DISABLED AMERICAN VETERANS
DEPARTMENT OF VIRGINIA, INC.
JUNE 6, 2008
Department Service Commission
Para Title Page
1. Introductory Policies: 1
a. Introductory Statement. 1
b. Purpose. 1
c. Applicable. 1
d. Statement of At-Will Employment Status. 1
e. General. 2
f. Integration Clause and The Right to Revise. 2
g. Equal Employment Opportunity. 3
h. Unlawful Harassment. 4
2. Employment Policies and Practices: 5
a. New Hires. 5
b. Regular Employees. 5
c. Full-Time Employees. 6
d. Part-Time Employees. 6
e. Temporary Employees. 6
f. Job Duties. 6
g. Work Schedules. 6
h. Meal and Rest Periods. 6
i. Payment of Wages/Compensation. 7
j. Timekeeping Requirements. 7
k. Advances/Loans. 8
l. Overtime. 8
m. Personnel Records. 8
n. Employees References. 8
o. Performance Evaluations. 8
p. Open-Door Policy. 9
q. Employment of Relatives. 9
r. Conflicts of Interest. 9
s. Reductions in Force. 10
t. Involuntary Terminations of Employment and Progressive Discipline. 10
u. Voluntary Termination. 10
v. Grievances. 10
3. Standards of Conduct: 11
a. Employee Conduct. 11
b. Prohibited Conduct. 12
c. Off-Duty Conduct. 14
d. Drug and Alcohol Abuse. 15
e. Punctuality and Attendance. 16
f. Personal Standards. 17
g. Customer/Client Relations. 17
h. Confidentiality. 17
i. Falsification of Records. 17
4. Operational Considerations: 18
a. Employer Property. 18
b. Purchase of Office Equipment and Supplies. 18
c. Off-Duty Use of Facilities. 18
d. Employee’s Personal Property. 19
e. Security. 19
f. Health and Safety. 19
g. Telephone Usage. 19
h. Smoking Policy. 19
i. Housekeeping. 19
j. Solicitation and Distribution of Literature. 20
k. Service Officer Accreditation. 20
l. Training. 20
m. Restrictions on Service Officer Representation. 21
n. Conferences/Conventions (Not Applicable to Part-Time Employees). 21
o. Official Travel. 22
p. Gratuities. 22
5. Employee Benefits: 22
a. Holidays. 22
b. Vacations. 23
c. Insurance Benefits. 23
d. Severance Policy. 24
e. Sick Leave. 24
f. Leave Without Pay (LWOP). 24
g. Short-Term Disability Leave (Including Maternity Leave). 24
h. Administrative Leave. 25
i. Time Off to Vote. 26
j. Military Leave. 26
k. Jury Duty or Witness Leave. 26
l. Funeral Leave. 27
m. Forced Closings and Severe Weather. 27
n. Recreational Activities and Programs. 27
6. Authentication: 27
a. General. 27
b. Personnel Agreement Authority. 27
c. Disclaimer. 27
d. Approval Date and Signature. 27
e. Employee Acknowledgement. 28
DISABLED AMERICAN VETERANS
Department of Virginia
Department Service Commission
1. Introductory Policies:
a. Introductory Statement: Welcome! As an employee of the Department of
Virginia Service Commission (DSC), Disabled American Veterans (DAV), we
hope all employees will find their employment to be both rewarding and
Because the quality of our employees is the key to our success we expect
employees to contribute to the success of the organization.
This “Employee Handbook” sets forth the terms and conditions of employment of
all DSC employees. Employees of the Department of Virginia DAV who have
entered into separate contracts with the Department organization are not covered
by the terms of this “Employee Handbook.”
b. Purpose: The purpose of this “Employee Handbook” is to firmly and impartially
protect the rights and privileges of each compensated employee of the DSC and
the interests of the DAV.
c. Applicable: This document establishes the official policy of the Department of
Virginia’s Service Commission as it pertains to all compensated employees of the
DSC. Any reference to pay, time off, or any other benefits mentioned in this
document do not apply to individuals serving in a strictly volunteer status or
d. Statement of At-Will Employment Status: Employment with the Department
of Virginia DAV Service Commission is employment “at-will”. Employment at-
will may be terminated with or without cause and with or without notice at any
time by the employee or the organization. Nothing in this Handbook or in any
document or statement shall limit the right to terminate employment at-will. No
supervisor or employee of the organization has any authority to enter into any
agreement for employment for any specified period of time or to make any
agreement for employment other than at-will, with the exception of the Adjutant
of the Department of Virginia DAV who has the authority to make such an
agreement, and then only in writing.
e. General: An understanding of the various or organizational entities and the
relationship between each other is essential to understand their responsibilities
related to employment policies, procedures and standards described in this
“Employee Handbook,” frequently listed herein as “Handbook.”
In the interest of brevity, this “Employee Handbook” makes practical use of
acronyms. In all cases, when the acronym is used it has the same effect,
implication and meaning as if the basic words have been used. The following are
the most common acronyms used in this “Employee Handbook:”
DAV: Disabled American Veterans is the National organization dedicated to
service to veterans and their families.
DSC: Department Service Commission acts on behalf of the Department of
Virginia Disabled American Veterans for service-related activities.
DSD: Department Service Director is the primary supervisor who acts on
behalf of and under the supervision of the DSC.
VA DAV: Department of Virginia Disabled American Veterans is an
incorporated legal entity in the Commonwealth of Virginia.
VAMC: Veterans Affairs Medical Centers provide medical care for our
nation’s disabled veterans and for the most part provides facilities and
property used by our employees and volunteers.
In the absence of the Department Service Director (DSD) the Chair of the
Department Service Commission (DSC) will act on behalf of the DSD.
f. Integration Clause and The Right to Revise: This “Employee Handbook”
contains the employment policies and practices of the Department of Virginia
DAV Service Commission (DSC) in effect at the time of publication and date
noted on the cover. All previously issued handbooks and any inconsistent policy
statements or memoranda are superseded.
The organization reserves the rights to revise, modify, delete or add to any and all
policies, procedures, work rules or benefits stated in this Handbook or in any
other document, except for the policy of at-will employment. However, any such
changes must be in writing, approved by the Department Service Commission
(DSC) and must be signed by the DSC Chair. Any written changes to this
Handbook will be distributed to all employees by mail or E-mail to their assigned
duty location so that employees will be aware of new policies or procedures. No
oral statements or representations can in any way change or alter the provisions of
This Handbook contains the entire agreement between the employee and the
Department of Virginia DAV Service Commission (DSC) as to the duration of
employment and the circumstances under which employment may be terminated.
Nothing in this “Employee Handbook”, or any other personnel document,
including benefit plan descriptions, creates or is intended to create a promise or
representation of continued employment of any employee.
g. Equal Employment Opportunity: The DSC is an equal opportunity employer
and makes employment decisions on the basis of qualifications. The objective is
to have the best available person in every job. The organization policy prohibits
unlawful discrimination based on race, color, creed, sex, marital status, age,
national origin, physical handicap, disability, medical condition, ancestry, or any
other consideration made unlawful by federal, state or local laws. All such
discrimination is unlawful.
The DSC is committed to complying with all applicable laws providing equal
opportunity opportunities to individuals regardless of race, color, creed, sex,
marital status, age, national origin, physical handicap, disability, medical
condition or ancestry. This commitment applies to all persons involved in the
operations of the organization and prohibits unlawful discrimination by any
employee of the organization, including supervisors and co-workers.
To comply with applicable laws ensuring equal opportunities to qualified
individuals with a disability, the organization will make reasonable
accommodations for the known physical or mental limitations of an otherwise
qualified individual with a disability who is an applicant or an employee unless
undue hardship to the organization would result.
Any applicant or employee who requires an accommodation in order to perform
the essential functions of the job should contact the DSD to request such an
accommodation. The individual with the disability should specify what
accommodation he or she needs in order to perform the job. The organization
then will either conduct or cause an investigation to identify the barriers that make
if difficult for the applicant or employee to have an equal opportunity to perform
his or her job. The organization will identify possible accommodations, if any
that will help eliminate the limitation. If the accommodation is reasonable and
will not impose an undue hardship, the organization will make the
If an employee believes he or she has been subjected to any form of unlawful
discrimination, the employee must provide a written complaint first to their first-
line supervisor or second to the DSC Chair. The complaint must be specific and
shall include the names of individuals involved and the names of any witnesses.
The DSC or when appropriate, the Department of Virginia Disabled American
Veterans (VA DAV) will undertake an effective, thorough and objective
investigation and attempt to resolve the situation. If the DSC or the VA DAV
determines that unlawful discrimination has occurred, effective remedial action
will be taken commensurate with the severity of the offense. Whatever action is
taken will be made known to the complainant and the DSC or VA DAV will take
appropriate action to remedy the situation.
h. Unlawful Harassment: The DSC, the VA DAV and National DAV are
committed to providing a work environment free of unlawful harassment. The
DSC policy prohibits sexual harassment and harassment because of race, religious
creed, color, national origin, ancestry, physical handicap, medical condition,
marital status, age or any other basis protected by federal, state or local law or
ordinance or regulation. All such harassment is unlawful. The DSC’s anti-
harassment policy applies to all employees involved in the operation of the
organization and prohibits unlawful harassment by any employee of the DSC,
including supervisors and co-workers.
Prohibited unlawful harassment because of sex, race, ancestry, physical handicap,
mental condition, marital status, age or any other protected basis includes, but is
not limited to, the following behavior:
Verbal conduct such as epithets, derogatory jokes or comments, slurs or
unwanted sexual advances, invitations or comments;
Visual conduct such as derogatory and/or sexually-oriented posters,
photography, cartoons, drawings or gestures;
Physical conduct such as assault, unwanted touching, blocking normal
movement or interfering with work;
Threats and demands to submit to sexual requests as a condition of continued
employment, or to avoid some other loss, and offers of employment benefits
in return for sexual favors; and
Retaliation for having reported or threatened to report harassment.
If an employee believes that he or she has been unlawfully harassed, the employee
must provide a written complaint to their supervisor, DSD or the DSC Chair as
soon as possible after the incident. The written complaint should include details
of the incident or incidents, names of individuals involved and the names of any
witnesses. The supervisor will refer all harassment complaints to the DSC Chair.
The DSC and/or the VA DAV will undertake an objective investigation of the
If the DSC or VA DAV determines that unlawful harassment has occurred,
remedial action will be taken in accordance with the circumstances involved.
Any employee determined through the investigation to be responsible for any
unlawful harassment will be subject to appropriate disciplinary action, up to and
including termination of employment. Whatever action is taken against the
harasser will be made known to the complaining employee and the DSC or VA
DAV will take appropriate action to remedy the situation. The DSC and the VA
DAV will not retaliate against any employee for filing a complaint and will not
tolerate or permit retaliation by management of employees.
The DSC encourages all employees to report any incidents of harassment
forbidden by this policy immediately so that complaints can be quickly and fairly
resolved. The employee should be aware that the Federal Equal Employment
Opportunity Commission may investigate and prosecute complaints of prohibited
harassment in employment. If the employee thinks they have been harassed or
have been retaliated against for resisting or complaining, they may file a
complaint with the appropriate agency. The nearest office is listed in the
2. Employment Policies and Practices:
a. New Hires: The first ninety (90) days of continuous employment with the DSC
is considered a trial/probationary period. During this time each employee will
learn his or her responsibilities, get acquainted with fellow employees and
determine whether they are happy with the job. Also, during this time, the
supervisor will closely monitor the employee’s performance.
Upon completion of the trial/probationary period, the DSC will review the
employee’s performance. If the DSC finds the job performance satisfactory and
decides to continue the employment, it will advise the employee of any
improvements expected from the employee. At this time, each employee will be
given the opportunity to express any suggestion to improve the DSC’s efficiency
Completion of the trial/probationary period does not entitle the employee to
remain employed by the DSC for any definite period of time. Both the employee
and the DSC are free, at any time, with or without notice and with or without
cause, to end the employment relationship and compensation. Eligible employees
will receive benefits described elsewhere in this Handbook only after completing
their trial/probationary period.
b. Regular Employees: Employees who have completed their trial/probationary
period of employment shall be designated “regular” employees. Such employees
may be either full-time or part-time. The distinction between full-time and part-
time depends upon the number of hours that an employee works.
c. Full-Time Employees: Regular full-time employees are those normally
scheduled to work and who do work a schedule of 35-40 hours per week.
Following completion of the trial/probationary period, regular full-time
employees are eligible for employee benefits described elsewhere in this
d. Part-Time Employees: Regular part-time employees are those who are
scheduled to work and do work less than 35 hours per week. Regular part-time
employees may be assigned a work schedule in advance or may work on an as-
needed basis. Regular part-time employees are eligible for some, but not all
employee benefits described elsewhere in this Handbook.
e. Temporary Employees: Temporary employees are those employed for short-
term assignments. Short-term assignments will generally be periods of three
months or less, however, such assignments may be extended. Temporary
employees are not eligible for employee benefits except where mandated by
f. Job Duties: During the trial/probationary period, the employee’s supervisor will
explain the job responsibilities and performance standards expected. Employees
should be aware that job responsibilities might change at any time during their
employment. From time to time, employees may be asked to work on special
projects or to assist with other work necessary or important to the operation of the
DSC. Full cooperation and assistance in performing such additional work is
If a written job description, performance standards and evaluation criteria have
been written for the employee’s specific job position, the first-line supervisor will
provide copies to the employee. Employees are encouraged to discuss them with
their supervisor at the earliest possible moment to ensure that they fully
understand what is expected in their job assignments.
The DSC reserves the right, at any time, with or without notice, to alter or change
job responsibilities, reassign or transfer job positions, or assign additional job
g. Work Schedules: The regular workweek is 40 hours long, and eight (8) hours
per day, Monday through Friday. Most job positions within the DSC are
normally between the hours of 8:00 A.M. and 4:30 P.M., Monday through Friday.
The supervisor will assign the individual work schedule. All employees shall be
at their desks or work stations at the start of their scheduled shifts, ready to
perform their work. Employees will not leave the office for any reason other than
official DAV business matters, lunch and restroom breaks.
h. Meals and Rest Periods: Employees who work more than 5 hours in a day, are
provided with a ½ hour meal period, to be taken approximately in the middle of
the workday. Employees are allowed fifteen minute rest periods for every four
hours of work or major portion thereof (fifteen minutes in the morning and fifteen
minutes in the afternoon). The Employee’s supervisor will schedule meal and rest
Employees shall adhere to assigned working hours and the time allowed for meal
and rest periods. Employees shall not leave the work site during rest periods and
shall not take more than fifteen (15) minutes for each rest period. Employees may
leave the work site during the meal period but must return in the 30 minutes
allotted for the meal. Rest periods/breaks are considered work time and if abused,
the DSD may revoke the privilege.
When more than one (1) employee is assigned to the same office, appropriate
staggered lunch periods should be observed in order to provide coverage of the
office during the entire work period. If the office is to be closed, return time will
be visibly posted for visitors.
i. Payment of Wages/Compensation: The pay period consists of two (2) weeks.
Paydays are bi-weekly with checks being mailed on Friday of the week following
the end of the pay period. If regular payday falls on a weekend or holiday,
employees will normally be paid on the preceding workday.
All paychecks will be mailed to an address provided by the employee. Employees
should immediately report any error on their check to the DSC Paymaster.
Any inquiry regarding salary shall be directed to the DSD.
Employees are responsible for promptly notifying the DSD and Paymaster of any
change in name, address, telephone number, marital status, tax withholding
allowances or emergency contact information.
j. Timekeeping Requirements: All employees are required to record time worked
for payroll purposes. Employees must record their own time at the start and at the
end of each work period, including before and after the lunch break. Employees
also must record their time whenever they leave the building for any reason other
than employer’s business. Non-business absences from the office require a brief
explanation, e.g., “doctor’s appointment at 2:00 p.m., left office 1:00 p.m. and
returned at 3:00 p.m.
On completion of each sign in/sign out sheet, the employee will certify it as
correct and forward to the Paymaster by the next business day. All employees are
responsible for bi-weekly reporting their own time, via Fax to 540-344-9264 to
the Paymaster at Foti, Flynn, Lowen Co (CPA), P.O. Box 12765, Roanoke,
Virginia 24028-2765 (Phone: 540-344-9246). Failure to do so by 12:00 A.M. on
the Monday preceding the next payroll week, as described under “Payment of
Wages/ Compensation”, could result in a delay of the payroll check being mailed.
k. Advances/Loans: The DSC does not permit advances against paychecks or
issuing paychecks before paydays. Furthermore, the DSC will not grant loans to
l. Overtime: The DSC does not assign and does not expect employees to work
more than 8 hours per day or more than 40 hours per week.
Because of this policy, no overtime compensation will be paid. However, if an
employee is requested to perform a task that causes the employee to work more
than eight (8) hours in a day or 40 hours in a week, and the employee accepts,
then administrative time-off may be approved for such work.
m. Personnel Records: Employees have the right to inspect certain documents in
their personnel file, as provided by law, in the presence of a VA DAV
representative at a mutually convenient time. The employee may make no copies
of documents taken from an employee’s file, with the exception of documents that
have previously signed. Employees may add their version of any disputed item to
their personnel file.
The DSC will attempt to restrict disclosure of employee’s personnel file to
authorized individuals within the organization. Any request for information from
personnel files must be directed to the Adjutant, Department of Virginia DAV.
Only the Adjutant, who maintains the permanent personnel employee record, is
authorized to release information about current or former employees. Disclosure
of personnel information to outside sources will be limited. However, the VA
DAV will cooperate with requests from authorized law enforcement or local, state
or federal agencies conducting official investigations.
n. Employee References: All requests for references must be directed to the VA
DAV Adjutant. No other manager, supervisor or employee is authorized to
release references for current or former employees. The DSC’s and the VA
DAV’s policy as to references for employees who have left the employment of
the DSC is to disclose only the dates of employment and the title of the last
position held. If the employee authorizes disclosure in writing, the VA DAV will
also provide a prospective employer with the information on the amount of salary,
wage or compensation the employee last earned.
o. Performance Evaluations: Employees will receive periodic performance
reviews. The reviews will be conducted by the first-line supervisor who will
discuss it with the employee. The employee’s first performance evaluation will
be conducted after the initial trial/probationary period. After that review,
performance evaluations will be conducted annually during the month of April
Performance evaluations will include factors such as the quality and quantity of
the work performed, knowledge of the job, initiative, work attitude and attitude
toward others. The performance evaluation should help the employee become
aware of their progress, areas for improvement and objectives or goals for future
work performance. Positive performance evaluations do not guarantee increases
in salary or promotions. Salary increases and promotions are solely within the
discretion of the DSC and depend upon many factors in addition to performance.
After the review the employee will be required to sign the evaluation report to
simply acknowledge that it has been received, discussed with the supervisor, and
confirm awareness of its contents.
p. Open-Door Policy: Suggestions for improving the DSC are always welcome. At
some time, an employee may have a complaint, suggestion or question about their
job, working conditions or the treatment they are receiving. These good faith
complaints, questions and suggestions are of concern to the DSC. The DSC
requires that employees take their concerns first to their supervisor, or to the DSD
following these steps:
Within a week of the occurrence, bring the situation to the attention of the
immediate supervisor or DSD who will then investigate and provide a solution
If the problem persists, the employee should put it in writing and present it to
the DSC Chair who will investigate the complaint and provide a solution or
explanation. It is recommended that the employee bring the matter to the
DSC Chair as soon as possible when they believe that the immediate
supervisor has failed to resolve the matter or did not act on the complainant’s
This procedure, which we believe is important for both the employee and the
DSC, cannot result in every problem being resolved to the complainant’s
satisfaction. However, the DSC values employee’s input and employees should
feel free to raise issues of concern, in good faith, without the fear of retaliation.
q. Employment of Relatives: Relatives of Employees may be eligible for
employment with the DSC only if individuals involved do not work in direct
supervisory relationships, or in a job position in which a conflict of interest could
arise. “Relatives” are defined to include spouses, children, siblings, parents, in-
laws and step-relatives. Present employees who marry will be permitted to
continue working in the job position held only if they do not work in direct
supervisory relationship with one another or in job positions involving conflict of
r. Conflicts of Interest: Situations of actual or potential conflicts of interest are to
be avoided by all employees. Personal or romantic involvement with a
competitor, supplier or subordinate employee of the DSC, VA DAV or the
National Service Office (NSO) in Roanoke, Virginia, which impairs an
employee’s ability to exercise good judgment on behalf of the organization, could
create an actual or potential conflict of interest. Supervisor-subordinate romantic
or personal relationships also can lead to supervisory problems, possible claims of
sexual harassment and create a morale problem.
An employee involved in any of the type of relationships or situations described
in this policy should fully disclose the relevant circumstances to his/her
immediate supervisor, the DSD or the DSC Chair, for a determination as to
whether a potential or actual conflict exists. If an actual or potential conflict is
determined, the DSC Chair may take whatever corrective action appears
appropriate according to the circumstances. Failure to fully disclose facts shall
constitute grounds for disciplinary action.
s. Reductions In Force: Under some circumstances, the DSC may need to
restructure or reduce its work force. If it becomes necessary to restructure
operations or reduce the number of employees, the DSC will attempt to provide
advance notice, if possible, so as to minimize the impact on those affected. If
possible, employees subject to layoff will be informed of the nature of the layoff
and the foreseeable duration of the layoff, whether short-term or indefinite.
In determining which employees will be subject to layoff, the DSC Chair will take
into account, among other things, operation and requirements, the skill,
productivity, ability and past performance of those involved and also, where
feasible, the employee’s length of service.
t. Involuntary Terminations of Employment and Progressive Discipline:
Violation of DSC’s policies and rules may warrant disciplinary action. The DSC
has established a system of progressive discipline that includes verbal warnings,
written warnings and suspension. The system is not formal and the DSC may, in
its sole discretion, utilize whatever form of discipline is deemed appropriate under
the circumstances, up to and including termination of employment. The DSC’s
policy of progressive discipline in no way limits or alters the at-will employment
u. Voluntary Termination: An employee who voluntarily resigns his/her
employment or fails to report to work for three (3) consecutively scheduled
workdays without notice to, or approval by his/her supervisor or the DSC Chair
will be considered as voluntarily terminating employment with the DSC. All
DSC, or VA Medical Center (VAMC) owned property (vehicles, keys,
identification badges, credit cards, etc.) must be returned immediately upon
termination of employment.
General: It is the responsibility of the DSD to attempt to resolve any grievance
filed by an employee. If the DSD cannot resolve the grievance or if the employee
does not accept the DSD’s ruling then the grievance will be forwarded to the DSC
Chair for resolution. If the DSC Chair cannot resolve the grievance or if the
employee does not accept the DSC Chair’s ruling, then the grievance will be
forwarded to the VA DAV Grievance Committee for consideration and final
ruling. The decision of Commander, VA DAV cannot be appealed to any other
entity, e.g., the National DAV organization.
The employee must submit their grievance in writing to the DSD. The
grievance must be specific in detail, e.g., who is involved, what is the
grievance all about, why it is being submitted, when and where did the
problem originate and the recommended disposition.
The DSD has the responsibility to resolve all grievances. However, if the
grievance is of such nature it cannot be resolved by the DSD, it will be
referred to the DSC for appropriate action.
If the DSD fails to respond to the grievance or fails to find a mutually
agreeable solution within thirty (30) working days from his/her receipt of the
written grievance, the employee or the DSD may present his/her grievance to
the DSC Chair.
If the DSC Chair fails to respond to the grievance or fails to find a mutually
agreeable solution within thirty (30) working days from his/her receipt of the
written grievance, the employee or the DSC Chair may petition the VA DAV
Commander for referral to the Department of Virginia Grievance Committee
If the Department Grievance Committee fails to respond to the grievance or
fails to find a mutually agreeable solution within thirty (30) working days
from their receipt of the written grievance, the VA DAV Commander may
elect to present the grievance to the Department of Virginia Executive
Committee at their next meeting.
A grievance acted upon by the Department of Virginia Executive Committee,
normally held in closed session, their decision will be considered final. No
further referrals or appeals are available to the DSC employee.
3. Standards of Conduct:
a. Employee Conduct: Employees are expected to perform their duties
conscientiously and conduct themselves in a professional manner while on the job
and/or while representing the DAV. This includes:
Presenting themselves in a well-groomed, neat and clean manner.
Wearing appropriate (neat and clean) professional attire.
Adhering to established organizational policies.
Obeying the instructions of the DSD or his/her representative.
Considering the welfare of co-workers.
Giving priority in all instances to answering correspondence and request for
information from National Service Officers, DSC and VA DAV Officers.
Cooperating with officials of the Federal Department of Veterans Affairs
(VA) and other concerned public and private agencies.
Examples of misconduct that will not be tolerated are:
Discourteousness to clientele.
Use of abusive or offensive language.
Possession or use of alcohol or illegal drugs, or evidence of use, at work.
Failure to use good management judgment.
b. Prohibited Conduct: The following conduct is prohibited and will not be
tolerated by the DSC. This list of prohibited conduct is illustrative only; other
types of conduct injurious to security, personal safety, employee welfare, and the
DSC’s operations also may be prohibited.
Falsification of employment records, employment information or other
DSC’s records, or customer/client records. This prohibition is explained in
further detail elsewhere in this Handbook.
Recording the work time of another employee or allowing any other employee
to record work time, or allowing falsification of any timesheet, either of the
employee’s own or of another employee’s timesheet.
Theft, deliberate or careless damage to DSC’s, employee’s,
customer’s/client’s or other person’s property.
Deliberate destruction of any DSC’s or VAMC’s, employee’s,
customer’s/client’s, or other person’s property.
Removing or borrowing DSC’s or VAMC’s property without prior
authorization of the DSD or the VAMC, as appropriate.
Unauthorized use of DSC’s or VAMC’s equipment, property, time, materials,
Provoking a fight during working hours or anytime on the premises used by
Participating in horseplay or practical jokes on DSC time or on the premises
used by the DSC.
Carrying firearm(s) or any other unlicensed dangerous weapon(s) at any time
on the premises used by the DSC.
Engaging in criminal conduct whether or not related to job performance. The
DSC reserves the right not to retain anyone that has been convicted of a
criminal offense. Conviction of a crime that involves dishonesty may result in
an automatic termination of employment. Before any decision is made, the
nature of the crime and circumstances surrounding the conviction will be
Causing, creating or participating in a disruption of any kind during working
hours on premises used by the DSC.
Insubordination, including but not limited to failure or refusal to obey the
orders or instructions of a supervisor or member of management, or the use of
abusive or threatening language toward a supervisor or member of
Using profane or abusive language at any time on premises used by the DSC.
Inexcusable failure to notify a supervisor or the DSD when unable to report to
Unreported absence to the supervisor or DSD of three (3) consecutive
Failure to obtain permission to leave work for any reason during normal
Failure to adhere to working schedules, including rest and lunch periods.
Abuse of paid sick leave.
Failure to provide a physician’s certificate when requested by the supervisor
or the DSD.
Sleeping or malingering on the job.
Wearing extreme, unprofessional or inappropriate style of dress or hair while
Violation of any safety, health, security, policy, rule or procedure of the DSC
Committing a fraudulent act or breach of trust under any circumstances.
c. Off-Duty Conduct: While the DSC does not seek to interfere with the off-duty
and personal conduct of its employees, certain types of off-duty conduct may
interfere with the DSC’s legitimate business interests. For this reason, employees
should be aware of the following policies:
Employees are expected to conduct their personal affairs in a manner that does
not adversely affect the DSC, the DAV or their own integrity, reputation or
credibility. Illegal or immoral off-duty conduct on the part of an employee
that adversely affects the DSC’s legitimate business interests or the
employee’s ability to perform his of her job will not be tolerated.
While employed by the DSC, employees are expected to devote their energies
to their jobs with the DSC. For this reason, second jobs are discouraged. The
following types of outside employment or activities are strictly prohibited:
o Employment or activity that conflicts with an employee’s work schedule,
duties and responsibilities.
o Employment or activity that creates a conflict of interest or is
incompatible with the employee’s employment with the employer.
o Employment or activity that impairs or has a detrimental effect on the
employee’s work performance with the employer.
o Employment or activity that requires the employee to conduct work or
related activities on the employer’s or VAMC’s property during the
employee’s working hours or using the employer’s or VAMC’s facilities
o Employment or activity that directly or indirectly competes with the
business or the interest of the employer.
Employees who wish to engage in outside employment or activity that creates
a real or apparent conflict of interest must submit a written request to the DSC
explaining the details of the outside employment or activity. If the outside
employment or activity is authorized, the DSC assumes no liability or
responsibility for outside employment. The DSC shall not provide worker’s
compensation coverage or any other benefit for injuries occurring from or
arising out of outside employment or activity. Authorization to engage in
outside employment or activity can be revoked at any time.
d. Drug And Alcohol Abuse: The DSC is concerned about the use of alcohol,
illegal drugs or controlled substances as it may affect the work place. Use of
these substances whether on or off the job can adversely affect the employee’s
work performance, efficiency, safety and health and therefore seriously impair the
employee’s value to the DSC. In addition, the use or possession of these
substances on the job constitutes a potential danger to the welfare and safety of
other persons and exposes the DSC to the risks of property loss or damage,
professional negligence liability or injury to other persons.
Furthermore, the use of prescription drugs and/or over-the-counter drugs also may
affect an employee’s job performance and seriously impair the employee’s value
to the DSC.
The following rules and standards of conduct apply to all employees either on
DSC’s or VAMC’s property, premises or during the workday (including meal and
rest periods). The DSC strictly prohibits the following:
Being under the influence of alcohol while on the job.
Driving a DAV, VAMC or privately owned vehicle while under the influence
Possession or use of an illegal or controlled substance or being under the
influence of an illegal or controlled substance.
Distribution, sale or purchase of an illegal or controlled substance.
Violation of the above rules and standards of conduct will not be tolerated. The
DSC, VA DAV or DAV also may bring the matter to the attention of appropriate
law enforcement authorities.
In order to enforce this policy, the DSC reserves the right to conduct searches of
DSC property, premises or employees and/or their personal property at work, and
to implement other measures necessary to deter and detect abuse of this policy.
An employee’s conviction on a charge of illegal sale or possession of any illegal
drug or controlled substance while off DSC’s or VAMC’s property or premises
will not be tolerated because such conduct even though off duty, reflects
adversely on the DSC and DAV.
Any employee who is using prescription or over-the-counter drugs that may
impair the employee’s ability to safely perform the job, or affect the safety or well
being of others, must notify their supervisor, DSD or DSC Chair of such use as
soon as possible before starting or resuming work.
The DSC will encourage and assist employees with chemical dependencies
(alcohol or drug) to seek treatment. To this end, employees desiring such
assistance should request a treatment or rehabilitation leave. Additionally,
employees who are given the opportunity to seek treatment and/or rehabilitation,
but fail to successfully overcome their dependency problem, will not be given a
second opportunity to take leave in order to seek treatment and/or rehabilitation.
This policy on treatment and rehabilitation is not intended to affect the DSC’s
treatment of employees who violate the regulations described above. Rather,
rehabilitation is an option for an employee who acknowledges a chemical
dependency and voluntarily seeks treatment to end that dependency.
The DSC is not obligated, however, to continue to employ any person whose job
performance is impaired because of drug or alcohol use, nor is the DSC obligated
to re-employ any person who has participated in treatment and/or rehabilitation.
e. Punctuality And Attendance: Employees of the DSC are expected to be
punctual and regular in attendance. Any tardiness or absence causes problems to
fellow employees, associates and supervisors. Others must perform when an
employee is absent the workload. That is unfair to fellow employees
Employees are expected to report to work as scheduled, on time and prepared to
start work immediately. Employees also are expected to remain at work for their
entire work schedule, except for meal periods or when required to leave on
authorized DSC business. Late arrival, early departure or other absences from
scheduled hours are disruptive and must be avoided.
If an employee is unable to work on any particular day, he or she must contact
their supervisor or the DSD at least one hour before the time scheduled to begin
working for that day. If the employee calls less than one hour before the
scheduled time to begin work, the employee will be considered tardy for that day.
In all cases of absence or tardiness, employees must provide their supervisor or
the DSD with an acceptable reason or explanation. Employees also must inform
their supervisor or the DSD of the expected duration of the absence. Absent
extenuating circumstances, employees must call in on any schedule workday
when not expected to report to work.
Tardiness of employees will not be tolerated and may be charged to “Leave
Without Pay (LWOP)”. Unexcused tardiness of two (2) or more times per month
is cause for written reprimand and probably probation.
To negate “unexcused absences/tardiness”, upon return to work, a written report
of emergency leave taken will be submitted promptly to the DSD who may, in
his/her discretion, excuse the absence.
Excessive absenteeism (excused or not) may be grounds for disciplinary action up
to and including termination of employment. Each situation of excessive
absenteeism or tardiness shall be evaluated on a case-by-case basis. However,
even one unexcused absence may be considered excessive, depending on the
circumstances. At time of performance review, repeated tardiness will be
considered as cause for negating salary increase, salary reduction or dismissal.
If the employee fails to report for work without notifying their supervisor or the
DSD and the absence continues for a period of three (3) consecutive days, the
DSC will consider that the employee has voluntarily terminated their
f. Personal Standards: Employees are expected to wear clothing appropriate for
the nature of DSC’s business and the type of work performed. Clothing should be
neat, clean and tasteful. Avoid clothing that can create a safety hazard.
Supervisors or the DSD may issue more specific guidance.
Employees who come in contact with veterans, claimants, and representatives of
the VAMC must ensure that their appearance and personal hygiene are above
reproach and reflect favorably of the DAV and the DSC. It is mandatory that
DSC employees make a good impression on visitors, clients, claimants, etc.
g. Customer/Client Relations: Employees are expected to be polite, courteous,
prompt and attentive in the performance of their duties. When a situation arises
whereby the employee does not feel comfortable or capable of handling the
problem, the supervisor or the DSD should be called immediately.
h. Confidentiality: Each employee is responsible for safeguarding confidential and
individual privacy information obtained in connection with his or her
employment. In the course of work, the employee may have access to
confidential or individual privacy information regarding the DSC, its clients or
perhaps even fellow employees. It is the employee’s responsibility to – not in any
way -- way reveal, discuss or divulge any such information unless it is necessary
to do so in the performance of assigned duties or specifically directed by the
claimant. Access to confidential and/or individual privacy information should be
on a “need-to-know” basis and must be authorized by the supervisor or the DSD.
Any breach of this policy will not be tolerated and the DSC, VA DAV or DAV
may take legal action.
All questions pertaining to release of confidential and/or personal private material
and/or information will be referred to the DSD.
i. Falsification of Records: The falsification of any DAV record to include a
veteran’s or dependent’s record or employee time sheet is not acceptable
behavior. Any employee found guilty of knowingly falsifying any DAV records
to include a time sheet, a veteran’s and/or a dependent’s records will be
4. Operational Considerations:
a. Employer Property: All property, whether furnished by the DAV, VAMC or
DSC for use by DSC employees is included in these provisions.
Desks, vehicles and other property of the DSC, VA DAV or VAMC must be
maintained according to DSC or VAMC, as appropriate, rules and regulations.
As a minimum, they must be kept clean and are to be used only for work-related
purposes. The DSD, DSC Chair and/or the VA DAV Adjutant reserves the right
to inspect all DSC property or premises to ensure compliance with its rules and
regulations, without notice to the employee and/or in the absence of the employee.
It is the responsibility of all employees to protect and safeguard DAV property
including equipment, expendable supplies, funds, etc. Abuse by any employee
could result in disciplinary action to include termination of employment. The
employee will be required to make restitution.
Prior authorization from the supervisor, the DSD, the DSC Chair or the VA DAV
Adjutant must be obtained before any DSC or VA DAV property may be
removed from the premises. Any and all references to DSC property and
premises include VAMC property and premises on loan to the DSC for DSC
Employees are expected to report violations of this policy immediately to the
Anyone found guilty of appropriating materials, expendable supplies, funds or
any other assets of the DAV with the intent to deprive DAV of it's use will be
considered grounds to have their employment terminated. In case of the
preceding, criminal charges may be filed with the law enforcement agency.
b. Purchase of Office Equipment and Supplies: Purchase of office equipment and
supplies must have the prior approval of the DSD. Stockage levels of expendable
supplies should not be in excess of the amount necessary for a four (4) month
c. Off-Duty Use of Facilities: DAV or VAMC facilities and equipment are
provided for the operation of the DSC Programs, and will not be used for or by
any employee, group, club, chapter or unit for personal use.
Employees are expressly prohibited from being on DSC premises or making use
of DSC facilities while not on duty for personal use.
Employees are expected to report violations of this policy immediately to the
d. Employee’s Personal Property: An employee’s personal property, including but
not limited to, packages, purses and backpacks, may be inspected by the VA DAV
Adjutant or his designated agent upon reasonable suspicion of unauthorized
possession of DSC or VA DAV property.
e. Security: Security considerations are offered to help maintain a secure work
place. Employees must be aware of and sensitive to persons loitering for no
apparent reason (e.g., in parking areas, walkways, entrances/exits and service
areas). Employees will report any suspicious persons or activities to their
supervisor, DSD or on-site law enforcement authorities. Employees shall secure
their desk at the end of the work day or when away from their work area for any
length of time. Do not leave confidential information, individual privacy
information, valuable and/or personal articles in or around the work area that may
be accessible by others.
f. Health And Safety: Every employee is responsible for the health and safety of
himself or herself as well as others in the work place. To achieve this goal of
maintaining a safe work place, everyone must be safety conscious at all times.
g. Telephone Usage: When answering the telephone DSC employees must always
be polite. For example, in a Department Service Office the employee could use
“DAV Department Service Office, may I help you?” During holidays, and
appropriate greeting may be inserted. During Christmas and New Year Holiday
the service officer could use “DAV Department Service Office, Seasons
Greetings, may I help you?”
It is understood every now and then personal calls may be made or accepted
during work hours. All that is required is that they be kept to a minimum and that
employees do not abuse the privilege of being able to make or receive calls.
Telephone calls should be promptly answered. Be responsible.
h. Smoking Policies: All DSC work areas are designated as “Smoke Free.” All
employees are required to follow smoking policies in all areas they occupy during
working hours. During break periods outside the work area smoking may be
permitted; however, all employees must be especially attentive to the sensitivities
of customers, clients, fellow employees or other persons who may object to
smoking. Any DSC employee who may be asked to work in an area where
smoking is permitted, who has sensitivity to smoke or is otherwise affected by
smoking should contact his or her supervisor or the DSD.
i. Housekeeping: DSC employees work area is expected to be kept neat and clean
at all times. The work area is to be maintained in such a manner so as to make a
good impression on visitors, clients, claimants, etc.
This includes the appearance of all desks, file cabinets, etc. which should always
be free on non-essential material, dust, etc.
j. Solicitation And Distribution Of Literature: In order to ensure efficiency
operation of the DSC business and to prevent annoyance to employees, it is
necessary to control solicitations and distribution of literature on DSC, VA DAV,
or VAMC property or premises. These rules are applicable to all employees
governing solicitation, distribution of written material and entry onto the premises
and work areas. Solicitation and distribution of DAV literature is authorized,
however, solicitation and distribution of non-DAV literature or matters is strictly
prohibited. All employees are expected to comply strictly with these rules. Any
employee who is in doubt concerning the application of these rules should consult
with their supervisor, the DSD of DSC Chair.
No employee shall solicit or promote support for any cause or organization,
except for the Disabled American Veterans, during his or her working hours
or during the work hours of other employees at whom such activity is
No employee shall distribute or circulate any written or printed material in
work areas at any time, except for that of the Disabled American Veterans.
Promotional sales of DSC fund-raising memorabilia are permitted whereby all
proceeds are turned over to the Department of Virginia DAV Treasurer within
7 days for deposit.
Under no circumstances will non-employees be permitted to solicit or to
distribute written material for any purpose on DSC or DAV property or
k. Service Officer Accreditation: Employment by the Department of Virginia as a
Department Service Officer (DSO) requires accreditation through the Executive
Director of the National DAV Headquarters, Washington, DC. Request for VA
accreditation will be based upon the recommendation of the DSD.
Should an employee receive a recommendation for accreditation from the DSD,
and then at a later date have the accreditation revoked for any reason, employment
will be terminated effectively immediately.
l. Training: All employees are required to participate in initial and periodic
refresher training, as deemed necessary by the DSD.
Employees are expected to contribute to their self-development through
Absence from any mandatory training session must be explained in writing and
furnished to the DSD for appropriate disposition.
DSOs are required by National DAV Headquarters to undergo annual Service
Officer Certification Training at the direction of the DSD. Failure to be certified
annually, employment as a DSO will be grounds for termination of employment.
m. Restriction on Service Officer Representation: DSO employees, any DSC
employee, or for that matter any member of the DAV, is not authorized to
participate in the review of VA claim folders, or the direct presentation of claims
to the VA Regional Office and VA Medical Centers (unless under the direct
supervision of a National Service Officer).
DSO employees are further restricted from representation in the following:
Social Security claims and hearings.
Military Physical Evaluation Boards and hearings.
Military Discharge Review Boards and hearings.
Civil Service and Department of Labor (DOL) claims and hearings.
U.S. Postal Service claims and hearings.
DOL and Equal Employment Opportunity Cases (EEOC).
Writing DAV-related articles for news publications without approval and
editing by the DSD.
Exceptions to the preceding restrictions may be granted when under the direct
supervision of a National Service Officer (NSO) and approved by the DSD.
When claims and questions arise in any of these restricted areas, the DSO will
refer them to the NSO Office in Roanoke.
At no time shall an employee profess to represent any other organization.
n. Conventions (Not Applicable to Part-Time Employees): DSOs who are
required to attend DAV National or Department conferences/conventions at the
direction of the DSD or DSC Chair will be considered in a work status.
Actual travel time to and from the conference/convention will be considered
work status; however, the maximum total travel time authorized per
conference/convention is a total of one (1) day travel for both to and from the
DSOs are expected to arrive at the conference/convention site in time to attend
required attendance and/or training and to remain until finished. If attendance
is required early in the morning, arrival at the designated location should
occur the night before in order to be alert during training, etc. unless morning
travel can be accomplished within 2 hours for attendance by 9:30 AM.
Return home should promptly follow training unless it continues late in the
day and into the evening, and then return home may be approved for the
following day. Travel by privately owned vehicles during hours of darkness
is to be avoided.
DSOs attending the National or Department convention/conferences are
expected to participate as a delegate or alternate, including: serving on
Committees and attending all relevant business sessions and seminars.
o. Official Travel: All travel must have the prior approval of the DSD. Also, all
travel vouchers must be certified by the DSD prior to submitting through the
Department Finance Committee Adjutant to the VA DAV Treasurer for payment.
Authorized travel during regularly scheduled workdays will be considered work
Department Employees (and commission members when deemed appropriate)
shall be reimbursed mileage for itinerant assignments/meetings. Actual travel,
lodging, and fee expenses will be in accordance with the Department of Virginia
DAV Budget Guidelines. Per Diem is not currently authorized. Itinerant
assignments shall be at the direction of the DSD. Requests for reimbursement
must be by expense voucher accompanied by supporting documentation and
receipts, as appropriate.
p. Gratuities: In no event nor under any circumstances shall any DSC employee or
immediate family member accept any fee, payment, gift, commission, kickback,
loan of monies, services or anything of value, directly or indirectly, from or be
unduly entertained by a client, supplier or others doing business with the DAV.
If a commercial enterprises awards an incentive or gift in conjunction with a
purchase on any item or group of items such as office supplies, that item must be
reported to the DSD and will be picked up on the property books of the VA DAV,
maintained by the Department of Virginia Adjutant.
5. Employee Benefits:
a. Holidays: The DSC observes paid holidays as shown below.
Paid holidays will be those National holidays observed by the DAV National
Service Office. When a federal holiday falls on a Saturday, it is usually observed
on the preceding Friday. When a federal holiday falls on a Sunday, it is normally
observed on the following Monday.
To be eligible for holiday pay, DSC employees must be regularly scheduled to
work on the day on which the holiday is observed and must work on the regularly
scheduled working days immediately preceding and immediately following the
holiday, unless an absence on either day is approved in advanced by the
supervisor or the DSD.
Normal Annual Federal Holidays are:
New Year’s Day Martin Luther King Day
President’s Day Memorial Day
Independence Day Labor Day
Columbus Day Veterans’ Day
Thanksgiving Day Thanksgiving Friday
Christmas Eve Day Christmas Day
In the event that the site of the employees assigned work place is controlled by
other than the DAV and the site closes on days or portions of days other than
those listed above, annual leave will be granted without prior approval and time
off taken must be repaid within one (1) month. Repayment of time must be
specifically noted on the employee’s timesheet.
b. Vacations: It is the policy of the Department of Virginia that DSC employees
take time-off from work annually. However, time-off from work or vacation time
must have the prior approval of the DSD.
It is the policy of the Department of Virginia DSC that employees take time-off or
a vacation annually. However, time-off must be scheduled in advance and have
the prior approval of the DSD. Time-off or vacation time is provided for personal
and emergency reasons only, and will be considered as “administrative time-off.”
Time-off must be coordinated with the supervisor and approved by the DSD. It
should be recognized that in some cases it may be difficult to fit in time-off and
vacation time may have to be deferred. Unapproved absences will be considered
leave without pay LWOP and may be considered grounds for dismissal.
Time-off is a fringe benefit for full-time employees cannot be taken until after the
completion of 90 days of employment. Time-off taken during the first 90 days
will be charged to LWOP. Part-Time and Temporary employees do not qualify
for paid time-off or vacation. Employees will not be paid any salary or other form
of compensation upon termination of employment.
Full-time employees are encouraged to take at least ten (10) days time-off, to
include vacation time, each and every year of employment.
c. Insurance Benefits:
1. Social Security & Medicare: Social Security and Medicare protections are
very important parts of every employee’s retirement benefit. The DSC pays
a matching contribution to each employee’s Social Security and Medicare
2. Unemployment Compensation: At no cost to the employee, the DSC pays,
on behalf of each employee, unemployment compensation insurance of each
3. Workman’s Compensation: Employees are provided insurance under the
Workmen’s Compensation Law. For protection, employees must notify the
DSD immediately after sustaining an injury while on the job. No employee
shall receive both accrued annual leave benefits and Workmen’s
Compensation for the same period of disability.
4. Medical Insurance: None at this time.
d. Severance Policy: The DSC does not offer a severance program to employees.
e. Sick Leave: Sick leave is considered a form of a “medical health time-off”
benefit. Time off for medical and dental appointments or procedures will be
treated as “medical health time-off.” This benefit also provides a cushion for
incapacitation due to illness. It is to be used only when actually required to
recover from illness or off-the job injury. Sick leave is not for “personal
If the employee is absent due to illness or injury for three (3) consecutive days or
more, medical evidence of the illness and/or medical certification of fitness to
return to work for the DSC is required before authorization to return to work is
granted by the DSD.
The DSC will not tolerate any abuse or misuse of medical time-off privileges. If
there is a reason for the supervisor or DSD to believe that “medical health time-
off” has been misused, the employee may be placed on LWOP for the period of
absence and may be considered grounds for dismissal.
f. Leave Without Pay (LWOP): In cases of illness or disability where an
employee has used his/her entire accumulated vacation and sick leave
entitlements and the reason for absence continues, LWOP may be granted for a
period up to one month provided there is sufficient reasonable assurances that the
employee will return to work at the end of the LWOP period. During the period
of LWOP, no sick or vacation leave will accrue.
g. Short-Term Disability Leave (Including Maternity Leave): Paid short-term
disability leave is available for an absence due to an employee's illness or
disability, including pregnancy-related disability, which extends for six or more
consecutive scheduled working days. Full-time employees are allowed five (5)
days of short-term disability leave per calendar year. Unused short-term disability
days may not be cashed out or carried over into subsequent years.
Procedure: An employee seeking short-term disability leave benefits must submit
to the DSD, a statement from a doctor demonstrating that he or she is unable due
to illness or injury to perform the job and stating the expected duration of the
inability to work.
If requested by the employee and recommended by the employee’s attending
physician, the employee’s work assignment may be changed as required to
protect the health and safety of the employee and her child.
Request for transfers of job duties will be accommodated only if the job and
security rights of others are not breached.
Temporary transfers due to health considerations will be granted whenever
possible. However, the employee will receive the pay that accompanies the
job, as is the case with any other temporary transfer due to temporary health
In cases of pregnancy, an employee will be allowed to work until such time as
the attending physician determines that she should be placed on leave status.
Pregnancy leave will usually begin when requested by the employees
Leave returnees will be allowed only when the employee’s physician sends a
Once the employee has exhausted the equivalent of five (5) working days of
annual leave, the employee will be placed on maternity leave at 50% of
regular pay for up to eight (8) weeks or 320 hours maximum. In the event
additional time is needed, the employee can then use the remainder of annual
leave accrued prior to being placed on LWOP.
Duration of the leave will be determined by the advice of the employee’s
attending physician. A maximum of 12 weeks of combined annual leave,
maternity leave and LWOP will be granted. In the event more than 12 weeks
are requested/required, a written request by the attending physician and
employee for additional time charged as LWOP may be approved.
An employee returning from pregnancy disability leave will be offered the
same position held at the time of departure, unless the job no longer exists, or
the job has been filled by another employee in order to avoid undermining the
DSC’s ability to operate safely and efficiently, or if the employee is not
capable of performing the job responsibilities. If the former position is not
available, a substantially similar position may be offered unless there is no
substantially similar position available, or the filling of the position would
substantially undermine the DSC’s ability to operate safely and efficiently, or
the employee is not capable of performing the job responsibilities.
h. Administrative Leave: Regular full-time employees who wish to attend
Department of Virginia Conferences and/or Conventions may request
administration leave. The DSD or the DSC Chair will determine the number of
days granted for each meeting. On special occasions, the DSD or DSC Chair may
grant an employee administrative leave.
i. Time Off to Vote: As a general rule, employees can get to their registered place
of voting between the period of time the workday ends and the polls close.
However, if this is not the case, the employee will be allowed time off to vote.
Time off will be charged to annual leave
j. Military Leave: Regular full-time employees may be granted up to fifteen (15)
paid workdays per year for military service in the National Guard or organized
When employees are notified of pending temporary active military service, they
must immediately report this status to the DSD. Official orders from an
employee’s National Guard or Reserve unit must be submitted to support a
request for Military Leave.
Annual leave will not be charged for military service.
However, upon return from military duty the employee must submit an
acceptable military pay statement to the DSD showing all monies received from
the military. This amount will be applied against their next payroll check as a
miscellaneous deduction against gross wages.
An employee may elect to use annual leave for this purpose and retain the full
amount received for their military services.
k. Jury Duty or Witness Leave: The DSC encourages employees to serve on jury
selection or jury duty when called.
Employees who have completed their trial/probationary period of employment
will receive full pay while serving up to a maximum of ten (10) days per year.
Employees should notify their employer of the need for time-off as soon as a
Court notice or court summons is received. If work time remains after any day
of jury selection or jury duty, the employee will be expected to return to work
for the remainder of the work schedule day.
Employees may be requested to provide written verification from the Clerk of
Courts of actual serving. Upon receiving the sum paid for jury duty service or
witness fees, the employee must submit an acceptable statement to the DSD
showing all monies received. This amount will be applied against their next
payroll check as a miscellaneous deduction against gross wages.
An employee may elect to use annual leave for this purpose and retain the full
amount received for their jury or witness services.
l. Funeral Leave: When a death occurs in an employee's immediate family, an
employee may take up to three days with pay in order to attend the funeral or
make funeral arrangements. In unusual circumstances, additional time off may be
granted, with or without pay, at the discretion of DSD or DSC Chair. For
purposes of the funeral leave policy, "immediate family" means an employee's
spouse or child, as well as a parent, grandparent, brother, or sister of the employee
or the employee's spouse.
m. Forced Closings and Severe Weather: Unless notified by the supervisor or
DSD, employees are to report to work on all regularly scheduled days, regardless
of weather conditions. If unable to report to work due to weather conditions,
employees must notify the supervisor or DSD as soon as possible.
In the event that the company closes due to severe weather conditions or another
reason, employees will not be required to report to work. Employees will be paid
for that day and it will not be counted as a vacation day.
n. Recreational Activities and Programs. Neither the DSC not DAV will be liable
for payment of Workers Compensation benefits for any injury that arises out of an
employee’s voluntary participation in any off-duty recreational, social, or athletic
activity that is not part of the employee’s work-related duties.
General: The preceding statements represent the Department of Virginia DAV DSC
policies on the subjects contained therein. The contents of any of the provisions or
the Policy are subject to revisions by the DSC.
Personnel Agreement Authority: Only the DSC Chair or the DSD is authorized to
enter into any agreement to employ anyone for a definite period of time or to promise
any other Human Resources action, rate of pay, salary adjustments, employee benefit
or other condition of employment. Any promises or representations to the contrary
shall not be binding upon the Department of Virginia DAV and its committees,
subcommittees or commissions.
Disclaimer: This document is not an employee contract or legal agreement.
Department of Virginia Service Commission (DSC) reserves the right to amend,
modify, cancel, suspend, or interpret any of the rules, regulations, human resources
policies, guidelines and practices, without advance notice, within it’s sole discretion,
and without statement of cause of justification.
Date Approved: June 6, 2008
Bob Bent, Chairman
Department Service Commission
Employee Acknowledgement: Employees will receive a copy of the Employee
Handbook and will be given time to read it and ask clarifying questions to the DSD or
DSC Chair. The signed copy of the “Acknowledgement & Receipt of
Understanding” will be placed in the employee’s personnel file. The DSD and/or the
DSC Chair will available to provide any additional clarity and/or answer questions at
a later date related to this DSC Employee Handbook.
Employee Signature: ______________________ Date:
Employee Name: ______________________