reasonable person is intimidating,
hostile, threatening, violent, abusive or offensive. Such behavior can include oral
or written statements, gestures, or expressions that communicate a direct or
indirect threat or physical or psychological harm. Also prohibited are acts that
express or are reasonably perceived to express intent to cause damage to
property. Employees who commit such acts may be removed from the premises
and may be subject to disciplinary action, up to and including dismissal,
criminal penalties, or both.

The Department will respond to workplace violence appropriately where
individuals other than employees are concerned. Appropriate actions may
include referral to appropriate law enforcement authorities that may result in
criminal charges.

Workplace Effects of Domestic Violence, Sexual Assault and Stalking
http://egov.oregon.gov/DAS/HR/docs/advice/P5001004.pdf
The State of Oregon believes in providing a safe workplace for all employees and
will provide for reasonable safety measures and support for employees who are
victims of domestic violence, sexual assault or stalking. Statewide policy
50.010.04 works in alignment with other violence and discrimination policies to
address this issue.

As an employee you should be aware that the department can provide you with
confidential support and resources as well as training on these issues to help you
if you or your child are a victim of domestic violence, sexual assault or stalking.


                  Oregon Dept of Forestry Employee Handbook                      19
Employees may confidentially self-disclose and/or request support or referral
information to appropriate victim advocacy providers. Although individual
requests for support should not pose undue hardship for the Agency, support
may include: Work schedule flexibility, changing phone numbers, change of
workstation, providing appropriate informational resources, providing unpaid
leave to deal with personal safety, health appointments, legal matters, or time
needed for the protection of minor child who may have be the victim of assault.

This policy prohibits discrimination and retaliation against any employee that is a
victim of domestic violence, sexual assault or stalking, or because of their
request for any provisions of this policy. This policy also prohibits the threat or
commission of domestic violence, sexual assault or stalking by agency
employees during work hours or at agency-sponsored events.

Political Activity
The law prohibits public employees from spending time during working hours to
promote or oppose candidates or ballot measures. Specifically, according to
Oregon law, "no public employee shall solicit any money, influence, service, or
other things of value or otherwise aid or promote any political committee or the
nomination or election of any person to public office while on the job during
working hours." Department employees have the right to express their personal
political views, but may not engage in political activity at work.

Before engaging in any political activity, you should contact your
supervisor for details regarding the restrictions that apply to you and your
situation.

Conflict of Interest/Outside Activity
Employees should avoid getting involved in any outside activities that could be
interpreted as a conflict of interest with their job. Employees are allowed to
perform work outside their regular job providing it does not interfere with their
efficiency and effectiveness on their regular job, or conflict with their assigned
duties.

Oregon Law provides that no State employee, officer, or member of the
Legislature may engage in any transaction where a person acting in a capacity
as a public official takes any action or makes any decision or recommendation,
the effect of which would be to the person's private benefit or detriment.
In addition, ORS 244.040 states "no public official shall use his official position or
office to obtain financial gain for himself, other than official salary, honoraria or
reimbursement of expenses, or for any member of his household, or for any
business with which he or a member of his household is associated".
Before engaging in any activity that might be a potential conflict of interest,
employees should contact the Department's Human Resources staff.

Ethical Behavior
Every Department employee is responsible for upholding the public trust and
ensuring that their actions advance the public interest and are compatible with


                   Oregon Dept of Forestry Employee Handbook                         20
the public good. If you find yourself in a situation where you are unsure whether
the action you take is ethical or not, consider the following questions:

       1. Is the action legal?
       2. Does it comply with the Department’s values?
       3. If you do it, will you feel bad?
       4. How will it look in the newspaper?
       5. Is it something you could say or do in front of your co-workers or
       supervisor?
       6. Is it wrong? - If you know its wrong, don’t do it!

If you are not sure, ask and keep asking until you get an answer.

Regular Work Week
The normal work week is an eight-hour day, five-day work week with two
consecutive days off. Supervisors have the authority to determine work
schedules for employees within the work week.
At the request of an employee and when such request meets the needs of the
Department an employee may be placed on an alternative schedule. An example
is working 7:30 a.m. to 4:30 p.m. instead of the normal 8:00 a.m. to 5:00 p.m.
schedule.

Lunch and Rest Breaks
State law requires and the Department grants rest breaks twice daily. Employees
are entitled to a paid 15-minute rest break for every four hours worked with the
break taken as close as possible to the midpoint of the four hour segments.
State law also requires that during an eight hour shift, every employee receive an
unpaid lunch break of at least 30 minutes. The Department grants unpaid lunch
breaks of 1 hour. The only exception to the State laws requiring breaks and
lunches is during the course of emergency operations.

Inclement Weather/Office Closure
In rare instances, the Department may close offices due to inclement weather. If
your office is closed after the beginning of the work-shift and you’re released by
your supervisor, you’ll be paid for the rest of your work-shift.
If the Department closes the office before the beginning of the work-shift, you
shall be authorized to use accrued vacation, personal leave, compensatory time,
or leave without pay. Employees who are FLSA exempt (not eligible for overtime)
are not required to use their accrued leave.

Notification of office closure will be through the local news media
(radio/television).

If your office is open, but you choose to stay home because of bad weather, you
may request use of vacation, personal leave, or compensatory time to cover the
lost work time. Employees who are FLSA exempt (not eligible for overtime) must
use accrued leave in this instance.



                  Oregon Dept of Forestry Employee Handbook                     21
Unexcused Absences
Each employee in the Department is an important member of a work team that
requires his/her presence to ensure effective performance. If you must be late or
absent, some adjustment of the work may be necessary.

You are required to phone your supervisor as soon as possible before the
beginning of your shift whenever you anticipate being late or absent. Failure to notify your
supervisor will result in you being placed on unauthorized leave without pay, which could
result in disciplinary action.

Personal Appearance and Uniforms
Discretion in style of dress and behavior is essential to the efficient operation of
the Department. Therefore, employees are required to be neat and clean and
dress in appropriate attire for the work they are performing.

It is the policy of ODF to reimburse (a fixed amount- see Bargaining Agreement)
employees for the purchase and/or repair of boots for those required to wear them
because of the nature of their work, as well as provide raingear, based on their
working conditions.
Uniforms shall be worn and provided by the department for employees who are
required to perform work in which a uniform will assist in identifying them to the
public. Such duties include, but are not limited to, law enforcement, fire prevention
and suppression, contract administration, and providing information to the public.
The ODF Directive on Uniform, Boots and Raingear can be found at
\\Salem10a\secure\Policy\Word\0-3-3-380-06-01-2008.doc .

Supervisors will determine which of their employees meet this criterion and they
will inform you of your responsibility to wear the uniform while performing duties
such as those outlined above. If you have any questions regarding uniforms or
boot reimbursements please ask your supervisor.

Customer Service
You are a representative of the Department and the opinion people have about
the Department is greatly influenced by the way you conduct yourself in your
day-to-day contacts and activities. You are expected to treat the public, as well
as all ODF employees and business partners, with courtesy, respect, and
honesty.

Pay and Benefits

Your Pay
Payday in the Department is once per month for permanent employees and twice
per month for seasonal and temporary employees. Generally employees are paid
for overtime the month after the time is reported. For example, overtime worked
in May will be paid in when the May period closes in the middle of June.

All employees normally receive their paychecks on the first of each month.
Seasonal and temporary employees will receive their second check around the
15th of the month. If a "payday" falls on a weekend, you will receive your check

                    Oregon Dept of Forestry Employee Handbook                            22
on the preceding Friday. If "payday" falls on a holiday, you will receive your
check on the day before the holiday, except in the case of January 1, which
requires payment on the first workday of the new year.

If you do not receive your check or you think there is an error, notify your payroll clerk or
Salem Payroll immediately.

On payday you will receive an Employee Statement of Earnings (like the one
below). This will not only show the wages and payments you received, but also
the taxes and other voluntary deductions that are paid on your account. The
bottom of the statement will show leave balances and leave usage. You should
check the deductions itemized on your pay stub each and every payday to be
sure they are accurate. Questions about deductions should be addressed to your
payroll staff.




Fair Labor Standards Act (FLSA)
All positions are required to be designated as either non-exempt or exempt. If
your position is designated as a non-exempt, you are eligible to receive overtime
compensation. If your position is exempt and you are represented by a Union you
are eligible for overtime at the rate of one for one. During fire season if you are
an exempt employee and are relieved of your regular duties and assigned to a
fire, you may be eligible to receive overtime compensation at the 1.5 rate during
the time you are performing fire-related duties if you meet the eligibility
requirements contained in the contract or DAS policy.

Overtime
Overtime is generally time worked either in excess of eight hours per day or 40
hours per week unless an employee is on a special work schedule. If you are on

                    Oregon Dept of Forestry Employee Handbook                               23
a special or alternate work schedule, overtime is calculated based on hours
worked or the scheduled regular number for the day or 40 hours in the work
week. Non-exempt employees who are eligible for overtime compensation are
paid at the rate of time and one-half the employee's regular rate. Compensation
for overtime will be paid in cash or compensatory time; SEIU represented
employees have an option of accumulating a maximum of 120 hours
compensatory time.

Employees wanting to accumulate compensatory time in lieu of cash must
express this preference in writing. This can be done by either completing a request form
or documenting it on the time sheet.

Overtime compensation for employees varies depending on their classification
and union representation. Certain classifications within the Department are not
eligible for overtime. Questions about overtime should be addressed to your
supervisor or payroll staff.

Time Reports
Non-exempt employees of the Department are required to submit Daily time
reports. Exempt employees submit a monthly leave summary report. Time
reports include hours worked, leave time taken, overtime worked, and may show
special projects worked on. All employees have access to ODF Employee Time
to facilitate and standardize time reporting. Seasonal employees without
computer access will complete manual time reports. Please ensure that your
time reports are accurate and submitted promptly. Falsification of a time record is
grounds for disciplinary action, up to and including termination.

Hours are calculated on a 24hr (military) time clock. Record time based on a 24
hour clock, with time rounded to the nearest ¼ hour. For example 2:30pm would
be recorded as 1450. Fifteen minutes = 0.25; Thirty minutes = 0.50; Forty-five
minutes = 0.75.
The work week begins at 0001 Monday and ends at 2400 Sunday. With a
standard workday from 0800 – 1700 (8am-5pm) Time worked within each 24
hour period is to be recorded on that day.

Pay codes designate your time. Some standard codes are: RG – regular work;
SL – sick leave; HO – holiday; VA – vacation leave. There are codes specifying
types of leave and overtime hours, please contact your payroll clerk for a list of
codes, or any questions you may have.

Project coding on your time sheet is used when working on a specific project or
incident. This coding defines the funds that cover the payroll expense. This will
be a numeric coding. Your supervisor or payroll clerk will advise you what coding
to use.

Travel and Other Expenses
Employees who are authorized in advance to travel for the Department will be
reimbursed for their expenses at the current approved rate in accordance with
collective bargaining agreements and rules. Normally, this reimbursement covers

                   Oregon Dept of Forestry Employee Handbook                           24
such things as meals and lodging. However, employees may be reimbursed for
miscellaneous expenses such as bridge tolls, parking fees, and business-related
phone calls, postage, emergency equipment and supplies, etc., with proper
documentation.
During fire and other emergency situations, the Department will provide meals
and lodging to the employee upon arrival at the fire camp or other emergency
site. Thus, employees would only claim expenses incurred traveling to or from
camp.

Employees in positions involving extensive travel should be familiar with the
Expense Account Rules. In addition, questions regarding reimbursement for
travel and other expenses may be addressed to the employee's immediate
supervisor.

Holidays, Vacation, and Other Leave

Holiday Leave There are nine statutory holidays that are recognized by the
Department. They are:

      New Year's Day
      Martin Luther King Jr.'s Birthday on the third Monday of January
      President's Day on the third Monday in February
      Memorial Day on the last Monday in May
      Independence Day on July 4
      Labor Day on the first Monday in September
      Veteran's Day, November 11
      Thanksgiving Day, the 4th Thursday of November
      Christmas Day, December 25

When a holiday falls on a Saturday, the preceding Friday will be the recognized
holiday; when a holiday falls on a Sunday, the following Monday will be the
recognized holiday.

Holidays that occur during vacation or sick leave will not be charged against such
leave. Also, employees required to work on an official holiday will receive
compensation in accordance with the Department's holiday pay policies.

Vacation Leave Full-time employees are credited with vacation leave after
having worked for the Department for six full calendar months. During the first
five years of employment employees earn a minimum of eight hours vacation per
month. Vacation rates increase at five-year intervals thereafter.

Subject to the operating requirements of the Department and supervisory
approval, employees are allowed to take their vacations whenever they wish.
Employees do not have to take all of their vacation at one time. If two or more
employees request the same period of time for vacation leave and the matter
can't be resolved by mutual agreement, the employee having the greatest length
of service with the Department will be granted the time off. Questions about


                  Oregon Dept of Forestry Employee Handbook                     25
vacation scheduling should be addressed to the employee's immediate
supervisor.

Vacation Accrual Chart (from SEIU Collective Bargaining Agreement Article 66)
    Length of State Service:                   Vacation Accrual Rate:

      After 6 months (min. 1040 hrs) thru            12 workdays for each 12 full
      the 5th year/5th annual season or 60           calendar months of service
      months.                                        (8hrs/mth)

      After 5th through 10th year; 5th               15 workdays for each 12 full
      through 10th annual season or 60th-            calendar months of service (10
      180 months.                                    hrs/mth)


Accrual rates increase for 10 – 15th yr, 15 – 20th yr and so on, see the Bargaining Agreement for
rates.

Sick Leave After one full month of employment an employee is credited with
eight hours of sick leave and will continue to earn eight hours per month as long
as he/she works for the Department. If the employee works less that a full month,
the amount of sick leave accrued will be pro-rated. This sick leave is provided as
an insurance against loss of income when an employee is unable to work for
reasons such as illness, injury, necessary medical or dental care, or must be at
home to attend to a member of the immediate family who is ill.
Employees are encouraged to accumulate as much sick leave as possible to
ensure adequate coverage should it be needed. Abuse of sick leave will not be
tolerated and may result in discipline.

All employees are required to notify their supervisor prior to the beginning of their shift if
they are unable to come to work because of illness.

Under some circumstances, an employee may be required to produce a
certificate from a physician verifying that the employee has been ill and is now
able to safely return to work.

Bereavement Leave Employees are eligible for up to 24 hours for full time
employees and a pro-rated portion for less than full time employees of
bereavement leave to discharge the customary obligations arising from the death
in the immediate family of the employee or employee's spouse.

Personal Leave After completion of trial service, regular status full-time
employees are granted 24 hours of personal leave each fiscal year, part-time
employees receive a prorated portion of the 24 hours. This leave may be used
for any purpose the employee desires at a time mutually agreeable to the
Department and employee. This leave cannot be accumulated from year to year,
and must be used within the fiscal year granted. Full-time regular status
employees covered by the AEE contract receive an additional 24 hours of


                     Oregon Dept of Forestry Employee Handbook                                  26
vacation leave accrued as follows: 12 hours on February 1 and 12 hours on July
1.


    FMLA - Family and Medical Leave Act. Qualified employees may be
    granted FMLA for the care of a child after birth or adoption or placement with
    the employee for foster care, the care of a covered family member (parent,
    spouse or child) with a serious health condition, or for the employee’s own
    serious health condition. Leaves will be granted for a period of up to 12
    weeks (480 hours) in any 12-month period.

    OFLA - Oregon Family Leave Act. Qualified employees may be granted
    OFLA for the birth of a child, to care for a newly adopted or newly placed
    foster child under 18, to care for a spouse, child, parent, parent-in-law, or
    same-sex domestic partner who has a serious health condition, for the
    employee’s serious health condition, or to care for the employee’s child who
    is suffering from illness or injury which requires home care but is not a
    serious health condition. Leaves will be granted for a period of up to 12
    weeks (480 hrs) in any 12-month period. During this leave, the employee
    may be required to use accrued sick leave or vacation.

    OFLA also covers sick child leave to provide home care for your sick child
    with a non-serious health condition or your spouse’s or domestic partner’s
    child with a non-serious health condition. The child must be 17 years of age
    or younger or be incapable of self-care due to a physical or mental disability.
    The FMLA/OFLA Employee Information Packet is available on the Human
    Resources or Payroll internal websites.

    These federal and state mandated leaves are not to be considered a benefit
    but a protection. As such if an employee has any qualifying time it will be
    coded to FMLA or OFLA as required by law. This is not leave to be used at
    the employee's discretion.


Military Leave Employees who are members of the National Guard or a reserve
component of the armed forces may be entitled to up to 15 calendar days (11
paid days) military leave with pay each year to fulfill their annual active duty
obligation.

Other Leave with Pay Leave with pay may be granted for a number of other
reasons that include: education or training; jury duty; appearance in court as a
subpoenaed witness or in connection with Department duties; appearance at a
grievance or arbitration hearing; to take part in an official search and rescue
operation; transferring from one work station to another; interviewing for a
transfer or promotion within State Government; and pre-retirement counseling.

Leave Without Pay Any employee who has attained regular status may request
a leave of absence without pay for any amount of time up to one year. Granting

                  Oregon Dept of Forestry Employee Handbook                     27
of such leave will be subject to the operating requirements of the employee's
work unit. Any request for leave without pay must be made in writing at least
seven days in advance and be accompanied by a reasonable justification for the
leave. Employees in leave without pay status do not accrue leave benefits.

Insurances

Workers’ Compensation: All employees of the Department are insured for
injuries or illnesses that occur within the course and scope of their duties and
which are determined to be compensable. This insurance is provided by the
Department and is purchased from the State Accident Insurance Fund (SAIF)
Corporation.

Any on-the-job injury must be reported immediately to your supervisor, and the proper
claim form must be completed.

Vehicle Insurance: When driving a State-owned vehicle on authorized
business, employees are covered by a comprehensive vehicle, bodily injury, and
property damage liability insurance. Employees authorized to operate a privately
owned vehicle must carry liability insurance plus any additional insurance they
may desire. In these circumstances the employee’s personal policy is primary.
However, the State’s Tort Liability Fund does provide a supplement to the
employee’s liability, which exceeds his/her private policy limits. Prior approval
from the supervisor is required to use a personal car on state business.
No collision or comprehensive coverage is provided by the State for privately
owned vehicles. In addition, there is no medical coverage provided by the State
while traveling in private cars. However, SAIF Corporation does provide medical
coverage for State employees while on official business.

Legal Liability Insurance: Employees may be exposed to liability suits while
operating within the scope and authority of their job. If this should occur, the
Department will pay legal defense and any claims or judgments will be paid by
the Department’s legal liability insurance. Exceptions to this would be employees
who fail to operate within the scope and authority of their job.

Insurance Plans: There are a number of insurance plans available to
employees including health, dental, short-term and long-term disability, long-term
care, life, and accidental death and dismemberment coverage offered by a
variety of insurance companies. Monthly employer contributions to any insurance
plan are subject to terms and conditions specified in bargaining agreements or
rules established by the Department of Administrative Services. Additional
coverage for dependents may or may not be paid in full. Employees working less
than full-time will have prorated benefit amounts to use towards their benefits. All
insurance plans are available through payroll deduction.

    Domestic Partner Insurance Coverage. State employees who participate
    in a PEBB medical or dental plan are eligible to enroll their domestic partner.
    Coverage shall be provided to domestic partners and their family members
    to the same extent it is currently provided to family members under current

                   Oregon Dept of Forestry Employee Handbook                            28
    applicable bargaining agreements/administrative rules. To enroll a domestic
    partner for health or dental coverage, a separate enrollment form(s) is
    required. Forms may be obtained on Business Services/Payroll website.
    There is a tax implication in coverage for domestic partners and/or their
    children. If you have any questions, please contact Salem Payroll.


New employees must enroll within the first 60 days of employment to participate in these
insurance programs.

Social Security and Retirement
Participation in the Federal Social Security Program is compulsory and
commences with an employee’s first paycheck. Additional information is available
from any local Social Security Administration Office.
Employees become eligible for retirement contributions after completing six full
calendar months of employment and working 600 calendar days. Effective
January 1, 2004, all employee contributions will be deposited in an IAP
(Individual Account Plan) with the Oregon Public Service Retirement Plan
(OPSRP).
If an employee is already a PERS member (Tier 1 or Tier 2) they will retain their
existing PERS account balance, but any future member contributions will be
deposited into the member's IAP. Not into the member's PERS account. The 6%
of salary contribution will go into the IAP portion of the OPRSP.

Other Benefits

Oregon Savings Growth Plan This is a pre-tax plan in which employees may
set aside part of their income in a variety of investment options. Taxes will not be
paid on investments until withdrawn at retirement. Further information on the
Oregon Savings Growth Plan is available from the Department Human
Resources Section or the Oregon Savings Growth Plan Section at PERS.
https://osgp.csplans.com/csportal/welcome.do

Employee Assistance Program To help employees and their families deal with
a wide variety of personal issues, the State offers an Employee Assistance
Program (EAP). The EAP is designed to provide short-term professional help in
solving problems or finding someone who can help. To offer help and protect
privacy, the State has contracted with an outside agency to provide our EAP
services. Employees can access a limited number of counseling, legal and
financial services at no charge. You can access these services at any time
through the EAP website http://oregon.gov/DAS/PEBB/EAP.shtml or by calling
them at (800) 433-2320.

Savings Bonds U.S. Savings Bonds may be purchased through payroll
deduction. Contact the Salem Payroll for enrollment forms.

Oregon College Savings Plan Through direct deposit deduction, the Oregon
College Savings Plan can be funded from your monthly paycheck. A quick and
easy way to save for qualified higher education expenses at any eligible school.

                   Oregon Dept of Forestry Employee Handbook                           29
www.oregoncollegesavings.com

Electronic Deposit You may have your paycheck deposited electronically to
your checking or savings account if your financial institution is a participant in the
program. For more information, or to sign up for electronic deposit, contact your
payroll staff.

Service Awards Recognition of employee service is an established tradition.
This recognition is made by the presentation of a certificate and a gift. The first
award is given for 5 years of service with the State. Additional awards are then
granted at five-year intervals.

Employee Suggestion Awards The Employee Suggestion Award Program is a
statewide program designed to utilize the ideas of State workers and recognize
those ideas with cash bonuses or other forms of award and recognition. The
main emphasis of the program is to look for ways to save money, time, and
materials; or to improve safety, housekeeping, working conditions, morale, and
employee relations. If you have an idea that you think would contribute to the
Department’s efficiency or effectiveness, you should complete a suggestion
application available from the Human Resources Section to see if it might be
eligible for an award under the Employee Suggestion Award Program.

Training and Development
The Department's training policy provides for training opportunities to: gain the
knowledge and skills needed to perform the current job; look at areas that will
enhance your value in the future; and prepare employees for advancement as
appropriate. Supervisors will work with employees to develop individual learning
plans to address priority training needs. Employees are responsible for becoming
proficient at their jobs and for fully utilizing the provided training. Employees need
to be proactive at identifying present and future training needs as well as
identifying career goals so that a meaningful training plan may be developed.
A wide variety of training methods are available that include: mentoring, formal
classroom training, on-the-job training, job rotations and special assignments.

All employees are required to become familiar with the iLearnOregon (LMS)
electronic training management system and use this system to register for
classes and track their non-fire developmental experiences and training.
Employees without computer access should contact their supervisor for
questions regarding registering for training or information regarding their training
records.

Fire training that pertains to Incident qualifications will be recorded and tracked in
the Incident Qualification System (IQS). For questions on IQS or fire training
contact your district training coordinator or the Protection program in Salem.




                   Oregon Dept of Forestry Employee Handbook                          30
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Oregon Dept of Forestry Employee Handbook   31
Working
Guidelines                    (revised 5/2/00)

The Department of Forestry believes the Working Guidelines are statements of
behavior which, if mutually accepted, and supported by all employees, will
improve the flow of information and create an effective, respectful and trusting
work environment:
I Work With Others By:
• Being Polite and Respectful
• Praising and Valuing Others
• Counseling in Private
• Eliminating “Find Fault and Pin Blame”
• Eliminating Derogatory Comments and Put-down Humor
• Recognizing the Strength of the Diversity in Myself and Others
• Being Inclusive vs. Exclusive
• Striving for Win/Win Agreements
I Suspend Disbelief, And Encourage Others To Succeed.
I Take Responsibility To:
• Listen Carefully and With an Open Mind
• Be Proactive and Put First Things First
• Check Out Facts and Feelings
• Close the Loop on Ideas and Issues
• Seek Understanding, Acceptance and Support (U.A.S.)
• Be Personally Accountable for My Decisions and Behavior
I Speak For Myself By:
• Avoiding Saying “We” or “You”, When I Mean “I”
• Using “We” by Permission
I Communicate With Others By Focusing On:
• Current Issues, Situations, Tasks and Not on the Person
• Observable Behavior and Events
• Specifics, Not Generalities or Gossip
I Recognize that What I Permit, I Promote.
I Take Responsibility To Express:
• What I See, Feel, Understand, and Believe
• What I Would and Would Not Like To Do
• How What is Happening Affects Me
• How Others Can Help
I Have Fun And Encourage Fun For Others.




                  Oregon Dept of Forestry Employee Handbook                        32