Fullerton, CA
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Attendance
To effectively serve the public, the City needs all employees on duty each day they are scheduled to work, and at the appointed time. Since employee tardiness and absenteeism contribute to high labor costs, detract from the effectiveness of other staff members, and weakens the City's ability to provide services, you should strive for perfect attendance by:
- Maintaining reasonable health standards.
- Taking precaution against illness.
- Not permitting minor indispositions or inconveniences to keep you away from the job.
- Making every effort to observe prudent safety rules and practices on and off the job.
- Taking care of personal affairs outside of working hours.
Backgrounds and Reference Checks
The City conducts various background and reference checks on potential or current employees. The nature of the background check is dependent upon the position for which you’ve applied. Background and reference checks are kept confidential and may only be reviewed by those managers involved in the hiring process. Background and reference checks may be conducted on current employees in order to assess their suitability for promotion.
Civil Defense/Disaster Relief
As a City employee, you are registered as a disaster services worker. If a disaster occurs in the City, you may be assigned to any emergency duty for disaster relief. If it occurs during non-working hours you will be contacted, if possible, but otherwise it is your responsibility to see if you are needed by calling the phone number on the back of your identification card. Normally, you would be used at your regular work station, but there may also be work such as cleaning rubble, sandbagging, etc., that must be done. Your family may be sheltered in designated City facilities during emergencies.
In the event of a county or region-wide emergency, you may not be able to get to your work site or contact the City. If this happens you should volunteer your services to the nearest government agency until you can report to work in Fullerton.
Classification Specifications
Your position has been given a specific title and is carefully classified according to the type of work and the duties and responsibilities assigned. Similar jobs are grouped to ensure that they receive equal pay even though they may be in different departments.
Jobs are further arranged into series of classes or occupational groups to provide a logical framework for promotional opportunities. A written description of each type of job is available on the City’s website. A description includes examples of the typical duties, the knowledge and ability needed, and other requirements. It is not, however, an all-inclusive document.
Resolution No. 8485, Section 7
Conflict of Interest
The City has designated positions/classifications in the agency which involve the making of or participation in the making of decisions which may foreseeably have a material effect on any financial interest of persons in said positions/classifications.
If you are in a position/classification that is on the Conflict of Interest list you are required to file financial disclosure statements in accordance with state and local laws.
Death of Employee
In the event of your death, it is important that your survivors receive City assistance and all payments due in a timely fashion. Therefore, be sure to have readily available for your survivors: your birth certificate; marriage certificate; birth certificates of all beneficiaries; and City life insurance policy certificates.
Disciplinary Action
Disciplinary action occurs for a number of reasons, including neglect of duty, failure to observe City and/or departmental rules, absenteeism, or lack of integrity. For the most part, few employees have to be disciplined. An employee who is performing poorly or behaving improperly is usually warned by the supervisor. Only if the warning is not heeded is disciplinary action ordinarily taken. The penalty can vary with each case but is usually one of the following: oral reprimand; written reprimand; suspension without pay; reduction in pay; demotion; or dismissal. If the disciplinary action involves loss of pay or dismissal, an employee typically has the right to respond to the charges before the penalty can be implemented. This is called the "Skelly" procedure.
After the disciplinary action has been implemented, the employee may appeal by using the grievance procedure as stipulated in the applicable MOA.
Dismissal
Any employee may be dismissed from City employment. Guidelines for taking disciplinary action have been established by the City Manager and shall be consistent with the requirements of state law.
Driver's License Standards
Since there may be times when you need to use a City pool car or your own vehicle for City business, it is very important that your driver’s license be valid. All employees who are required to maintain a valid and appropriate California Driver's License throughout their employment will be enrolled in the DMV Employer Pull Program (EPN). Employees will complete an Authorization to Release of Driver Record (INF 1101) upon hiring to a qualified position or assignment of driving responsibilities. If your driver’s license is revoked, expired or suspended, you must notify your supervisor immediately.
Employee Identification Cards
You will receive an Employee Identification Card with your photograph on it. This card identifies you when dealing with the public and registers you as a disaster services worker. For most, the ID card also serves to allow access to City buildings and facilities. City identification cards are required to be worn at all times while on duty and must be clearly visible to the public. If your I.D. Card is lost or stolen, or you change your name, report it immediately to Human Resources and you will receive a replacement. Upon separation from employment, you must return your I.D. card to the City.
Employee Organizations
Employee organizations serve many purposes for employees and they work with the City toward common goals. A primary purpose of these organizations is to represent employees on matters such as pay, work hours, and grievances. State laws guarantee your right to join an employee organization.
At present, the City formally recognizes seven employee organizations:
Fullerton Municipal Employees Federation (FMEF): Represents most non-safety, non-management employees, including maintenance, clerical, technical, professional and most library personnel.
Fullerton Management Association (FMA): Represents non-safety management employees except Confidential employees and Executives.
Fullerton Firefighters' Association (FFA): Represents non-management fire safety employees.
Fullerton Fire Management Association (FFMA): Represents Division Chiefs and Battalion Chiefs.
Fullerton Police Officers' Association - Dispatcher Unit (FPOA-D): Represents Police Dispatchers.
Fullerton Police Officers' Association - Safety Unit (FPOA-S): Represents non-management Police Safety Employees.
Fullerton Police Management Association (FPMA): Represents Police Captains and Lieutenants.
There are two other employee units, the Confidential and Executive, but they are not formally recognized pursuant to state law. The Confidential unit consists of employees whose duties include assisting certain department heads with employee relations matters. The Executive unit consists of department heads and the City Manager.
Information concerning the various associations is available from your association representative; a list of the representatives' names is available in Human Resources.
Employment Eligibility
Federal law requires the City to verify that all persons hired after November 6, 1986, are citizens or are legally eligible to work in the United States. All new employees will complete the U.S. Citizenship and Immigration Services (USCIS) Form I-9 in order to verify identity and employment authorization.
The City participates in the E-Verify program administered by the Department of Homeland Security.
Employment of Relatives
To maintain high morale and professional working relationships among employees, the City has established guidelines for employment of relatives. Within any department, employees related by blood or marriage may not perform similar duties or responsibilities, report to the same immediate supervisor, or supervise or be supervised by each other.
The employment of relatives in different departments is prohibited when, in the opinion of the City Council or City Manager, potential problems of supervision, safety, security, morale or potential conflicts of interest exist.
Equal Employment Opportunity
Consistent with existing policies, the City’s personnel program provides equal employment opportunities (EEO) for all persons without regard to race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military or veteran status of any person, as well as any other that may be included by applicable law. The program’s goal is to provide equal opportunity for all through selection, training, promotion and transfer.
Fair Labor Standards Act
The Fair Labor Standards Act (FLSA) establishes minimum wage, overtime pay, record keeping, and child labor standards affecting full-time and part-time workers in the private sector and in federal, state, and local governments.
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Grievance Procedure
Ideally, most problems can be resolved between you and your supervisor. If you have a problem or grievance, first go to your immediate supervisor and make every effort to resolve it. If you believe higher-level review is required, use the formal grievance procedure. It is important to note that the amount of time you have to formally present a grievance may vary by bargaining unit. An employee should refer to their MOA, which is included with your handbook, and/or a unit representative for more information.
You may have a representative with you when presenting a grievance. This representative may be an official of your employee organization, an attorney, or a co-worker familiar with such matters. You are entitled to a reasonable amount of time off to present grievances.
Loyalty Oath
The California State Constitution requires all public employees to take an “Oath of Affirmation” upon appointment. In doing so, you swear to support and defend the State of California and the United States, and their respective Constitutions. You also swear to faithfully perform your responsibilities as a City employee.
Meal Periods and Breaks
Most employees normally receive a 30- or 60-minute unpaid meal period depending on the work assignment. However, the meal period may be cancelled or rescheduled due to operational requirements. The meal period includes travel to and from the break site. Each employee is also allowed a 15-minute break near the mid-point of every 4-hour work period. For non-field employees, these breaks are to be taken within the building where the employee is assigned or on the grounds immediately adjacent thereto. Field employees are to take breaks on the job site. Meal periods and breaks may not be saved for time off, and are scheduled by your department to ensure that services to the public are not impaired. Eating at times other than meal periods and breaks is not appropriate.
Medical Examination
As a prospective employee you must take a medical examination to determine if you are physically capable of performing the essential duties of the position with or without reasonable accommodation. Required medical exams are paid for by the City. Every offer of employment, including select promotions, is contingent upon passing the medical exam.
Merit System
The City’s merit personnel system ensures equal opportunity for qualified persons to enter and progress through City service.
Appointments, subsequent promotions and transfers are made by competitive procedures. Examinations, which may include performance tests, interviews and assessments, help to determine which candidates have the qualifications the City needs. Positions are filled by those most qualified. Ability is the key to both appointment and promotion.
Memorandum of Agreement
A Memorandum of Agreement (MOA), also known as a Memorandum of Understanding (MOU), is the written agreement between the City and the various employee organizations.
Authorized representatives for the City and the employee organization meet and confer in good faith concerning compensation, hours, and other terms and conditions of employment of affected employees. Once an agreement is reached it is presented to Council for approval. Following approval, the MOA is implemented by action of the City Council or City Manager by appropriate ordinances, resolutions or other directives.
Referral to your MOA regarding information contained in this handbook is suggested where applicable.
Outside Employment
You may hold another job if you obtain the written approval of your department head. For approval to be granted, the other job must not be detrimental to the interest of the City. Generally, outside work is considered detrimental if it causes you to be less productive or if it constitutes a conflict of interest with your City job.
Parking
You must obtain a parking sticker from Human Resources or designated departmental source and affix it to your vehicle if you wish to use City employee parking lots. Employee vehicles without stickers or those parked in visitor spaces will receive citations.
The City is not responsible for fire, theft or damage to employees’ vehicles or their contents.
Performance Review
Your supervisor will conduct a review of your job performance and future expectations annually.
Personnel Records
Information about you as an employee, such as salary changes, promotions and transfers, is part of your personnel file.
All changes of name, address, telephone numbers, emergency contact or beneficiaries must be reported to Human Resources immediately in order to maintain accurate records. Such information is confidential and is used for City insurance policies, income tax purposes, emergency contacts, etc. Often, several forms are needed to make a change on the records. You may get these forms from Human Resources or on the Intranet.
You have the right to review your personnel file during regular working hours. If you wish to do so, contact Human Resources to schedule an appointment.
Probationary Period
Most new employees must serve a minimum one-year probation period. If necessary, the City may extend an employee’s probation period up to an additional four months. During the probation period, your supervisor will evaluate your performance, help you adjust to your new position and determine your suitability for the job. The probation period also allows you to determine whether employment with Fullerton suits you. Upon successful completion of probation, your status will change to that of regular employee. Refer to your Personnel Action (PA) form for probation period end date.
Promotional Job Opportunities
Fullerton encourages employees to seek advancement within the City. Training and off-duty classes may enhance advancement in your career.
Notices of job openings are posted on department bulletin boards, the City’s Web site and relayed via email. If you believe you are qualified for one, apply on the City’s website through the Human Resources page. Another way to learn of vacancies is to fill out job interest cards (also available on the Human Resources page) for specific positions. You will be advised by email if a recruitment for that job occurs within the following 12 months. You will need to file a separate application for each vacancy for which you wish to be considered.
The City attempts to fill vacancies by promotion from within wherever practical. Promotional exams are usually open only to regular employees. Probationary employees may not be allowed to apply, see the job flyer for more information. If a sufficient number of applications is not received from qualified City employees, recruitment may be opened to outside candidates as well. A sufficient number is defined as at least three bona fide, qualified applicants for each vacancy anticipated to occur during the life of the eligible list.
Reasonable Accommodation
Reasonable Accommodation Policy
Records Management
Welcome to the City of Fullerton Records Management Program page!
This page contains comprehensive information on the City's Records Management Program and the forms you will need for your Department's records management activities.
If you need any further information or clarification regarding municipal records management, please contact the City Clerk's Office at cityclerksoffice@cityoffullerton.com.
- Records Management Manual and Forms (Internal Only)
- Records Retention Schedules (Public)
- RIM Month 2019 (Public)
- Agreement Transmittal Form
Separation
Resignation is the most common type of separation. To resign properly, complete a City resignation form (available on the intranet) and submit to your department head at least two weeks in advance, stating the effective date and your reason for leaving. This will help the City arrange for your replacement. Failure to give such notice may affect your personnel record.
When you separate from employment, you will be required to return all City property, materials, keys, equipment, etc. To facilitate this, you must complete a “check-out” procedure when leaving City employment.
Layoffs result from lack of work or funds. When layoffs are necessary, they are based primarily on length of service.
Other types of separation include retirement and dismissal. Both are discussed elsewhere in this handbook.
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Transfer
A move from one position to another in the same classification is a transfer. A transfer may be initiated by an employee, a department head or the City Manager.
If you want to transfer within your department, advise your supervisor and submit a written request to your department head. If you wish to transfer from your department, contact Human Resources. Approval of the transfer is subject to availability of an opening, agreement of the supervisors or department heads involved, and, if it is between departments, approval of the City Manager.
Working Hours
Working hours are determined by the requirements of each department, and are subject to change. Most City Hall departments operate on a Monday through Thursday and alternate Friday schedule.
Most Fire Department employees work a 24-hour shift; Police maintains three shifts over the 24-hour period; and the Airport, Library, and Public Works have day, evening and weekend schedules. Flextime schedules may be arranged in some departments with the department head’s approval. Your supervisor will advise you of the schedule and/or schedules pertaining to your department.