Proposed handbook for employees of the California State Department of Education
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PROPOSED HANDBOOK FOR EMPLOYEES OF THE CALIFORNIA STATE DEPARTMENT OF EDUCATION
A Project Presented to the Faculty of the School of Education The University of Southern California
In Partial Fulfillment of the Requirements for the Degree Master of Science in Education
t>y S. W. Patterson June 1950
UMI Number: EP46010
All rights reserved INFORMATION TO ALL USERS The quality of this reproduction is dependent upon the quality of the copy submitted. In the unlikely event that the author did not send a complete manuscript and there are missing pages, these will be noted. Also, if material had to be removed, a note will indicate the deletion.
Dissertation Publishing
UMI EP46010 Published by ProQuest LLC (2014). Copyright in the Dissertation held by the Author. Microform Edition © ProQuest LLC. All rights reserved. This work is protected against unauthorized copying under Title 17, United States Code
ProQuest LLC. 789 East Eisenhower Parkway P.O. Box 1346 Ann Arbor, Ml 48106-1346
' SO
P 3 /f
T h is project report, w ritten under the direction of the candidate’s adviser and app ro ved by h im , has been presented to and accepted by the F a c u lty of the School of E d ucatio n in p a r tia l fu lf illm e n t of the requirements f o r the degree of M a s t e r of Science in E ducation.
A d v is e r
Dean
PROPOSED HANDBOOK FOR EMPLOYEES OF THE CALIFORNIA STATE DEPARTMENT OF EDUCATION
TABLE OF CONTENTS PAGE INTRODUCTION PART I HISTORICAL INFORMATION: FUNCTIONS OF DIVISIONS HISTORICAL INFORMATION
...........................
THE STATE DEPARTMENT OF EDUCATION,
2
ITS FUNCTIONS
AND D I V I S I O N S .....................
5
Division of departmental administration ........
5
Functions of the division .....................
5
Division of State colleges and teacher education. Division chief
5
................................
5
Functions ....................................
5
Division of instruction .........................
6
Division chief Functions .
.
...........................
................................
Division of Libraries . . ..........
. . . . . .
State L i b r a r i a n ................................ Responsibilities of division
...............
Division of special schools and services
6 6
7 7 7
. . . .
7
Division chief..................................
7 8
Functions ........................... . . . .
8
................................
8
Division of public school administration Division chief
ill PAGE Functions ....................................
8
PART II OFFICE PROCEDURES AND POLICIES . ....................
10
.................................
10
OFFICE PROCEDURES AND POLICIES Attendance reports
Submitted as follows:
............................
10
To be prepared in t r i p l i c a t e ..................
10
Notification of c h a n g e s .....................
10
Second c o p y ..................................
10
Changes on second c o p y ........................
11
Changes for sick leave o n l y ....................
11
Attendance Reports complete official 11
d o c u m e n t s ..................................... Employees resigning or separating .............
11
Compensating time o f f ..............................
12
Authorization procedure . . . . .
........
. .
12
Personnel Board Rule 1 3 1 ......................
12
Forms - CTO and o v e r t i m e ........................
12
Form 682, Authorization for Overtime, and Form 6 8 3 , Authorization for Compensating Time O f f ........ ; .......................
12
How p r e p a r e d ................................. Blanket authorization for overtime
. . . .
Employees in work week Groups 1, 2, or 3 . . . .
12 13 13
iv PAGE Overtime and compensating time o f f ........
13
Employees in work week Group 4-A and 4-^B (Pro fessional E m p l o y e e s ) .......................
14
4-A
14
..............
O v e r t i m e ..................................
14
4 - B ..........................................
14
Authorization procedure for overtime
13
Extra hours
. . . .
..............
15
4-A and 4-B accumulated o v e r t i m e ...........
15
4 - C ..........................................
16
Authorization Forms 682 and 6 8 3 .............
17
Excess of 40-hour minimum work w e e k ........
17
Correspondence
..................................
Request for School Personnel participation
. .
17 18
Who to c o n t a c t ..............................
18
Subsequent correspondence ...................
18
Correspondence, Inter-departmental...........
18
Maintenance of files
.....................
18
E q u i p m e n t ........................................
18
I n v e n t o r y .............. Taken by w h o m .................................. Accountability
18 18
..................................
18
................................
19
New E q u i p m e n t ....................................
19
Responsibility
V
PAGE Requests for new e q u i p m e n t .............
19
Replacement . . ............................
19
Provisions for r e p l a c e m e n t ..............
.
Legislation . . . ............................
19 19
Requests for preparation of legislation . . . .
19
Legal a d v i c e ................................ Administrative Advisor should beconsulted.
19 .
.
19
Lunch h o u r s .....................
20
Arrangement of lunch h o u r s ............ Office hours
20
....................................
20
Office hours established by Administrative Code
20
Skeleton staff on Saturday mornings ...........
20
Mail, social................... Members of the D e p a r t m e n t .................
20 20
Pay day . .'..........
21
Pay d e d u c t i o n s ..............................
21
Deductions for probationary employees . . . . . Maintenance deductions
21
.......................
22
Pay roll - See Attendance R e p o r t s .......... Made up from Attendance R e p o r t s ........... Personnel consultation
22 22
.........................
22
Personnel records ................................
22
Where m a i n t a i n e d ..........................
22
Record of e m p l o y e e s .......................
23
Vi PAGE P u r c h a s e s ........................................
23
S u p p l i e s ......................................
23
Receipt of materials
23
.......................
23
Utility s e r v i c e s ....................... Requisitions for additional services Purchase estimates
. . . .
..............................
Two t y p e s ...................................... One-time services ............. Recurring services
23
24 24
.........................
Qualifications in specifications
23
.............
Repairs to State-owned automotive equipment . .
24 24 24
. .
23
Authorization for repairs in excess of $10.00
25
Competitive b i d s ..................... ..
Sick Leave Reports - See Civil S e r v i c e ........ Form 634, Request for Sick L e a v e ............. Verification of absence
......................
Filing of sick leave requests. . . . . . . . .
25 25
26 26
...................
27
Requisition Form AO-26.........................
27
Stamps, Use o f ..................................
27
For official use o n l y .........................
27
Issuance of s t a m p s ............................
27
Supply Requisitions . . . . .
T e l e g r a m s ........................................
28
In cases of e m e r g e n c y .........................
28
vii PAGE Telephone Calls - Long Distance .................
29
Rules for u s e ..................................
29
Telephone credit cards
29
. . . . ...............
Official telephone calls on hotel vouchers Request for additional service
. .
...............
T e l e t y p e s ...............................
30
30 30
Used for urgent b u s i n e s s .....................
30
List of points for teletype s e r v i c e ...........
30
Theft . . . . . .
I ................................
31
Report of t h e f t ................................
31
Travel claims of staff members - see section on t r a v e l ..............
31
V a c a t i o n s ..............
31
Old e m p l o y e e ..................................
31
New e m p l o y e e ..........
32
PART III FILING OF EXPENSE AND TRAVEL CLAIMS TRAVEL AND EXPENSE C L A I M S .........................
35
General information ..............................
35
Fiscal y e a r ......................................
35
Items in c l a i m s ............
35
.................
36
A d v a n c e s ........................................
36
First and last day of month .
viii PAGE E x p e n s e s ........................................
37
C o n v e n t i o n s ...................
37
Other O f f i c i a l s ................................
37
Auto ferry or toll bridge f a r e s .............
37
Exemption certificates
37
.....................
Personal expenses ..............................
38
Hotel allowances
.....................
38
Expenses, Meals ................................
40
Transportation
................................
41
A i r l i n e s ....................................
41
Privately owned automobiles .................
42
M i l e a g e ....................................
47
R a i l r o a d ...........................
47
Stenographic services . . . . .
...............
49
....................................
49
Departure and r e t u r n .........................
50
Los Angeles a r e a ..............................
50
San Francisco and Bay a r e a ...................
51
Expenses, Vouchers
............................
52
Vouchers, Loss of
............................
53
Headquarters
Out-of-State travel ...........
54
State-owned automobiles .........................
54
A s s i g n m e n t ....................................
54
Responsibility of driver
54
.....................
ix PAGE Preventive maintenance.......................
56
Credit c a r d ..................................
56
State g a r a g e s ................................
"56
Claims for use of State-owned c a r s ...........
57
n
A c c i d e n t s .............................
. . .
57
Day P a r k i n g ............
58
Garage charges
58
..............................
Purchases, accessories
.....................
60
R e p a i r s ...............
i
...................
61
...............
61
Unauthorized accessory items PART IV
MISCELLANEOUS POLICIES AND REGULATIONS MISCELLANEOUS POLICIES AND R E G U L A T I O N S ...........
63
A c c i d e n t s ........................................
63
...................
63
Accident Prevention ..............................
64
Report of a c c i d e n t ............................
64
Assignments of salary ............................
65
Appointments and separations of employees . . . .
65
Bonding of employees
65
State Compensation Insurance
Budget preparation
............................ .............
66
B u l l e t i n s ........................................
67
Canvassing, charities, soliciting ...............
67
X
PAGE Care of state p r o p e r t y .........................
68
Care of records and e q u i p m e n t ...................
68
Cashing c h e c k s ..................................
68
................................
68
Conference rooms
Locations of conference rooms . . . . . . . . .
69
.......................
69
Death benefit - R e t i r e m e n t .....................
70
Confidential information
See Retirement s e c t i o n ............
70
Education - C l a s s e s .............................. f F i r e s ........................................ ..
.
Garnishment of s a l a r y ............................
70 70 71
Hospitalization, group insurance, C.S.E.A. Publications.
*See CSEA S e c t i o n .............
71
Itinerary forms ..................................
71
Jury Duty
72 •
Legal S e r v i c e s ..................................
72
Membership in u n i o n s .......................
72
Mimeograph, Multilith, Varityper service
. . . .
72
S a c r a m e n t o ....................................
73
Los A n g e l e s ...................
74
San F r a n c i s c o ..............
75
Bulletin boards ..................................
75
Outside employment
..............................
76
..................................
76
Postage
XI PAGE Public relations Courtesy
. . . . .
. . .
.....................
..............................
76 76
Purchase discounts - C.S.E.A. membership........
77
Registration fees, approval for payment ........
77
Report of performance ............................
78
............................
78
Rating of e m p l o y e e s ............................
78
Salary increments ..............................
78
Rest p e r i o d s ....................................
78
..............................
79
................................
79
Submitted annually
Salary advancement Vending machines
V i s i t o r s ........................................
79
PART V EMPLOYEES INFORMATION CIVIL SERVICE RULES AND R E G U L A T I O N S ...............
8l 8l
Appointments to State s e r v i c e .......... I n f o r m a t i o n ....................................
8l
Certification ..................................
81
Types of e x a m i n a t i o n s ............................
82
E l i g i b i l i t y ....................................
82
Open e x a m i n a t i o n ............................
82
Departmental promotional examination
. . . .
82
Servicewide promotional examination ........
82
Initiating examinations .........................
83
xii BAGE M e t h o d s ........................................
83
Dismissal and discipline ofpermanent employees .
83
Emergency appointment ............................
84
L a y o f f ...........................................
84
Leave of a b s e n c e ............................. . .
85
Leave of absence, m a t e r n i t y .....................
86
Leave, sic^:......................................
87
Leave, sick - family care and d e a t h .............
87
Legal h o l i d a y s ..................................
88
Medical examinations
............................
89
Oath of o f f i c e ..................................
89
Probationary period .....................
. . . .
90
Reinstatements, mandatory .......................
90
Salary adjustments, automatic ...................
90
S e p a r a t i o n s ......................................
91
CSEA O R G A N I Z A T I O N ..................................
91
Definition of organization . . .
...............
91
The m e m b e r ....................................
91
The chapter
..................................
91
The r e g i o n s ....................................
93
The general c o u n c i l .......................
93
Board of d i r e c t o r s ............................
93
Headquarters
94
..................................
I n s u r a n c e ........................................ '*
95
xiii PAGE INFORMATIONAL SERVICES
...............................
97
Methods of reporting
...............................
98
State E m p l o y e e ...................................
98
CSEA N e w s ............... ................ ..
. .
98
Board L e t t e r s ..................................
98
Chapter Letters ................................
99
Delegate Letters
99
..............................
Special R e p o r t s ...................
99
Personal Correspondence .......................
99
STATE EMPLOYEES' RETIREMENT SYSTEM MEMBERSHIP . . . Employees eligible
100
................................
100
Exclusions from m e m b e r s h i p .....................
100
How membership b e g i n s ............................
101
Contributions.............................. By m e m b e r .........................................
102 102
By s t a t e ............................. Additional . c o n t r i b u t i o n s ........................
102
B e n e f i t s ...........................................
103
Membership classification ........................
103
Compulsory retirement age . . .
103
...............
Voluntary retirement a g e ........................
104
Amount of monthly allowance upon service r e t i r e m e n t .................................. Disability retirement ............................
105
106
xiv PAGE Department of education .......................
107
Effect of employment on disability benefits . .
108
Death b e n e f i t s ..................................
108
Before r e t i r e m e n t ...................
108
After r e t i r e m e n t ..............................
109
Termination of E m p l o y m e n t .......................
109
Optional settlement upon retirement .............
110
Fund of the retirement s y s t e m ...................
Ill
Administration of the s y s t e m ...................
112
Examples - Service retirement allowances........
112
A P P E N D I X ...........................................
117
GLOSSARY OF T E R M S ..................................
119
TELETYPE S E R V I C E ..................................
135
INTRODUCTION In an organization as large as the Department of Education some time elapses before an individual can under stand the scope and function of the department as a ■whole and to understand how each position fits into the total picture.
In order to insure that the individual's work is
productive and at the same time pleasant and advantageous, certain policies and regulations have been formulated. For the new employee’, this handbook will provide a rapid Introduction to those policies and regulations which assist in the orderly operation of the Department. Essentially it is the function of the Department of Education to provide educational leadership for the schools of the State and to make certain that the youth of the State of California receive the opportunity to which they are entitled.
In order to carry out this function, it is
necessary that each employee of the State Department of Education thoroughly and fully understand that it is essential for success that co-operative effort on the part of all enter into the performance of our daily work. This handbook is designed to make it easier for you to gain a knowledge of the Departmental policies and of the privileges and responsibilities of government service. It reflects our Interest in you as well as in your work. It is my sincere wish that you will be able to gain a
xv i greater understanding of your place in the Department of Education through the use of this handbook. S/R.E.S. Roy E. Simpson
PART I HISTORICAL INFORMATION FUNCTIONS OF DIVISIONS
2 HISTORICAL INFORMATION Providing educational leadership and proper super vision of educational activities has long been recognized by the State as one of its major responsibilities.
Those
who drafted the Constitution of the State of California in 1 8 4 9 recognized this fact and provided for the election of
a Superintendent of Public Instruction.
In 1 8 5 1 , the first
School Law was passed by the Legislature, and in 1 8 5 2 the first Board' of Education was created. The functions assigned to the Superintendent and to the board, and powers conferred upon them have changed periodically, but the essential form of organization existed until recently.
Active participation in educational leader
ship led to development of various services to education and the subsequent coordination of such services into an active department.
This work was recognized by the Legis
lature and a Department of Education was created in 1 9 2 1 under the control of an executive officer to be known as the Director of Education and that the Superintendent of Public Instruction should be ex-officio director. The law specified that there should be two divisions in the Department:
A Division of Textbooks, Certification
and Trust Funds to be under the State Board of Education, and a Division of Normal and Special Schools under the
3 supervision of the Director of Education for administration purposes. The Department of Education was completely reorgan ized in 1927 and a new State Board of Education created. The new board met in August 1927 and set up ten divisions: The Divisions of Adult Education, City Secondary Schools, Health and Physical Education, Libraries, Research and Statistics, Rural Education, Schoolhouse Planning, Special Education, Teacher Training and Certification, and Text books and Publications.
A Commission for Vocational Educa
tion was added in 1931.
Of these, the Division of Libraries
and the Division of Schoolhouse Planning were created by law, the others by board action.
These divisions existed
with certain minor changes until the latest reorganization which took place in 1945. Increases in population of the State during the second World War created emergency conditions in the public school systems of the State and such conditions called for a great demand for administrative and professional services of the State Department of Education.
The Legislature
acknowledged this demand during its Fourth Extraordinary Session called by Governor Earl Warren in 1944.
The Legis
lature appropriated $ 2 0 ,0 0 0 . 0 0 for the purpose of making a study and presenting recommendation with respect to the administration, organization and financial support of the
4 public school system of the State. Recommendations were made which resulted in a con stitutional amendment which proposed to add to Article IX of the State Constitution a new section which was to pro vide for a Deputy Superintendent and three Associate Super intendents of Public Instruction exempt from Civil Service and to serve for a four year term.
Additional Associate
Superintendents of Public Instruction subject to Civil Service could be appointed according to law. Constitutional authority to appoint the new division chiefs was granted by the electorate in November 1946 and the six reorganized divisions of the Department of Educa tion were formed as follows;
Division of Departmental
Administration, Division of State Colleges and Teacher Education, Division of Instruction, Division of Libraries, Division of Special Schools and Services, and the Division of School Administration.
5 THE STATE DEPARTMENT OF EDUCATION, ITS FUNCTIONS AND DIVISIONS Roy E. Simpson, Superintendent of Public Instruction and Director of Education Division of Departmental Administration. A.
Division Chiefs Mr. George E. Hogan, Deputy Superintendent. 1.
Functions of the Division include: a . Off ic e .management b.
Personnel records
c.
Departmental accounting office
d.
Office of the legal advisor
e.
Office of the assistant to the Superinten dent of Public Instruction, Los Angeles
f.
Educational research
g.
Information
Division of State Colleges and Teacher Education. A.
Division Chief, Dr. Aubrey A. Douglass, Associate Superintendent. 1.
Functions include; a.
Development of standards for certification
b.
Accreditation of the thirty-one colleges and universities for teacher education
c.
Program of in-service training
6 d.
Issuance of credentials
e.
Supervision of State colleges
f.
Supervision of California State Polytechnic College
' III-
g.
Supervision of California Maritime Academy
h.
Accreditation
Division of Instruction. A.
Division Chief, Dr. Jay Davis Conner, Associate Superintendent i 1.
Functions Include: a.
Elementary education
b.
Secondary education (including Junior Colleges and Aviation Education)
c.
Adult education which Includes continuation education and Parent Education
d.
e.
Vocational educational services including (1)
Agricultural education
(2)
Homemakihg. education
(3)
Business education
(4)
Occupational information and guidance
(5)
Trade and industrial education
Health education, physical education and recreation
f.
Audio-visual education, and special education including:
(1)
Education for the hard of hearing
(2)
Education for the physically, handicapped
(3)
Education of mentally retarded children
(4)
Education of the deaf and education of the blind (in public school systems)
(5 )
Correction of speech defects and disorders
(6 ) IV.
Mental hygiene
Division of Libraries (State Library). A.
Miss Mable Gillis, State Librarian. 1.
Previously established by lav, responsibilities of this Division include: a.
Maintenance of the State Library
b.
Lav Library, Government Documents
c.
California Collection
d.
Service to the Blind
e.
Loan System to Schools through County Libraries
f. 2.
Interlibrary Loan Service.
This Division is under supervision of the State Librarian, an office filled on appoint ment by the Governor.
V*
Division of Special Schools and Services. A.
Division Chief, Dr. Herbert R. Stolz, M.D., Deputy Superintendent.
8
1.
Functions include: a.
The California School for the Deaf, Be rise ley and, under an authorized building program, at a site to be selected in Southern California
b.
California School for the Blind
c.
Centers for the Adult Blind
d.
The State Vocational Rehabilitation Program
e.
Schools for Cerebral-palsied Children in Northern and in Southern California
Division of Public School Administration. A.
Division Chief, Mr. Frank M. Wright, Associate Superintendent. 1.
Functions include; a.
Apportionments of School Funds,
b.
School Accounts and Records
c.
School Planning
d.
Readjustment Education for Veterans
e.
Textbooks and Publications
f.
State Educational Agency for Surplus Property
g.
Child Care Centers
h.
Indian Education
i.
School Lunch Programs
j.
Child Welfare and Attendance
PART II OFFICE PROCEDURES AND POLICIES
10
PART II OFFICE PROCEDURES AND POLICIES I.
Attendance Reports. A.
Attendance reports shall he submitted as follows: 1.
Attendance Reports shall be prepared in triplicate in the local offices.
The original
copy shall be forwarded in time to reach the Personnel Section of this Department on the morning of the sixth working day prior to the end of the month.
This report must be signed
by the time clerk designated. 2.
When it is necessary to make changes In the original attendance report between the date it Is submitted and the end of the month, please notify the Personnel Section, Library and Courts Building, Sacramento, immediately by telephone, Extension 2460, c>r teletype.
3.
The second copy of the Attendance Report shall be forwarded to the Personnel Section at the close of business on the last day of each month, and shall indicate all changes (use blue pencil) made in Attendance reported on original copy, thus confirming messages for warded by telephone or teletype.
This report
must be signed by the time clerk and by the
11
supervisor of the office. 4.
The person making the changes on the second copy, to be forwarded at the close of business the last day of each month, shall use a blue pencil to Indicate all such changes.
5.
Please keep in mind that any changes made in attendance reported for .the period between'the date the report is submitted and the end of the month, shall be for the reason of sick leave only, unless there are extenuating circumstances for absence for other reasons
6.
Attendance Reports as submitted will be con sidered as complete and official documents. In other words, time off for vacation purposes should be anticipated in advance so that no change in vacation time will be necessary.
It
is realized that it is not always possible to anticipate absence on account of illness for the period from the date the report is submitted to the end of the month; however, careful attention to any request for change in Attend ance Reports will be appreciated. 7.
Final Attendance Reports for employees resign ing or separating shall be submitted immediately in duplicate to the Personnel Section of the
12
Department, with written statement setting forth last day worked. II.
Compensating Time Off. A.
Authorization Procedure. 1.
Personnel Board Rule 131, as amended, effective June 9, 1948, provides that if cash compensating . time off for overtime work is to he granted all required overtime work, except that of Saturday forenoon skeleton crews, must he authorized and ordered in writing in advance.
All such over
time must he approved hy the Chief of the Division.
Overtime worked hy an employee which
is not required and ordered is not compensable hy time off or cash payment. B.
Forms - CTO and Overtime. 1.
Form 682, Authorization for Overtime, and Form 6 8 3 , Authorization for Compensating Time Off,
will he uaed for the purpose of controlling overtime and compensating time off. 2.
Forms shall he prepared on a weekly basis in quadruplicate, one to employee, one person authorizing overtime or time off, and two to the time clerk who will attach them to the monthly Attendance Report.
3.
If an employee is authorized and ordered to
13 work a fixed amount of overtime at regular recurring intervals, a blanket authorization for overtime may betwritten in the space for overtime authorized.
Similarly, a blanket
authorization for compensating time off may be prepared. C.
Employees in Work Week Groups 1, 2, or 3* 1.
Use above procedure for overtime and compen sating time off for employees in Work Week Groups 1, 2, or 3 (All classes of employees not considered as professional employees, i.e. laborer, warehouse, clerical).
Compensating
time off not taken within twelve calendar months from the end of the month in which the overtime was worked must, according to the rules, be paid to the employee in these groups. However, since no budget allowance is provided for such overtime, all supervisors are required to provide time off within the limit of time and employees must apply for compensating time off within the one year limit.
Compensating
time off taken will be charged against overtime worked in the order such overtime was worked (first-in, first-out method).
No maximum
limit as to accumulated overtime hours has
14 been established for employees assigned to groups 1 , 2 , or 3 D.
Employees in Work Week Group 4-A and 4-B (Pro fessional Employees) 1.
4-A
Classes and positions
40 hours.
with a work week
of
Ordered overtime is compensable by
compensating time off.
Cash payment for overtime''
is not permitted except upon authorization by the State Personnel Board prior to the time the overtime is worked. 2.
The same procedure as for Groups 1, 2, and 3 applies to authorizations for employees in Work Week Group 4-A with respect to all over time required or ordered.
3.
4-B
Classes and positions
with a 5 -day work
week of 40 hours minimum but no maximum number of hours per day.
specified Overtime does
not accrue during this five day period..
Ordered
work on a normal day off is compensable by compensating time off on a day-for-day basis. Cash payment for overtime is not permitted except upon authorization by the State Per sonnel Board prior to the time the overtime is worked. 4.
The authorization procedure previously des cribed applies to employees in this subgroup
15 with respect to all overtime required to be worked on a normal day off. 5.
The overtime authorization procedure outlined above does not apply to extra hours worked on normal working days and taken off during the same work week.
By signing the certificate of
appointing power on the Monthly Attendance Report, approval of such extra work and time off automatically is given.
The statement
"unless otherwise shown, all Group 4-B employees worked at least a 40-hour minimum work week exclusive of overtime shown as worked on normal days off'* should be incorporated in the certifi cate of the time clerk on the Monthly Attend ance Report.
Extra hours worked on a normal
working day and such extra hours taken off during the same week shall not be recorded on the Monthly Attendance Report provided the 40-hour minimum is met. 6.
4-A and 4-'B Accumulated overtime worked on holidays specified in Government Code Section 1 8 0 2 5 , and not compensated for by time off,
remains to the credit of the employee at the end of the 12 month period.
All other overtime
for which compensating time off is not allowed
16
or taken within twelve months from the end of the month in which such overtime was worked will be cancelled, unless the employee has appealed to the Personnel Board.
Accumulated
overtime may not exceed 240 hours at any time. Compensating time off taken will be charged ‘ against overtime worked in the order such overtime was worked. 7.
4-C
Classes and positions with a minimum
average work week of 40 hours.
The regular
rate of pay is full compensation for all time that is required of the employee to perform the duties of his position.
Except as otherwise
provided in Government Code Section 1 8 0 2 5 , hours of work in excess of the minimum average work week are not compensable, and shall not be deemed overtime for which compensating time off is provided within the meaning of Govern ment Code Section 1 8 0 2 5 .
If an employee in
this subgroup is not required by the appointing power to work a normal work day or part thereof, he nevertheless shall receive his regular rate of pay without deduction if his absence does not reduce his average work week within the twelve-r'month period ending with such absence
17 "below 40 hours. 8.
Authorization Forms 682 and 6 8 3 are required for hours of ordered work on holidays specified in Section 1 8 0 2 5 of the Government Code. Accumulated overtime worked on holidays, and not compensated for by time off, remains to the credit of the employee at. the end of the twelve-month period.
9.
Ho policy has been adopted to provide for time off on a normal work day for employees who have worked in excess of the 40-hour minimum work week; therefore, the regular rate of pay is full compensation for all time worked.
III.
Correspondence.
Receipt of communications or corres
pondence should be acknowledged promptly.
Where
correspondence is opened by a mailing section, it should be referred to the proper department or division without delay.
While no policy has been adopted as to
the number of days that should elapse before a reply to the communication is prepared, in order to secure the best public relations, it is advantageous that all correspondence and letters be answered promptly, correctly, and courteously.
Carbon copies of letters
answered should be referred to interested parties as it is to the advantage of the department to keep those
18
concerned completely Informed. A.
Correspondence, Request for School Personnel Participation. 1.
When requesting permission for a teacher or a school official to attend a meeting or confer ence, the Chief Administrative Officer of the school or school district shall he contacted first for approval.
2.
Subsequent correspondence may be between the Department of Education and the school employee direct; however, carbon copies of such corres pondence shall be sent to the Chief Adminis trative Officer of the school or school district.
B.
Correspondence, Inter-Departmental. 1.
Files of the Inter-Departmental Correspondence should be maintained in the section originating the correspondence with carbon copies to the Division Chief, if requested.
IV.
Equipment. A.
Inventory 1.
Inventory of equipment will be taken by the Accounting Office Personnel at least once each year.
B.
Accountability 1.
Some one office or employee will be appointed
19 responsible for equipment in each unit of the various agencies.
Loss and damage to such
property due to negligence or illegal conver sion will be charged to such officer or employee and recovered from him. C.
New Equipment 1.
Requests for new equipment must contain com plete justification and be submitted to the Accounting Office with the Annual Budget Request so that provision will be made in the preparation of the equipment budget.
D.
Replacement. 1.
Equipment deemed obsolete, inadequate, or worn beyond reasonable repair must be reported to the Accounting Office where provisions for its replacement will be made.
V.
Legislation. A.
All requests for preparation of legislation and all matters pertaining to legislation should be cleared through the Departmental Legislative Committee of which Mr. Hogan is sub-chairman.
VI.
Legal Advice. AX
When necessary to seek legal interpretations con cerning departmental business, the Administrative Advisor to the department should be consulted, after
20
obtaining authorization from the Division Chief. VII.
Lunch Hours. A.
Lunch hours are arranged by the Division or Unit Chief.
V m .
Office Hours. A.
Office hours are established by the Administrative Code as being from 9:00 A.M. to 5:00 P.M. Mondays through Fridays, arid from 9:00 A.M. to 12:00 noon on Saturdays, although offices are open from 8:00 A.M. to 5:00 P.M. with lunch hour allowances.
B.
Administrative procedures indicate that a skeleton staff shall be on duty on Saturday mornings, 9:00 A.M. to 12:00 Noon.
These hours may be adjusted
in accordance with local needs; however, offices shall remain open during the time specified by law.
Compensating time off or other satisfactory
arrangements shall be provided for those working Saturdays. IX.
M a i l , Social. A.
It is advocated that all members of the Department discourage their friends from writing to them at the office address at which the employee is located. Social letters, if initiated by the employee, should in all cases be on stationery belonging to the employee and not that of the State.
21
X.
Pay D a y . A. Pay Day has been established, to be the first -working day of each month for those in Sacramento.
For
those outside of Sacramento, the checks will be mailed from Sacramento on the first working day. XI.
Pay Deductions. A.
Deductions from salaries of probationary employees and those employees with no'sick leave or vacation credit shall be made only for actual working time lost where such absence does not exceed two weeks. In the event such absence extends over a period of two weeks, salary for weekends shall be deducted since on a monthly basis the employee is entitled only to one-half of a month’s pay for one-half of a month’s work.
An employee whose salary is
established on a monthly basis who is entitled to less than a full month's pay shall receive only that part of a full month's pay as the number of work days he worked during the month bears to the total number of work days In the particular month. B.
One or more of the following pay deductions may be taken from the employees' check; 1.
Federal Income Tax
2.
Retirement Contribution.
3.
Insurance, California Physician Service',
22
California Western State Life Insurance, or National Service Life Insurance. 4.
Maintenance deductions may be taken for those employees in Special Schools.
C. XII.
The State does not deduct for bonds.
Pay Roll - See Attendance Reports. A.
The payrolls are made up from the Attendance Reports which are submitted to the Personnel Section, checked and submitted to the Accounting Section.
The dates of such submission of these
reports are given under Attendance Reports. XIII.
Personnel Consultation. A.
An employee with problems concerning personnel matters should consult first his immediate super visor, and then if necessary, the Personnel Section of the Department.
XIV v
Personnel Records. A.
Personnel records are maintained in the Personnel Office of the Department located in the Library and Courts Building, Sacramento.
The personnel
roster is located in the Accounting Office. B.
There shall be maintained in each local office a record of all employees, with position numbers and classification of positions to which assigned. record indicating balance of sick leave and
A
23 vacation time credited to each employee shall be kept.
A statement of all such time will be issued
by the Personnel Section of the Department at least once a year to be reconciled with the records of the local office. XV.
Purchases. A..
All supplies including stationery, pens, pencils, paper, etc., shall be requsitioned from the Departmental Accounting Office on Form AO-26 in accordance with instructions thereon.
Such
requisitions are to be filed once a month only. Any deviation from this procedure will be allowed only in cases of EXTREME emergency in which case a satisfactory explanation must be given. B.
Receipt of materials, supplies and equipment shall be reported to the Departmental Accounting Office on Form A0-105 in accordance with instructions thereon.
C.
Utility Services: 1.
Requisitions for additional services or change of existing services should be submitted to the Departmental Accounting Office with an explanation of need and a complete description of the specific change or service desired.
XVI.
Purchase Estimates.
24 A.
There are two types of services which may be pur chased: 1.
One-time services and
2.
Recurring services. a.
For one-time services three competitive bids fully setting forth the service to be rendered must be secured and sent to the Departmental Accounting Office with'a statement of justification.
The Account
ing Office will prepare the standard contract and, after securing the required signatures, will secure the necessary approval. b.
For recurring services three competitive bids must be secured if possible and sub mitted to the Accounting Office where a standard contract will be written and required signatures and approval secured.
B.
There shall be no qualifications in the specifi cations for any contract which will work for the advantage of any particular bidder or any class of bidders.
*(Sec. 6 7 6 R and R) (Also see 4005, 4102,
4104, 4105, 4332 to 4334, 14273 to 14353 for Public Works Contract - Government Code.) C.
Repairs to State Owned Automotive Equipment -
25 Whenever possible automotive repairs should be performed by a State Highway Garage.
When cost of
repairs exceeds $ 1 0 0 an estimate of cost must be secured and submitted to the Departmental Accounting Office for approval. 1.
When repairs are to be performed by other than a State Highway-Garage, three competitive bids must be secured and submitted to the Accounting Office for approval, except when repairs are needed while on the road, in which case approval is not required for repairs costing $ 1 0 . 0 0 or less.
2.
When repairs while on the road exceed $10.00, teletype or telephone the Departmental Account ing Office for authorization giving the name and address of vendor and nature of repairs and estimated cost.
Otherwise, write for
authorization. XVII.
Sick Leave Reports - See Civil Service. A.
Form 6 3 4 , Request for Sick Leave, shall be prepared in trlpll-cute for each employee absent during the month due to illness, Indicating the number of days, dates and reason for such absence.
If
absent for more than two days for any one illness, a physician shall sign the form, verifying such
26
absence, or the head of the office shall indicate that he has investigated and found facts as given to be true and the employee entitled to sick leave. Sick leave due to illness or death in the immediate family shall be granted not to exceed five days in any calendar year.
(Immediate family means mother,
father, husband, wife, .son, daughter, brother, or sister of the employee or any person living in the immediate household of the employee.) B.
All sick leave forms submitted must be signed by the head of the office verifying such absence. Attach all requests for sick leave claimed between the first of the month and the date of submitting the Attendance Report to the report submitted on the sixth working day prior to the end of the month, and attach all sick leave requests claimed between the date of submitting the original report and the end of the month to the second copy of the Attendance Report submitted on the last day of each month.
C.
Sick Leave requests are to be filed for each payroll month.
If the employee is absent during
the end of one month and the beginning of the next, sick leave requests shall be submitted for the period absent during each month.
27 XVIII.
Supply Requisitions. A.
All requirements for materials and supplies are to be requisitioned from the Accounting Office on Form AO-26.
Requisitions should be prepared in
the office originating the request and must be forwarded through normal divisional channels to the Accounting Office.
The Accounting Office will
issue a purchase estimate so that the Bureau of Purchases may secure the material needed for the division." XIX.
Stamps, Use of. A.
Stamps are for official use only.
B.
Stamps issued from the
Accounting Office, or
stamps purchased with checks issued from the Accounting Office, shall be used for official mail only and may not be sold to employees, nor may they be used for petty cash purchases. C.
When stamps issued for
after-hour mailing are
found to be in excess of need, the balance must be returned to the Accounting Office. D.
Offices outside of Sacramento, and those not equipped with postage meters, shall submit monthly requests for postage needs.
This postage supply
shall be kept to a minimum at all times and responsibility for issuance and safekeeping
28 thereof shall be assigned to an employee of the office. XX.
Telegrams. A.
Telegrams should be used only in cases of emer gency or when there is specific instruction to use this means of communication and they shall not be used where letters would be equally effective. 1.
No unnecessary word, initials and figures shall be used in the address, body, or signature of any telegram.
In order to
eliminate errors and reduce costs, numbers and amounts shall be written in words. 2.
Expenses for personal telegrams shall not be approved.
3.
Wherever possible, day or night letters shall be used in place of the more expensive services.
4.
Reasonable charges for telegrams, when necessary, for the reservation of hotel accommodations will be allowed.
5 . Telegrams should show,
for billing purposes,
the party addressed and the place where the message was sent. 6 . One copy of the pre-paid telegram or those
received with charges collect shall be sent to the Accounting Office for checking against
29 the bill from the Telegraph Company. XXI.
Telephone Calls - Long Distance. A.
Use of the long distance telephone shall be limited to emergency calls or when there is a specific instruction to use this means of communi cation and shall not be used where a letter would be equally effective. 1.
Expenses for personal telephone calls relating to Leaves of Absence or other matters of a personal nature shall not be permitted.
2.
Reasonable charges for long distance telephone calls, when necessary for the reservation of hotel accommodations will be allowed.
3.
When placing the long distance call, be certain the telephone operator has information so that the bill will show.: a.
The person calling on all calls over fifty cents.
b.
The person called, on all calls over fifty cents.
c. 4. B.
The place called.
Local personal calls shall be kept to a minimum.
Telephone credit cards may be secured by filing a request with the Department of Education Accounting Officer.
30 1.
The credit card is used for all official calls when away from headquarters.
2.
When calls are placed, the local number to which the charge is to be made is designated.
C.
Official telephone calls charged on hotel vouchers will be allowed if notation of official business is made.
Personal telegrams must hot be charged
to the Department Account.
Telephone tax is not
applicable to the State Department business and will not be paid. D.
Bequest for Additional Service. 1.
Authorization for installation on new and/or additional telephone service must be secured from the Accounting Office.
XXII.
Teletypes. A.
The teletype shall be used for urgent business between Departmental offices or other State Agencies instead of telegraph whenever possible.
B.
An up-to-date list of the points for teletype services is available and will be found in the Appendix of the Handbook.
C.
Some stations cannot accept all types of traffic so it will be the employee’s responsibility to contact the station prior to the sending of a message to see whether it can be sent.
31 D.
Telephone numbers of therecipient of the should be included in the address tion will facilitate the
X X III.
message
as this informa
delivery of your teletype.
Theft. A.
When a. theft of personal property belonging to the State has been discovered, the Head of the Unit or Division shall immediately contact the local police department and advise of the theft. This should be followed by a report in writing to the Police Department with reference to the theft, giving the information as to what was stolen, when it was stolen, how entry was made, if such infor mation is available.
A copy of this report shall
be sent to the Department of Education Accounting Office.
The Accounting Officer will notify the
Department of Finance concerning the matter in question. XXIV.
Travel Claims of Staff Members - See Section on Travel. A.
Travel claims of staff members shall be approved by the Division Chiefs or by a person designated by him.
XXV.
Vacations. A.
An employee is entitled to one and one-quarter days of vacation for each month or major portion of a month he is employed.
Vacation may be
32 accumulated not to exceed thirty days at the end of any calendar year.
An employee must have six
months continuous service before he is entitled to take any vacation, but at the end of that period, he is credited with 7 1 / 2 days. B.
A new employee after six months of continuous service, during which time, he has accumulated 7
1 / 2 "days of vacation, may take vacation only as
earned up to and including the last day of December next following the completion of such six months service.
(In other words, if an
employee Is appointed on May 1, then on November 1, he has 7 1/2 days vacation.
On December 1,
he may take the 7 1 / 2 days vacation plus 1 1/4 days earned in November.) C.
However, if an employee is appointed on August 1, then on February 1 , he Is entitled to 7 I/2 days vacation and during that calendar year may take vacation only as earned.
D.
An employee after the first day of the calendar year next following the termination of the initial six months of continuous service may be granted a full fifteen days vacation for that year at any time during the year even though he had no accu mulated vacation to his credit at the commencement
of the year.
Should the employee become separated
from State service prior to the end of the year and after he has taken the fifteen days vacation for the year, his final salary check will be adjusted accordingly.
PART III FILING OF EXPENSE AND TRAVEL CLAIMS
35 TRAVEL AND EXPENSE CLAIMS I.
General Information. A.
The Travel Expense account shall be rendered monthly for each complete month, and shall not Include portions of two months.
Expense accounts
shall not be rendered more often than twice a month.* B.
All accounts should be submitted promptly for approval.
As claims are prepared soon after the
end of each month, any accounts that are delayed are of necessity held up until subsequent claims are filed with the controller. II.
Fiscal Y e a r . A.
The fiscal year is from July 1 to and including June 30 of the following year.
Claims must be
segregated according to fiscal years; i.e., expense occurred in June cannot be included in a July claim. III.
Items in Claims. A.
Items in claims should be briefly and clearly stated in chronological order, and all charges for the period for which rendered must be included. The total of all entries on each line should be carried to the dollars and cents column direct, and no items should be interlined.
Every unusual
36 Item of a claim, when submitted, shall be explained. Items in claims not satisfactory to the Department head or to the Controller will be eliminated.
The
Department of Controller will indicate the addi tional data required.
If a proper charge against
the State, the amount may be resubmitted with necessary correction or explanation in a separate expense account. First and Last Day of Month. A.
When expense is claimed on first day of any month which constitutes continuation at the same loca tion, the following statement must be shown: "Continued in field".
B.
When expense on the last d a y of any month con tinues into the following month, statement as follows must be shown upon the expense acoount: "Remained in field".
V.
Advances. A.
Travel Advances may be secured for out of State travel expenses.
Travel advances for normal
travel needs may be secured only in cases of emergency or when expenses to be incurrred are unusually heavy.
All requests for advances must
be approved by Departmental Accounting Officer.
37 VI.
Expenses. A.
Conventions.. 1.
Traveling expense will not be allowed in attending conventions or conferences, unless the approval of the Department of Finance, through the Department head, has first been obtained.
Letter from Department of Finance
granting such approval shall be attached to the expense account.
This rule shall not
apply to conferences called by an Agency for the purpose of instructions for dissemination of necessary information to its employees. B.
Other Officials. 1.
Officials and employees are not permitted to pay expenses of other officials or employees, except as follows: a.
Auto ferry or toll bridge fares ma^ be paid by one member of a party and submitted on his account.
When so submitted, the
name of each State employee for whom such fare was paid shall be shown. b.
Exemption certificates, which excuse the State from the payment of Federal tax for transportation tickets, must be presented at the time purchase is made.
These may
38 be secured from the Accounting Office and are filled out by the individual making purchase of the transportation. C.
Personal Expenses. 1.
No personal expense such as laundry, barbering, etc., will be allowed.
2.
Cost of transporting personal luggage will be allowed only when traveling outside the State of California.
The words "with official
baggage" must appear on the claims when taxi fares are listed. 3. D.
No claim for tips will be allowed.
Hotel allowances. 1.
Claims for hotel accommodations shall not exceed $6.00 per day for non-salaried board and commission members, and $5.00 per day for all other officers and employees, except in cases of travel outside the State--$6.00 per day for out of state travel.
2.
Where officers and employees arrive at their destination during the early part of the morning after travel during the night, and leave during the afternoon or evening, the Controller will allow claims for rooms upon a day rate basis when explanation as to
39 necessity is given. 3.
Receipts for lodging, European Plan, or Board and Lodging, American Plan, shall be furnished and shall show the dates for which the charge is made.
American Plan shall not exceed $10.00
per day, and must show first and last meal claimed. a.
Receipts covering lodging must be.dated, show the location, and show the period it covers with rate per day, and be entered in total on expense account on last day claimed.
Hotel vouchers for the last day
of month must be obtained separately and not carried over to the next month. Omission of detail will result in the I
item claim being disallowed.
b.
No altered hotel vouchers will be accepted. Vouchers must be properly signed when using a plain receipt form.
4.
When registering, employees must request the State or commercial rate.
When an employee
expects to stay a week or more at the same hotel, arrangements must be made to secure a weekly rate, is possible.
When registering,
"State Department of Education" must be written
40 after your name for the purpose of identifica tion in order to secure the lowest rate.
In
case one room is given up and another taken at a different rate, hotel hill rate must be . shown for each room as well as dates the charge covers. E.
Expenses, Meals. 1.
The amount expended for any particular meal is left to the discretion of the individual, but the total for all meals shall not exceed the applicable maximum allowances which are: Breakfast
Non-salaried Board and Commission Members
$1.50
All other employees
I.2 5
Lunch Dinner
$1.75
Total
$2.75 $6.00
I .5 0
2 .2 5
5 .00
1 .5 0
1 .7 5
2 .7 5
6 .0 0
Outside of California (All officers and employees) 1 .5 0
1 .7 5
2 .7 5
6 .0 0
On train (all officers and employees)
2.
When it is necessary for a State Agency to require an employee to work overtime in excess of two hours following the usual closing time of the office of such agency, and where suffi cient time cannot be granted to the employee to travel to his home for his evening meal and
return before his overtime service must begin, he may at the request of the agency, and with the approval of the Department of Finance having been secured in advance, claim an allowance for dinner at his headquarters. Copy of the Department of Finance approval must accompany such expense claims. 3.
The fixing of maximum .allowances' does not authorize the filing of claims for sums in excess of expenditures.
Under Section 352 of
the Political Code, only "Actual necessary traveling expenses" will be allowed. k.
In the column marked "Meals" on expense account columns indicate the meal eaten with an "x".
If on a dining car, mark "T" in the
proper column, "Cost of meals for day." Expenses, Transportation. 1.
Actual fare on airlines, automobiles (privately owned), railroads, stages, steamboats and street cars will be allowed.
Special convey
ances, such as the hire of automobiles, will be allowed only in cases of emergency for which explanation shall be made on claim and receipt submitted, a.
Airlines.
42 (l)
Claims for airplane travel shall be allowed when in conformity with the latest regular, publishe tariffs sub ject to any special discount available to state employees.
Vouchers for
airplane travel must be attached to Travel Expense Vouchers.
Where Credit
Cards, are used the number of the credit card should appear'on the travel voucher. b.
Privately Owned Automobiles. (1)
Authorization for use. (a)
Authorization for use of pri vately owned motor vehicles on State Business must be secured through the Department of Educa tion on the Department of Finance Form No. 3 .
(2)
Insurance. (a)
Before a permit may be issued for any officer or employee to operate a privately-owned vehicle on official business of the State on a mileage basis, such officer or employee must file evidence
43 with the Accounting Office, of the issuance of a policy to such officer or employee with limits of $10,000.00 - $20,000.00 Public Liability and $5,000 Property Damage insurance.
Evidence of
the issuance of a policy to the employee in the required limits shall- consist of the-completion. of Endorsement Form 4 by the insurance carrier and 'submitted to the Accounting Office for transmittal to the Department of Finance for their approval. (b)
Mileage incurred prior to the required insurance coverage will not be allowed.
(3 )
Reimbursement (for use of private cars), (a)
The payment of mileage is in tended to compensate those using their cars in the service of the state who travel on inspection and other necessary work
requiring an automobile
enroute or at destination.
44 (b)
The maximum rate for which a claim may be allowed for the use of privately owned automobiles is 7 0 per mile for the first three hundred miles, 6 0 per mile for the next 400 miles and 50 per mile thereafter.
A maximum rate
of 8 0 per mile may be allowed where a privately owned automo bile is used for towing a trailer ' designed,*equipped and used as a laboratory for educational pur poses.
The rates allowed herein
shall be based on the total mileage claimed in a calendar month. (c)
Mileage for personally-owned cars must be claimed on Department of Finance Form 2 6 3 .
A brief des
cription of the trips made each day, with the mileage extended in the proper column, must be given; also "and vicinity" is necessary to cover the mileage when it is in excess of a direct distance
45 between the two points.
At the
end of the month the mileage column must be totaled and mul tiplied by the rate per mile to arrive at the total.
In the
absence of "and vicinity", where the mileage claimed is more than the direct distance between two points, we have no alternative *
*
than to reduce it to the direct mileage because of insufficient substantiation of the claim. (d)
Payment on a mileage basis is for the use of the car and is at the rate stated in these rules irrespective of the number of officials or employees occupying the car.
(e)
Ferry or toll charges for trans portation of private car on offi cial business will be allowed in addition to mileage.
(f)
Parking charges for privately owned cars will be allowed for day parking only.
46 c.
Unauthorized Expenses. (1)
Mileage shall not he allowed where a trip is made parallel to common carrier, except when two or more state officers or employees are transported in a pri vately owned automobile and the names of such employees shown.
Where it is
necessary to use an automobile at the end of a trip or to make stops on official business enroute", a full explanation stating the facts con stituting the necessity and 'showing a saving in time or expenses sufficient to justify the claim shall accompany the expense account.
Unless a satis
factory explanation is filed, only the regular common carrier fare will be allowed.
The members of non-salaried
boards and commissions are exempt from the provisions herein. (2)
No garage, repair, tire, gasoline or other automobile expense will be paid by the State where the official or employee is operating on mileage basis.
(3)
Auto mileage for travel between the
47 home or garage of owner and business headquarters is not a proper charge and must not be included in the mileage claimed. (4)
Wherever claimant’s privately owned automobile is used without authoriza tion for mileage allowance, and hot under the conditions provided in Rule 46, train fare between the points traveled, necessary pullman and meals enroute may be allowed.
License number
of car must be shown on the expense account. d.
Expenses, Railroad. (1)
When purchasing railroad tickets, inquiry must always be made as to special rates on the date of purchase and for the length of time covered by the trip.
Only the latest tariffs at
the time the trip was made will be allowed by the Controller.
Where two
one-way tickets are used instead of a round-trip ticket, sufficient explana tions as to why round-trip ticket was not purchased must be made.
48 (2)
Federal tax will not be allowed on railroad fares.
At the time the
ticket is purchased It will be neces sary to furnish the transportation company with an exemption form.
These
forms can be secured from your Accounting Office. (3)
First class railroad fare will be allowed only when supported by Pullman vouchers, otherwise coach fare will be allowed.
(4)
One berth-for each person will be allowed, except that non-salaried board and commission members may be reimbursed for "roomette" accommoda tions upon common carriers when vouchers are presented in support of the claim.
(5 )
All charges for pullman accommodations must be supported by the Pullman vouchers.
(6 )
Where It is necessary to use an extra fare train, full explanation, together with receipted vouchers, shall accom pany the expense account showing what official necessity required its use;
49 except that where the trip is made by train not equipped with standard pullman, but is equipped with ''roomette" accommodations only, reimbursement may be claimed for roomette service upon presentation of the voucher, without the necessity of such explanation. (7)
Unusual delays or deviation from the shortest usually traveled route must be explained.
If due to causes beyond
the control of the individual; such as, awaiting train connections or accommodation or an account of acci dents, etc., fully explained, the additional expense will be allowed. G.
Expenses, Stenographic Services. 1.
No reimbursement of expenses for stenographic or typewriting services in connection with the preparation of reports or correspondence shall be made in the absence of a notation as to the necessity and approval of the department, by an official or employee while traveling on offi cial business.
VII.
Headquarters. A.
Headquarters shall be established for every State
50 Employee at which traveling or hotel expenses shall not he allowed. 1.
Departure and Return. a.
Time of Departure from and return to head quarters must he shown covering each trip when expense is claimed.
No allowance for
breakfast will he made when departing after 8 .:00 A.M.
No allowance for dinner will be
made when return is prior to 7:00 P.M. Time of departure and return,, as herein used, means the time, the train, the bus or airplane leaves or returns; or if motor vehicle is used, the time employee starts from, or returns to his office, the state garage, or his home if the car is garaged at home. 2.
Los Angeles Area. A.
State officers and employees with head quarters in Los Angeles shall not be allowed hotel accommodations at any hotel within a radius of fifteen (15) miles of the State Building.
The necessity for such"expend
iture must be explained on the expense account in a manner satisfactory to the State Controller.
c,
•• ->
51 b.
State Officers and employees with head quarters in Los Angeles may be allowed meals in the outlying districts of that City when the necessity therefore has been explained on the expense account in a man ner satisfactory to the Controller.
How
ever, in accordance with suggestions by the Department of Finance, the Department of Education by administrative rule, provides that payment for noon meals shall not be allowed when an employee is away from headquarters for this one meal only. For example, an employee leaving head quarters after 8 o'clock and returning before 5 o 'clock would not be allowed reimbursement for noon meals unless specific approval had been received from the bureau or division chief. 3.
San Francisco and Bay Area. a.
State Officers and employees with head quarters in San Francisco, Oakland, Alameda or Berkeley shall not be allowed hotel accommodations in cities on San Francisco Bay, except in unusual cases approved by Department of Finance.
52 4.
A State officer or employee remaining in one location for more than one month shall be deemed to have established his headquarters at such location.
Per diem allowance or allowance
for hotel and meals at such location thereafter shall be discontinued, except in unusual cases approved by the Department.of Finance at an
5.
allowance fixed thereby, which shall not be in excess of the allowances fixed by these rules.
5 . • Each officer and employee, when making claim
for travel expenses, must show his residence on the expense account.
Residences herein used
does not necessarily include legal residence. Allowance for hotel and meals will not be permitted at such residence. B.
Expenses, Vouchers. 1.
All vouchers must be originals, dated properly, itemized, receipted and numbered to correspond with number on expense account.
2.
Invoices or vouchers not on printed bill head shall be signed by the vendor or person fur nishing supplies or services.
3.
Original receipts or vouchers shall be sub mitted for every item of expense, except as follows:
53 a.
Railroad and stage fares in California, and where the fares are available in pub lished tariffs.
(Vouchers for airplane
travel must be attached to expense account claims). b.
Meals.
c.
Long distance telephone or telegraph charges, if date, place, and party called is shown, except in the event telephone call is in excess of $2 .5 0 ,. in which case vouchers or other supporting evidence must be provided.
d.
Taxicab or hotel bus fares when necessary on official business.
e.
All legal expenditures for one dollar ($1.00) or less, except for lodging.
C.
Vouchers, Loss of. 1.
In cases where receipt cannot be obtained, a statement to that effect shall be made in the expense account and their reason given.
In the
absence of satisfactory explanation the amount Involved shall not be allowed.
In case a
receipt or voucher has been lost, a complete statement relative thereto shall be made on the expense account, except in the case of
54 hotel vouchers as duplicates of these are ob tained and must be secured. VIII.
Out-of-State Travel. A.
Expenses outside the state will not be allowed unless authorization for incurring them, and permission for absence from the state has first been obtained from the Director of the Department, the Governor and the Director of Finance.
A statement as to the
exact nature of the official business necessitat ing the trip, and statutory authority justifying the legality of the trip, must be attached to the expense account. B.
Out-of-State travel request form No. 2 5 7 must be filled out in eight copies and routed to the Director through the Division Chief, for approval. Funds must be available in the budget for such travel.
*
State-owned Automobiles. A.
Assignment. 1.
Assignment of state-owned motor vehicles is made by the Director of the Department.
B.
Responsibility of driver. 1.
Use for official business. a.
Under Section 400 of the Vehicle Code, the State is responsible to every person
55 who sustains any damage as a result of a negligent Operation of an automobile by a State Officer, Agent or employee when he is acting within the scope of his office, agency, or employment.
The contingent
liability imposed by Section 400 has pos sibilities of reaching the individual for unauthorized use of state-owned automobiles for other than official business.
In such
an instance the need for the State to avail itself of the further provisions of Section 400 authorizing the recovery of judgment against the officer, agent, or employee responsible would be necessarily very positive, b.
When repairs are made to a state car, the nature of which would appear to have become necessary as a result of an accident, the following:
"No Accident" shall appear on
the invoice unless the repairs were neces sitated as the result of an accident, in which case regular accident report shall be filed. 2.
Preventive Maintenance. a.
It is the responsibility of the person to
whom automobile is assigned, to secure adequate preventive maintenance which includes lubrication, gas and oil, tires and washing. When state car is serviced at an oil station on credit card, insist on having delivery tag showing the name of the Department and license number of car, together with nature of deliveries.
This tag must be signed by the
operator of the car and copy of delivery tickets obtained from attendants must be sent to Sacramento at the end of the month with monthly Automobile Report. As the various Highway Shops and the dispensing facilities in State Garages obtain a favorable price on account of bulk deliveries, considerable saving will be effected by obtaining gasoline and oil from these agencies, '.which are located at the following points; Shop
Address
Headquarters Shop 1805 3^th St. Shop 1 Shop II Shop III 703 B Street Shop IV 1045 Derby Ave. Shop V Shop VI Shop VII Shop VIII 2 7 2 Second St.
City Sacramento Eureka Redding Marysville Fruitvale San Luis Obispo Fresno North Hollywood San Bernardino
57 Shop Shop IX Shop X State Building State Garage B.
Address 4080 Taylor St. Basement 9 th and L S t s .
City Bishop San Diego Los Angeles Sacramento
Claims for use of State Owned Cars. 1.
Operators of state-owned cars must separate automobile expense from the items of travel ing expense, and in all cases show the license number of the car.
It is allowable to list on
expense accounts all charges supported by vouchers for emergency gas, oil, repairs, garage, etc., in a lump sum on the lines provided, which reads:
"State Automobile
Expenses, as per vouchers attached -- $ 2 .5 0 ." Items of $1.00 or under, not supported by vouchers, should be listed separately under "State Automobile" column showing nature of repair briefly.
The use of the word "labor"
or the omission of the detail will result in the item claimed being disallowed.
Wherever
possible repair service must be billed for payment from Sacramento. 2.
Accidents. a.
Reports of automobile accident, Department of Finance, Form 2 7 0 must be submitted
58 within twenty-four hours after any accident in which damage results to State car or the other automobile involved.
Automobile
repairs necessary on account of an acci dent should be made promptly and must not include any other work or service.
Service
must be billed to the department and Invoice indicating repairs necessary due to acci dent.
Recovery from adverse party will be
made by Department of Finance. 3.
Day Parking. a.
Charges for "day parking" when necessary will be allowed in the cities of Oakland, San Francisco and Los Angeles, and cities where parking meters are installed.
4.
Garage charges. a.
Garage charges will not be allowed where state-owned cars are kept at the home of a state officer or employee, unless proper explanation, satisfactory to the State Controller is made showing the necessity thereof.
All claims for garage rent other
than those for public garages shall bear certification by the claimant that the garage for which rent is claimed is not
59 located at his place of residence; (1)
i.e.,
"Necessary to garage automobile at residence for availability for offi cial use at undeterminable hours. Car is not used for personal purposes. Rent for residence does not include garage." Signed_________________________ ____ or
(2)
"Residence used as headquarters as no departmental office is maintained at this point.
Automobile garaged at
residence and used for official travel only.
Rent for residence does
not include garage." S igned______________________________ Or (3)
"This is to certify that the garage which this rent covers is not located at my place of residence, and that the car is not used for personal business or pleasure." S igned______________________________
b.
Charges for storage of state-owned cars in public garages will be allowed.
Invoices
6o in duplicate indicating license number and period covered should be sent to the Sacramento office from which point payment will be made. 5.
Purchases, Accessories. a.
Contracts have been made by the Bureau of Purchases covering purchases of automobile storage batteries and automobile tires and tubes.
When in need of these items,
requisition:;, giving the license number of the equipment for which required, shall be forwarded to the Sacramento Office; and order will be placed for delivery from the nearest distributing station. b.
Tires, tubes, recaps batteries, oil filters or oil filter cartridges, anti-freeze and spark plugs are not to be purchased on credit cards or from garages.
These items
must be obtained on requisition from Sacramento. c.
Reasonable rental on loaned battery, pending recharging or receipt of new battery, will be allowed.
6.
Repairs. a.
Authorization for all repairs to State-
61 owned automotive equipment must be secured from the Accounting Office of the Department of Education.
If repairs are in excess of
$ 1 0 0 .0 0 , three estimates must be submitted to the Accounting Office so that approval of the Department of Finance may be obtained before proceeding with the work.
Claims
for repairs to state-owned automobiles .;must be accompanied by vouchers. 7.
Unauthorized Accessory Items. a.
Payment will not be made for the following items, and must not be charged to the Department:
tire covers, dust cloths,
certificate holders, ash trays, winter fronts, bug screens, or any other special accessories. b.
Seat covers must be requested by letter or requisition to Sacramento, giving a reason for the necessity which must be approved by the Department of Finance and obtained by the Bureau of Purchases.
PART IV MISCELLANEOUS POLICIES AND REGULATIONS
63 MISCELLANEOUS POLICIES AND REGULATIONS I.
Accidents. a
.
Everyone in the service of the State is entitled to the benefits of the Workman’s Compensation Insurance Act and they are under an agreement with the Board of Control that the Compensation Insurance Fund will handle the necessary medical and hos pital bills.
II.
State Compensation Insurance. A.
In case of accident to an employee while on State business: 1.
Render necessary first aid.
2.
Direct injured to nearest doctor or hospital of his choice, advising the doctor that he is entitled to State Compensation benefits.
3.
Supervisor will complete and mall immediately EMPLOYER'S FIRST REPORT OF INJURY (Form 6 7 ) in triplicate to the Personnel Office, Room 534, Library Courts Building, Sacramento.
4.
If fatal injury - report to Fund Immediately by telephone or telegraph and- then send in EMPLOYER'S FIRST REPORT OF INJURY as indicated in No. 3 above.
B.
In case of injury requiring the employee to be off
64 work, a period of 7 working days elapses between the date of injury and the date the compensation benefits become available to the injured employee. During this waiting period the employee may be on sick-leave if a sick-leave balance exists.
Begin
ning with the 8 th working day following the injury, the compensation insurance pays the employee a percentage of his salary up to a maximum allowed by law during the period the employee is unable to work.
Under the Personnel Board rules, the
State Department will pay to the5.injured employee the difference between his total salary and that received from the State Compensation Insurance Fund, providing the employee has a sick-leave accumulation which may be drawn upon.
The amount
of sick-leave to be charged is dependent upon the percentage of salary being paid by the State Department. III.
Accident Prevention. A.
It is the duty of the employee to use all safety devices available in order to prevent accidents to himself or to others.
All fatal accidents must
be reported immediately by telephone or telegraph to the State Compensation Insurance Board and the Industrial Accident Commission, as well as to the
65 Department Head.
The Department Head will, in turn,
inform the Commissioner of Education and the De partment of Finance.
Forms must be filled in
accordance with the existing regulations.
Form No.
6 7 must be filled out and filed completely.
IV.
Assignments of Salary. A.
Political Code states that Assignments of Salary may be made by the Accounting Officer for stated amounts which the employee may owe.
No amount in
excess of actual earnings of employee can be withheld. V.
Appointments and Separations of Employees. A.
The Personnel Section of the Department
shall
be notified immediately of all appointments and separations of employees.
This is imperative in
order to secure approval of appointment documents and to keep positions cleared.
This will also
assist in preparing salary checks promptly. V I • Bonding of Employees. A.
Certain persons of trust in the past have been bonded by individual bonds.
Those bonds provided,
were paid for by the Out-of-State funds; however, in the future blanket bonds are being negotiated which will cover all departments except for teachers and State Colleges.
66 VII.
Budget Preparation. A.
The budget Is the document which sets forth, In financial terms, the plans and programs of the department for a particular fiscal year.
B.
The basis of the budget Is the unit budget request which Is prepared on forms furnished by the Account ing Office.
C.
Upon submission of the unit budget to the Account ing Office, a division budget hearing is held for the purpose of reviewing each proposed budget and work program.
The final departmental budget is
determined by the Departmental Cabinet. D.
The departmental budget request is reviewed by the Department of Finance at the Department of Finance budget hearing, and the approved budget is submitted to the Legislature as the Governor's Budget.
The
Governor's Budget is reviewed by committees of both houses of the Legislature and passed as an Appropriation Act. E.
Upon passage of the Appropriation Act, the budget is re-analyzed and a detailed working budget is prepared.
This becomes the basis for all opera
tions during the fiscal year.
A copy of the
detailed working budget is submitted to each budgetary unit.
67 F.
The administration of the unit program in accord ance with budgetary allowances is the responsibility of the unit chief.
Budgetary and financial infor
mation will be furnished by the Accounting Office to keep the unit chiefs informed regarding the financial status of their program.
Any change in
work program during the fiscal year which affects the financial needs of the unit should be reported to the budget section of the Accounting Office before the change takes effect, and in sufficient time to enable the budget staff to complete all necessary budgetary arrangements. VIII.
Bulletins. A.
Material for proposed printed bulletins and bound mimeographed bulletins should be cleared through the Division Chief prior to submission for print ing or mimeographing.
ix.
Canvassing. Charities, Soliciting. A.
Canvassing for charities or soliciting for parti cular causes is not permitted in the State Offices during regular office hours, except those that are approved by the Director's Office.
B.
Individuals may be contacted outside of working hours; however, it should be indicated to the personnel that contact in the building or during
68 office hours Is not permitted. Care of State Property. A.
Care of equipment assigned to a particular unit is a responsibility of the Head of the Section or Unit. If such material is lost through negligence, the individual can be required to pay for the loss of such material.
In all cases of loss of material,
a report should be written covering the loss in which it can be clearly noted that proper care was shown to care for the material entrusted to a particular section or individual. XI.
Care of Records and Equipment. A.
All listings of Records and Equipment assigned to a particular Division or Department is deposited with Fiscal Office or Accounting Office.
B.
Records can only be destroyed with the approval of the Department of Finance after stipulated periods of time.
XII.'
Cashing Checks. A.
There are no facilities in State Offices for cashing of personal checks.
X III.
Conference Rooms. A.
There is one conference room in the Department in Sacramento available for employees' use.
Room
No. 531, adjacent to Mr. Simpson's reception office,
69 is available for group conferences.
In order to
secure this room for group gatherings it is neces sary to contact the Director’s Office as early as possible.
The Director's Office should be informed
as to the number of people to attend the conference, the time and date.
If a night conference is neces
sary, responsible parties can be assigned to carry
keys . B.
Locations of the conference rooms are as follows: 1.
Sacramento - Room 531, Library and Courts Building.
Reserve the use of the Conference
Room through the Director's Office. 2.
Los Angeles - Mrs. Irene T. Heineman will arrange, if possible, for the use of a room in the State Building.
3.
San Francisco - Mrs. May Applegate of the State Department of Education, 5 I 5 Van Ness Avenue, will reserve use of Conference Rooms accommo• dating approximately twenty-five people.
XIV.
Confidential Information. A.
All employees of the Department, will often be in possession of certain Information which is of a confidential nature, and therefore, it is expected that each employee will treat it as such.
In
other words, material of a confidential nature
70 shall not be disseminated to other parties within or without the Department of Education.
Failure
to observe this policy might result in grave embarrassment to the Department, and therefore this policy shall be followed without exception. XV.
Death Benefit - Retirement. A.
XVI.
See Retirement Section.
Education - Classes. A.
Employees are urged to take such courses as they may desire in order to benefit themselves in their positions; however, Buch classes must not be taken that will interfere with the regular assigned work of the employee.
Any classes taken
during working hours must have the approval of the Director of Education. XVII.
Fires. A.
Any fires discovered in any of the buildings or properties belonging to the State should be reported by the supervisor in charge of the particular office in which the fire is located. Written reports should be made immediately to the Director of Education with copies to the Accounting Officer.
This report should set forth the facts
of the case, and should indicate where the fire occurred, when it occurred, how it occurred, what
71 happened, what was done about it, what was damaged, injuries, if any, who called the fire department and any additional information that may be pertinent to the case. XVIII.
Garnishment of Salary. A.
Salaries may be attached under authority of the Civil Code.
Only the amount due on a particular
period may be attached, in other words, an employee only has pay for fifteen days, no more than fifteen days pay may be attached at any one time. IX.
Hospitalization, Group Insurance, C.S.E.A. Publica tions. *See CSEA Section. A.
If any employee is interested in hospitalization or insurance under the group employee plan, please contact the Payroll Section of the Accounting Office.
If you are a member and are transferring
from another State Agency, also notify the Payroll Section of the Accounting Office in order to complete the Transfer record. B.
For C.S.E.A. publications contact your local representative.
XX.
Itinerary Forms. A.
Monthly Itinerary Forms, an example of which is found in the Appendix, shall be submitted in duplicate in advance to the Division Chief.
These
72 forms are devised to inform the Division Chief and the Director's Office as to the probable location of the given employee at any particular time.
All
itineraries must he approved by the officer-in charge of the particular unit. XXI.
Jury Duty. A.
Time may be taken off for jury duty with no reduc tion of ~salary j however, it compensation is paid for jury duty, the amount of such fees as may be received by the employee must be refunded to the State.
XXII.
Legal Services. A.
Except in the cases where provision is made for the appointment of attorneys, the Attorney General is, under the law, a legal advisor for all State Departments.
XXIII.
Membership in Unions. A.
No "Union" as such exists for State Employees. Employees may continue membership in Unions joined during previous employment.
X X IV .
Mimeograph. Multllith, Varltyper Service. A.
Mimeograph and multilith services are available for the various departmental offices as indicated hereafter; 1.
Sacramento
73 a.
Mimeograph and multillth material will be run in order of that in which it is received.
Only in special cases can mater
ial be given priority. b.
Better service will be given if as much time as possible is allowed for the run ning of the material.
B.
Offices in the Library and Courts Building will be notified when material is completed.
Offices
located outside of the Library and Courts Building will be serviced by the messenger. 1.
Mimeograph. a.
The machine is located in the basement of the Library and Courts Building, Room 16. Stencils should be sent to Leora Keaster, Room 5 1 9 -A, Ext. 2624, for routing to the Mimeograph Room.
2.
Multllith. a.
This machine is located in the basement of the Library and Courts Building, Room 16. Mats should be sent to Room 5 1 9 -A for routing to the Basement.
3.
Duplicator, Liquid. a.
This machine is located in the Accounting Office, Room 53^.
Tbe various secretaries
74 assigned to staff members are to run the copies.
Arrangement should be made with
the Purchasing Section of the Accounting Office, Ext. 3 1 6 5 , for scheduling the use of the machine. 4.
Varltyper. a.
Located in the Bureau of Education Research, Room 522, Ext. 8 7 2 .
Arrangements should be
made with that office for use of the machine. C.
Los Angeles Area. 1.
Mimeograph, located in the following offices. a.
Bureau of Readjustment Education, 1121 South Hill Street.
b.
Bureau of Trade and Industrial Education, Helman Building,
c.
Bureau of Vocational Rehabilitation, Black Building.
d.
Bureau of Adult Education, State Building.
e.
Child Care, Black Building.
f.
State Educational Agency for Surplus Property, 5707 South Alameda St., Los Angeles 11, Calif.
2.
Duplicators: located in the following offices. a.
Bureau of Agriculture Education, State
75 Building. b.
Bureau of Business Education, State Building.
c.
Bureau of Vocational Rehabilitation, Black Building.
d.
State Educational Agency for Surplus Property, 5707 South Alameda.
3.
Arrangements for the use of any of these machines are to be made with the supervisor in charge of the office.
C.
San Francisco. 1.
Mimeograph. a.
Located in the Office of Superintendent of Public Instruction, 5 1 5 Van Ness Avenue.
Arrange with Mrs. Applegate for
use of the machine. 2.
Vari'typer-- -Oakland ; :-i. a.
Located in the Office of the Bureau of Trade and Industrial Education, 219 Grove Street, Oakland 12, California.
Local
arrangements should be made for the use of the machine. XXV.
Bulletin Boards. A.
Material for posting on bulletin boards in Library and Courts Building should have the
76 approval of Miss Rauch.
In other departmental
offices, the officer in charge of the particular unit shall approve the posting. X X V I.
Outside Employment. A.
All requests for employees* outside employment should he routed to the Director of Education for approval through the Division Chief.
XXVII.
Postage. A.
Postage for all mail is affixed in the mail room. Mall is picked up at specified times during the day and released from the central mail room.
In the
event that personnel might be working at a time when the mail room is not open, postage may be procured from the cashier.
Revolving Fund Checks
for the purchase of postage where offices have no central mail room may be secured from the Account ing Office. XXVIII.
Publ1c Relations. A.
All employees of the Department of Education and of the State of California, should take excep tional care to be courteous at all times not only to follow employees, but to all people with whom they have contact.
B.
Relationships between the Department and laymen are furthered by the care and courteous treatment
77 which is shown them. C.
Every effort should he made by the employee to direct a caller who communicates with the Depart ment by telephone or in person, to the proper source where he will secure the information he is seeking, if the employee is not able to take care of the caller himself.
XXIX.
Purchase Discounts - C.S.E.A. Membership. A.
Employment by the Department of Education does not entitle an employee to discounts when pur chasing various types of items for vendors or dinarily supplying the State.
Some discounts can
be arranged for participation in a group pur chasing plan fostered by the California State Employees' Association.
Contact the C.S.E.A.
Offices, for details. XXX.
Registration F e e s , Approval for Payment. A.
The Chief of the Division may recommend approval for the payment of registration fees for particu lar conferences for a participant or non-partici pant who is attending for professional reasons.
B.
Membership fees will not be authorized.
The
Accounting Office prepares requests to transmit such requests to the Department of Finance for approval.
78 XXXI.
Report of Performance. A.
Performance Reports -are submitted annually for permanent employees and every two months for pro bationary employees.
The performance report is
designed to permit as accurately and as fairly as is reasonably possible, the evaluation by the supervisor, of each employee's performance of his duties.
It affords an opportunity for the super
visor and the employee to discuss the work of the employee to the mutual advantage of the employee and the Department. B.
Employees are rated on the quality of the work performed and in harmony with job standards ex pected in the position held by the employee. Generally speaking, if an employee performs the work which is expected of him in a completely satisfactory manner, his overall rating will be that of standard.
An Outstanding rating should be
given in instances wherein this rating Is honestly deserved as demonstrated by performance of the employee.
Credit is given on promotional exam
inations for an outstanding rating. C.
Salary increments depend upon a r&ting of a standard or higher.
An overall rating of "im
provement needed" or"below standard" will result
79 In the employee falling to receive a salary incre ment for that particular year. X X X II.
Rest periods. A.
XXXIII.
No departmental policy covering rest periods.
Salary Advancement. A.
In accordance with State procedure, no employee shall he allowed an advance in salary.
Only
advances permitted are those in reference to travel and such travel advances are granted only in cases of extreme emergency. XXXIV.
Vending Machines. A.
There is no Departmental Policy with reference to the use of Vending Machines or the installation of Vending Machines by Commercial firms; however, it is assumed that each Division will regulate the use of such machines,
in order that they will
not interfere with normal business as conducted by the State Department of Education. XX X V .
Visitors. A.
The reception of personal visitors by individual employees on personal business shall be held to a minimum.
PART V EMPLOYEES INFORMATION
81 CIVIL SERVICE RULES AND REGULATIONS Appointments to State Service. A.
This section Is designed to give you minimum information necessary to understand rules and regulations affecting employment in civil service positions, in the State Department of Education. In general employees are appointed in the Depart ment by one of the following methods: 1.
Emergency Appointment.
2.
Temporary Authorization Appointment.
3.
Probationary Appointment which, if the employee's performance is satisfactory, becomes permanent at the end of a period of six months.
4.
Transfer from another Department and within the Department.
B.
5.
Reinstatement.
6.
Limited Term Appointment.
7.
Intermittent Appointment.
Employees, appointed on a probationary basis, are certified to the Department from eligible lists submitted by the State Personnel Board.
To become
eligible for certification, an employee must qualify by a civil service examination; and to
82 become eligible for appointment he must be one of the first three on the list who are interested. -1-1 *
Types of Examinations. A.
Candidates may become eligible in one of the following methods: 1.
Open examination. a.
The open examination is one in which a citizen of the United States, who meets all the entrance requirements for the examination’, can compete.
Application
for the examination shall be filed with the State Personnel Board which will notify the candidate concerning the details of the examination. 2.
Departmental Promotional Examination. a..
This is an examination in which only qualified permanent civil service employees in a specified class or classes and in a specified state agency are eligible to compete.
3.
Servicewide Promotional Examination. a.
This is an examination in which qualified employees in a specified class or classes may compete without regard to the Depart ment in which they work.
A servicewide
83 examination is ordinarily held in con junction with the departmental promotional examination or examinations.
The service-
wide list ranks after the departmental promotional list but ahead of the open eligible list. III.
Initiating Examinations. A.
In general examinations are initiated by two methods: 1.
The determination by the staff of the State Personnel Board that an examination for a class is needed.
2.
A request from a State Agency that an exam ination be held.
Should it be determined
that an eligible list for a particular class needed in the department does not exist, a request may be placed through the Administrative Assistant that an examination be held at the earliest possible date.
Information concern
ing an existing eligible list may be secured through the personnel section of the Depart ment. IV.
Dismissal and Discipline of Permanent Employees. A.
Charges may be filed against an employee whose conduct merits a suspension of more than thirty
84 days or a discharge or other punitive action. General causes for discipline are enumerated in Section 19572 of the Government Code.
The Per
sonnel Section of the Department may be consulted for details.
An employee, whose offense does not
warrant discharge or a longer suspension, may be suspended without pay, for a period from one to thirty days in any calendar year. V.
Emergency Appointment. A.
An employee may be appointed on an emergency basis for a period of fifteen working days. Saturday, Sundays and Holidays are not considered as working days.
No employee may be appointed for
more than two emergencies.
When two emergency
appointments are consecutive, there shall be a break of one day.
In general, emergency appoint
ments are made for the purpose of preventing stoppage of State business. VI-
Layoff. A.
Whenever lack of work or lack of funds, in the interests of economy, reductions in staff affect ing civil service employees becomes necessary, an employee may be laid off in accordance with civil service regulations.
Employees shall be given
fifteen days notice of such layoff.
The order of
85 layoff will be determined by computing the combined seniority and efficiency scores. Leave of Absence. A.
The Director of Education, with the approval of the S.tate Personnel Board, may grant a leave of absence to an employee (with a satisfactory service record) who has a position with permanent status or who holds his position with probationary status, but immediately preceding his appointment to his present position, held permanent status in another class.
B.
A leave of absence without pay will be granted only to an employee who desires to attend school or college or to enter training to improve the quality of his services, who enters the military service of the United States, who is temporarily incapacitated by illness, who is loaned to another governmental agency for the performance of a specific assignment, who accepts employment in civilian war work, or who presents some other reason equally satisfactory.
A leave of absence
shall not be granted to an employee who is accepting some other position in the State service or who is leaving the State service to enter other employment, except as hereinafter provided.
86 C.
Alleave of absence and any extensions shall not exceed one year.
D.
An employee desiring a leave of absence shall make such request through his immediate supervisor, who will secure the approval of the Division Chief and submit it to the Personnel Section of the Depart ment for the approval of the Director of Education.
E.
An informal leave of absence may be granted without pay for a period not to exceed 1 5 calendar days. A memorandum shall be sent to the Personnel Section of the Department with the approval of the Division Chief requesting the informal leave.
VIII.
Leave of Absence, Maternity. A.
Maternity leave of absence may be granted not toexceed one year, each case will be considered ind iv idually.
B.
Sick leave not to exceed the amount to the credit of the employee, may be granted for childbirth providing the employee returns to and remains in the State Service after leave of absence.
Such
sick leave cannot be granted to a resigned employee. C.
Sick leave may begin on the day of delivery and continue for the period of actual Incapacitation from duty as certified by the physician.
D.
The employee must return to duty with the full
87 intention of continuing as an employee before such sick leave will be granted and salary payment made.
After the employee has returned to work,
the time clerk in the departmental unit in which the employee works, will submit an attendance report in duplicate, together with the sick leave form 6 3 4 in triplicate, signed by the physician covering the days for which the employee is to be paid. IX.
Leave, Sick. A.
Employees shall be entitled to 12 days sick leave with pay for a calendar year of service, or 1 day of sick leave with pay for a calendar month of seryice.
No employee is entitled to receive any
sick leave until he has been continuously employed for a period of six months.
However, sick leave
accumulated during this time will be credited to the employee.
There is rio limitation on the
number of days of sick leave that may be accu mulated . X.
Leave, Sick - Family Care and Death. A.
Not more than five days of sick leave within any calendar year may be granted to an employee for the care of or attendance upon members of his Immediate family.
Not more than five days of
88 sick leave may be granted to an employee for each absence due to death of members of his immediate family.
("Member of his immediate family" means
the mother, father, husband, wife, son, daughter, brother, or sister of employee, or any person living in immediate household of family.) XI-
Legal Holidays. A.
Legal holidays of the calendar year are as follows: 1.. New Year 1s D a y , January 1. 2.
Lincoln's Birthday, February
3.
Washington's Birthday, February 22.
4.
12.
Good Friday from 12 o'clock noon until the hour of 3:00 P.M.
5.
Memorial Day, May 30.
6 . Independence Day, July 4.
7.
Labor Day, 1st Monday in September.
8 . Admission Day, September 9.
9. 10. 11.
Columbus Day, October 12. Armistice Day, November 11. Thanksgiving Day, Last Thursday in November.
12.
Christmas Day, December 2 5 .
13.
Every day on which an election is held throughout the State.
(If a holiday falls
upon a Sunday, the Monday following is a holiday.)
89 XII.
Medical Examinations. A.
Medical examinations may be required by civil service regulations prior to the completion of the probationary period.
The fee for the medical
examination must be at the candidate’s own expense. The employee will be separated if he fails to comply with this regulation, or if the medical examination is unsatisfactory. XIII.
Oath of Office. A.
The Oath of Office shall be taken by: 1.
Every person who is appointed to a State position not in the State Civil Service and not otherwise so required by law within 30 days of the date of appointment.
2.
Every person who has not previously taken and subscribed'the Oath and who is employed in a permanent position in the State Civil Service where the employment continues for 3 0 days or more within the first 3 0 days of his appointment.
3.
The Oath shall be taken before the appointing power or before any person authorized in writing by the appointing power or by any person authorized by law to administer oaths.
4.
The oath of Office is a part of the appointment
90 document for employees under State Civil Service.
For exempt employees, a special
form is provided. X IV .
Probationary Period. A.
An employee appointed to a permanent position from an eligible list serves for six months on a probationary basis.
During this period, a pro
bationer may be rejected for reasonable cause, by the appointing power.
The reasons for such
rejection may be given the employee in writing, who has the right of appeal.
Further details may
be obtained from the Personnel Section. XV.
Reinstatements, Mandatory. A.
A permanent or probationary employee who resigns from a Civil Service position in good standing, may within three years, at the request of the appointing power and the approval of the State Personnel Board, be reinstated to a position in the same or a comparable class.
X V II.
Salary Adjustments, Automatic. A.
Employees shall receive annual increases through the various steps in the salary range, to which he is entitled, provided his overall performance rating is standard or outstanding.
91 XVIII.
Separations. A.
#
When an employee is separating from State service in the Department of Education, the Head of the Office shall notify immediately, the Personnel Section of the- Department, giving last day worked. The necessary forms will he prepared by the Per sonnel Section and submitted to the employee for signature.
CSEA ORGANIZATION I.
The California State Employees' Association is organized as a network which ties together as closely as possible the governing body and its individual members who are employed In practically every city and hamlet in the State.
It is an efficient organi
zation operating under democratic processes in true .American fashion.
A brief summary of CSEA'S
organization components is listed below: A.
The Member. 1.
The employee paid by State funds, except an elective or appointive official Is eligible to become a CSEA member. is optional.
B.
The Chapter.
However, membership
92 1.
Membership in the Association Is with a Chap ter, an autonomous group of twenty-five or more members operating under a State CSEA Charter.
There are ninety-five active local
Chapters located in the following cities: Sacramento, San Francisco, Los Angeles, Oakland, Berkeley, San Bernardino, Eureka, Whittier, Norwalk, San Luis Obispo, Fresno, Tahoe, Susanville, Yreka, Redding, Eldrldge, FolsomRepressa, Stockton, San Diego, Ione-Waterman, Ukiah, Willets, Pomona, Pasadena, Spadra, San Quentin, Talmage, Agnews, Yountville, Santa Barbara, Napa, Chico, Ventura, San Jose, Santa Ana, Bakersfield, Santa Clara, El Centro, Brawley, Marysville, Crescent City, Camarillo, Westwood, Davis, Gorman, Long Beach, Sonora, Santa Rosa, Salinas, Modesto, Santa Cruz, Monterey, Blythe, San Rafael,* Vernon, Chino, Bishop, Shasta"City, Garberville, Tulare, Escondido, Oroville, Santa Monica, Lancaster, Auburn, San Gabriel, Riverside, Highland, San Mateo, Soledad, Buellton, and Paso Robles. Many other cities have chapter sub-sections. C.
The Regions. 1.
For administrative purposes the Chapters in
93 one particular geographical area are grouped into one of fourteen regions.
Each region is
represented on the Board of Directors by & Regional Director who is elected directly by the chapter members. D.
The General Council. 1.
The governing body of the Association is the General Council which meets annually in Feb ruary.
It is composed of chapter delegates,
elected on the basis of one for every hundred members or a major fraction thereof, Regional Directors-Elect, and the outgoing Board of Directors.
The Council is the policy-making
and governing body of the Association.
The
program for the ensuing year is introduced in resolution form by the members and approved for action by the Council".
This year over 3 5 0
delegates will elect a President, VicePresident, Secretary-Treasurer, Law and Legislation Director, Civil Service Director, and a Public Relations Director.
The present
president becomes the immediate past president. E.
Board of Directors. 1.
To guide the destiny of CSEA during the interim between General Council sessions, the
94 Constitution and By-Laws provides for three Constitutional Committees (Civil Service,- Law and Legislation, and Public Relations) and allows the president, with the approval of the Board, to appoint special committees.
For the
current year the following Committees have been active:
Civil Service, Civil Engineer Regis
tration, Corrections, Department of Employment, General Council Expense, Insurance, Insti tutions, Law and Legislation, Membership, Public Relations, Retirement, Salary Survey, State College, University, Veterans' Affairs, and Ways and Means. G.
Headquarters. 1.
As an aid to the Board, to the Committees, to the regions, to the Chapters, and to indi vidual members, the Board of Directors hires an executive staff known as Headquarters, CSEA Headquarters, maintained in an up-to-date office in Sacramento, carries out programs which are too broad and time consuming to be executed by the employees themselves.
The
staff complement of twelve positions consists of a General Manager,
in charge of operations
(except legislative and legal program
95 coordination;) an Attorney, who directs the legislative program and is responsible for all legal work; an economic researcher,
in
charge of studies concerning pay, working con ditions, retirement, etc .i a personnel and administrative technician, who is responsible for non-legal personnel matters and CSEA program administration; an editorial assistant, who assists in the publication service of Headquarters; a bookkeeper for office adminis tration; one legal stenographer; one adminis trative stenographer; two typists, two clerks. All employees in Headquarters are accorded the same rights and privileges as civil servants, with one exception: State Retirement.
They are notcovered by Their positions are classi
fied in the same manner as the State and they are paid on,the basis of State salaries. H.
Insurance. 1.
In private Industry the more progressive employers contract with Insurance companies to provide their employees with low cost group health, wage loss, and life insurance.
In
many instances the employer pays a portion of the premiums.
Because the State of California,
96 an employer of nearly fifty thousand, workers, does not provide these types of coverage for its employees, CSEA developed and offers as one of the additional benefits of membership the following statewide insurance plans: a.
Term and ordinary group life as under written by California Western States and Occidental Life Insurance companies • and
b.
Medical, surgical, and hospital group insurance as underwritten statewide by California Physicians' Service - Blue Cross and in restricted areas by Calif ornia Western States Life and Occidental Life Insurance companies.
2.
In order that these plans may be serviced, be given proper promotion, and be analyzed for improvement of the benefits, the Association maintains at considerable cost an active insurance committee.
Members who have held
CSEA policies for a number of years have seen the excellent results obtained by the CSEA Insurance committee and understand the value of continual policing of these programs.
A
few persons, who are unfamiliar with the sad history of group insurance programs which were
97 not polieied properly by the holder of the master contract, often resent the Association's membership requirement which is a part of the contract with the underwriters. 3.
Each of CSEA insurance plans has met the test of availability in every part of the State, uniform coverage, reliable underwriting, and low cost premium rates.
An investigation of
these plans will show that the term and ordinary life coverages are less expensive than any other insurance offered to employees. I.
Credit Unions. 1.
CSEA has sponsored a program of cooperative credit unions to provide State employees an opportunity to invest their savings in sound, profitable loans, or to borrow money when needed at low interest rates.
At present
there are _1 £ credit unions owned and operated by and for State Employees in California.
INFORMATIONAL SERVICES I.
Almost as important as the successful performance of services to CSEA members is the function of reporting accurately and rapidly that which is developing or that which has been accomplished.
CSEA keeps its
98' membership informed through several media, the most important of which are listed below: A.
State Employee. 1.
All members receive periodically (presently ten issues a year) copies of the California State Employee.
The pocket-sized magazine
which is jam-packed with information vital to an employee's job is mailed to the address designated by the member. B.
CSEA News. 1.
Every two weeks Headquarters office publishes an issue of the CSEA News which is distributed to approximately 2 0 0 0 postal points for post ing on employee bulletin boards.
The News
carries last minute release concerning the State Personnel Board Agenda, examinations, committee meetings, legislative and adminis trative developments, etc. C.
Board Letters. 1.
A weekly letter is issued to CSEA Board mem bers and committee chairmen advising them of organizational problems, membership figures, Headquarters staff findings relative to programs, and other matters upon which the Board may be required to act.
99 D.
Chapter Letters. 1.
Periodically the chapter officers are informed on organizational matters and procedures, new \
programs, special announcements, etc. E.
Delegate Letters. 1.
As members of the General Council, Delegates are posted frequently on the progress of the Association's current program by means of delegates letters.
F.
Special Reports. 1.
To keep the membership advised of special activities of the Association, Headquarters publishes special reports.
These include a
delegates folder, report on the General Council, an analysis of current legislation, report on legislation, studies conducted by the Association, etc. G.
Personal Correspondence. 1.
Individual member's inquiries and problems are answered by personal letters, telegrams, postals, etc.
It is not uncommon for Head
quarters to mail over one hundred personal letters in one day. 2.
Field Service. a.
Members of Headquarters staff make every
100 effort to visit regions and chapters In order that they may Inform the membership directly of the current status of CSEA programs and to learn the reaction of the members to the operation of the Associa tion.
The volume of work in the central
office, however, has somewhat limited field trips.
STATE EMPLOYEES* RETIREMENT SYSTEM MEMBERSHIP I.
All full-time State employees, except as noted below, become members of the State Employees' Retirement System after completing six months of state service which is uninterrupted by a break of more than one month.
Part-time employees regularly and continuously
employed likewise become members if they are working at least on a half-time basis.
Elected official of
the State and appointees of the Governor voluntarily may become members under like requirements. A.
Exclusions from Membership. 1.
The following persons, although rendering services to the State, are excluded from membership:
101 a.
Independent contractors.
t>. Inmates of state Institutions. c.
Persons in state service principally for training or educational purposes.
d.
Persons eligible for membership within six months after entry into state service and persons who are members of the Pension and Retiring Annuities System of the University.
e.
Elected officials and appointees of the Governor, who may elect to become members.
f.
Part-time employees not meeting the requirements set out under section 1 above.
B.
How Membership Begins. 1.
All state employees approaching completion of six months of service will be furnished with a membership fo r m . ■ The member should supply the information requested, including the designation of a beneficiary.
In order to avoid making
up past due contributions, you should ask your supervisor for a membership form if you, do not receive one prior to the effective date of your membership.
An elected official or
an appointee of the Governor may become awmember
U n iv ersity of
S o u th e r n Californio
U W I
102 by filing a written election to become a member with the Board of Administration. II.
Contributions. A.
By Member. 1.
Each member makes monthly contributions to the System.
These are deducted from his
salary throughout the period of his member ship and are credited to his personal account in the office of the System.
The rate of
contribution (percentage of pay) depends upon a member's age on entrance into the System, sex, and the class of his employment.
The
scale of contributions is not the same for all classes of employment since the benefits are different. B.
By State. 1.
The State also contributes monthly towards the cost of the member's benefits.
The amount
contributed by the State will, on the average, equal or exceed the cost to the member and, in addition, the State bears the entire cost of guaranteeing such benefits. C.
Additional Contributions. 1.
Employees may make, through salary deductions, contributions to the system in excess of the
103
normal contributions.
Such additional contri
butions may be changed or discontinued at any time but may not be withdrawn except upon termination of membership, and then only in event the employee withdraws all of his accu mulated contributions.
Any additional contri
butions to the credit of any employee will be used to increase his retirement allowance. The State does not add to the annuity pur chased by additional contributions. III.
Benefits. A.
Membership Classification. 1.
The membership of the system among state employees is divided into the following classes: (The benefits differ in some respect for each such class.
You may determine in which class
your employment places you by asking your supervisor.)
B.
a.
Patrol Member.
b.
Warden Member (Pish and Game).
c.
Forestry Member,
d.
Prison Member.
e.
Miscellaneous Member (all other).
Compulsory Retirement Age. 1.
Upon attaining his compulsory retirement age,
104 the employee must retire from state service. The payment of the employee’s service retire ment allowance will then begin.
The compulsory
retirement age for the Department of Education member is seventy years. C.
Voluntary Retirement Age. 1.
A member, after completing 20 years of state service or with over $ 5 0 0 to his credit in the Retirement Fund, may voluntarily retire if he has attained at least his minimum voluntary retirement age.
The payment of the
employee’s service retirement allowance will then begin.
The minimum voluntary retirement
age for the Education Department members is 55. 2.
If a member leaves state service before attaining his minimum voluntary retirement . age, he may elect to leave his accumulated contributions in the Retirement Fund if he has completed 2 0 years of state service or has over $500 to his credit.
In such event the member
may elect to have the payment of his retirement allowance begin at any time after attaining his minimum voluntary retirement age.
If he does
not so elect, the payments will begin when he attains his compulsory retirement age.
105 D,
Amount of Monthly Allowance upon Service Retirement. 1.
The amount of the service retirement allowance payable monthly upon retirement for service is different for the various classes of members. The following is a brief outline of what the benefits will amount to, and at the end of this booklet there are some examples which will assist you in estimating your allowance.
2.
The service retirement allowance of the Depart ment of Education member retiring at age 60 will be equal to the product of : a.
number of years of service credited to him for service rendered after January 1, 1932, and
b.
l/ 6 0 th ( 1 2 / 3 per cent) of his average compensation earnable during the five years preceding retirement.
If retirement
is at an age under age 6 0 , the percentage per year will be something less than the 1 2 /3
per cent; and if retirement is at
an age greater than age 6 0 , the percentage per year will be more.
If the member
rendered more than six months of service prior to January 1, 1932, there will be paid in addition to the above a "prior
106 service allowance".
The amount of the
prior service allowance at age 6 0 or over is equal to l/6 oth ( 1 2 / 3 per cent) of the member's average compensation earnable during the three-year period preceding January 1, 1932, for each year of service credited to him for service rendered prior to January 1, 1932.
A lesser percentage
per year applies if retirement is before age 6 0 . E.
Disability Retirement. 1.
Any person who has credit for 10 years or more of state service, or has over $ 5 0 0 on deposit in accumulated contributions, is eligible for disability retirement if he is physically or mentally incapacitated.
A person receiving
such disability benefit is subject to periodic medical examination; and if it is determined that he has recovered from the disability he will be reinstated in his old job, or one of like classification, and the disability allowance will cease.
The benefits to which
the employee is entitled upon disability retirement vary for the different classes of employees, as explained below:
Department of Education. 1.
Department of Education members are entitled to disability retirement allowances if they have credit for at least 1 0 years of state service, or resign with more than $ 5 0 0 on deposit in accumulated contributions, regard less of whether disability is incurred "in line of duty."
If the member is age 60 or
over the amount of the disability retirement allowance will be 1 0 0 per cent of the service retirement allowance earned to date of dis ability retirement.
If the member's age is
under 6 0 the amount of the disability retire ment allowance for each year of service will be equal to 9 0 per cent of l/ 6 oth (or 1 1 / 2 per cent) of the employee's average compensation earnable during the five years preceding dis ability.
If the employee has credit for at
least 1 0 years of state service, the law provides for a minimum disability retirement allowance which, with some exceptions, will be equal to about 2 5 per cent of the employee's average compensation earnable during the five years preceding disability retirement.
108 G.
Effect of Employment on Disability Benefits. 1.
If the retired member receiving a disability allowance is reemployed by the State in service which qualifies him for membership in the system, then such allowance will be can celed.
In such an event, the member’s accu
mulated contributions account will be credited with an amount dependent on his attained age and he will receive credit for all current and prior service rendered.
The member,
however, will begin to contribute at the rate for his age upon reemployment.
If the retired
member, prior to attaining his minimum re tirement age, enters any other type of employ ment his allowance will be subject to a reduction, if his earnings, plus that portion of his allowance not provided by his own contributions, exceed the salary of the employee in his former position. IV.
Death Benefits. A.
Before Retirement. 1.
If the member dies before his retirement, his beneficiary will receive in a lump sum the amount of the member's accumulated contribu tions, plus one month's salary for each
109 completed year of service as a member, not to exceed six years.
The member may elect, or
the beneficiary may elect after his death, to have this benefit paid in equivalent monthly installments.
The amount of the
monthly allowance will be one-half of the member's average monthly salary earnable during the five years preceding his death.
If the
widow dies or remarries, or if there is no widow entitled to the monthly allowance, and there are children under age 1 8 , then the monthly allowance will be paid until the youngest child attains age 1 8 . B.
After Retirement. 1.
Upon the death of a retired member. $300 will be paid his beneficiary and any amounts due under the settlement options paragraph below.
V.
Termination of Employment. A.
If membership in the System is terminated other than by service or disability retirement or by death, the employee m y withdraw the contributions which he has made, plus compound interest.
A
member may leave all of his accumulated contri butions (including any additional contributions) with the system If they amount to more than $500,
110 or If he has credit for more than 20 years of service.
In this event, the member will be
entitled to service retirement benefits, when he has met the age requirement, based on his seryice and salary prior to the termination of his employ ment with the State. Optional Settlement upon Retirement. A.
The retirement allowance of a member,
if he does
not elect otherwise, will be paid throughout his lifetime and at his death there will be no further payment other than the $ 3 0 0 mentioned in section "After Retirement" above.
A member, however, may
elect upon retirement one of the other settlement options in lieu of this life income.
These op
tions permit the employee to accept a reduced income during his lifetime and to provide for the payment of certain amounts to his beneficiary after his death.
The following options are
available; 1.
Option No. 1--If the retired member dies before he receives in annuity payments (provided by his contributions) the amount of his accumulated contributions at retire ment, the balance will be paid his beneficiary in a lump sum.
Ill 2.
Option No. 2--The amount of a reduced retire ment allowance will be continued throughout the remaining lifetime of his beneficiary.
3.
Option No. 3— Fifty per cent of a reduced retirement allowance will be continued throughout the remaining lifetime of his beheficiary.
The allowance payable to the
retired member under this option will be larger than that payable under Option No. 2. 4.
Option No. 4--The retired member may elect, with the approval of the Board of Administra tion, such other joint annuity benefits as are the actuarial equivalent of his retire ment allowance.
VII.
Fund of the Retirement System. A.
All contributions made by the members and the State are deposited in the "State Employees' Retirement Fund."
The State Treasurer is the'
custodian of the fund.
The Board of Administra
tion has exclusive control over the administra tion and investment of the fund.
The board,
however, is restricted by law in the type of securities it can purchase for the fund, such restrictions being those imposed by law upon savings banks in the making of investments.
All
112 Investments must also be approved by the State Director of Finance and three other members of the Board of Administration. V III.
Administration of the System. A.
The System Is administered by the Board of Administration.
This Board Is made up of eight
members, three of whom are elected by the active members of the System.
The Governor appoints two
members of the board, one of whom must be an official of a bank and the other an official of a life Insurance company.
The other three members
are as follows: 1.
The Director of Finance.
2.
A member of the State Personnel Board, who Is chosen by that Board.
3.
An official of the University of California who Is chosen by the University Regents.
B.
Employees of the State should direct any questions with reference to the Retirement System to: 1.
State Employees' Retirement System 102 State Office Building No. 1 Sacramento 14, California
IX .
Examples - Service Retirement Allowances. A.
If a Department of Education member retires at age 5 5 with credit for 2 5 years of service, 1 0
113 years of such service being before 1 - 1 - 3 2 , and his average monthly compensation earnable for the three years ending 1 2 - 3 1 - 3 1 was $ 1 5 0 and for the final five years of service was $ 2 5 0 , then the employee’s monthly retirement allowance would be: 1.
The allowance of a male employee for service prior to 1 - 1 - 3 2 would be based on $ 1 5 0 , and would $ 1 5 0 x .011466 or $1.72 for each of the 1 0 years of such service or a total of $ 1 7 .2 0 .
The allowance for service after 1-1 - 3 2 would be based on $ 2 5 0 ; and would be $ 2 5 0 x .0 1 2 1 3 3 or $ 3 , 0 3 3 for each of the 1 5 years or a total of $45.50.
His total monthly allowance at
age 5 5 would be thus $17-50 + $45.00 or $ 6 2 .7 0 . (Similarly, if this employee were a female the monthly allowance at 5 5 would be: $ 1 5 0 x .0 1 2 0 2 6 x 1 0 years = $ 1 8 . 0 4
plus
■ $ 2 5 0 x .012424 x 1 5 years = $46.59 or a total of $64.63 per month.) 2.
If the employee did not retire at age 5 5 but continued in state service to age 6 0 , he would have credit for five more years of service.
If we assume that for these final
five years his average compensation earnable remained at $ 2 5 0 per month, the monthly
allowance for either a male or a female employee would b e : $150 x
. 0 1 6 6 6 6 x 1 0 years = $ 2 5 . 0 0
$250 x
.0 1 6 6 6 6 x 2 0 years = $46.59
plus
or a total of $ 1 0 8 . 3 3 per month. 3.
Similarly , if retirement age is 6 5 , the allowance would be as follows, if we make the same assumptions: Male:
$150 x
.016666 x 10 plus $ 2 5 0 x .0 2 1 7 0 8
x 2 5 y r s .* = $ 2 5 + $ 1 3 5 . 6 8 = $ 1 6 0 . 6 8 Female: .0 2 1 8 2 2
$ 1 5 0 x .016666 x 10 plus $ 2 5 0 x
x 2 5 years. = $ 2 5 + $ 1 3 6 .3 9 .= $ 1 6 1 . 3 9
Example No. 2.
If all the service of the employee
given in the above example had been after 1-1- 3 2 , then the retirement allowance would be based entirely on his average compensation earnable during the final five years of service s and would be calculated as follows: 1.
2.
Male retiring at; a.
Age 5 5 : $ 2 5 0
x .012133 x 2 5 years.=$75.83
b.
Age 60: $ 2 5 0
x .016666 x 30 yrs.= $ 1 2 5 . 0 0
c.
Age 6 5 : $ 2 5 0
x .0 2 1 7 0 8
x 35 yrs.= $ 1 8 9 . 9 5
Female retiring at; a.
Age 5 5 : $ 2 5 0
x .012424 x 2 5 yrs.= $ 77.65
b.
Age 60: $ 2 5 0
x .016666 x 3 0 yrs.=
1 2 5 .0 0
115
Age 6 5 : $ 2 5 0 x .021822 x 35 yrs.= $190.94
c. X.
Contributions of Department of Education Members. A.
Expressed as a Percentage of Compensation.
Age upon Becoming Male Female a Member* Employees Employees
Age upon Becoming a Member
25
7 .2 2 $
8 .6 6 $
45
8 .5 8 $
1 0 .2 2 $
30
7.36
8 .9 4
50
9.16
10.69
35
7.65
9.32
55
9.76
11.19
40
8.07
9.76
5 9 -'and
over 1 0 , 2 6
1 1 .6 1
♦There is a rate for each age. as examples. B.
Male Female Employee Employees
The above rates are given
See Information Bulletin of State Employees Retirement System for further details.
U niversity of S o u th e rn C alifornia Library
APPENDIX
117 MONTHLY SALARY RANGE FOR CLASS Column I!
Column II
Range No.
Steps
9
140
150
160
170
10
150
160
170
180
H
160
170
180
190
12
170
180
190
200
210
13
180
190
200
210
220
14
190
200
210
220
231
15
200
210
220
231
243
16
210
220
231
243
255
17
220
231
243
255
2 68
18
231
243
255
268
281
19
243
255
268
281
295
20
255
268
281
295
310
21
268
281
295
310
325
22
281
295
310
325
341
23
295
310
325
341
358
24
310
325
341
358
376
25
325
341
358
376
395
26
341
358
376
395
415
27
358
376
395
415
436
28
376
395
415
436
458
29
395
415
436
458
481
118 MONTHLY SALARY RANGE FOR CLASS (continued) Column I
Column II
Range No.
Steps
30
415
436
458
481
505
31
436
458
481
505
530
32
458
481
505
530
556
33
481
505
530
556.
584
34
505
530
556
584
613
35
530
556
584
613
644
36
556
584
613
644
676
37
584
613
644
676
710
38
613
644
676
710
745
39
644
676
710
745
782
40
676
710
745
782
821
41
710
743
782
821
862
42
745
782
821
862
905
43
782
821
862
. .905
44
821
862
905
950
45
950
1000
1050
Footnote:
950 1000
The amounts shown in each column of the table
are the minimum of the range, the intermediate steps within the range, and the maximum of the range.
WlFwersfty of S o u th e rn C alifornia Library
GLOSSARY OF TERMS
119 GLOSSARY OF TERMS ADDITIONAL SICK LEAVE:
Leave without pay granted by the
Personnel Board upon the recommendation of the appoint ing power.
(Government Code 18101)
APPOINTING POWER:
The person or group having authority to
make appointments to positions and to effect other personnel transactions. APPOINTMENT: position.
(Government Code 1 8 5 2 4 )
The offer to and acceptance by a person of a Sometimes also used to mean the form on
which the Personnel Board Is notified of the name of the person selected by an appointing power to fill a position.
(Government Code 1 8 5 2 5 )
AUTOMATIC CERTIFICATION:
A certification of eligibles
which is initiated by the Personnel Board to fill a position held under temporary authorization appoint ment at any time eligibles become available. AUTOMATIC RESIGNATION:
A resignation, from a position in
the State service by reason of absence without leave whether voluntary of involuntary for ten consecutive working days or failure to return to work at the end of a leave ob absence. Government Code.)
(See Section 19503 of the
In general, the act of an employee
terminating his employment without submitting a written resignation.
(Government Code I 9 5 0 3 and Personnel
Board Rule 3 6 9 )
120 AUTOMATIC SALARY ADJUSTMENT.
An Increase In the salary of
an employee of one step in the salary range of his class after one year of service.
To be eligible for
such an adjustment, the employee's last report of performance score must be at least 8 0 $. AWOL:
Abbreviation for Absence without Leave.
See
Automatic Resignation. BLANKETING IN:
An action by the State Legislature bring
ing into the civil service system positions which were formerly exempt from civil service and giving pro bationary civil service status to the incumbents under certain conditions without examination. (Section 4 (b) and 5 (e) of Article XXIV) BLANKET POSITION:
A budgetary encumbrance of funds to
provide for salary payments to more than one person inaa class employed on a seasonal or intermittent basis.
Such a position is designated by adding the
letter " S i m m e d i a t e l y following the decimal point in the position code number. BLANKET REQUEST:
An order placed with the Personnel Board
on a Form 6 2 5 to fill all positions in a particular class that may become vacant in a six month's period in a specific agency for the same location, tenure, e tc. BREAK IN SERVICE:
A period of absence which interrupts
121 the continuity of a person's employment and which may affect his employment rights and privileges. CERTIFICATION:
The process of furnishing an appointing
power the names of the persons on employment lists eligible for appointment who have indicated a willing ness to accept employment at the location and under the conditions of the employment specified. CLASS:
A group of positions sufficiently similar in
respect to duties and responsibilities that the same title may reasonably and fairly be used to designate each position in the group, that the same qualifica tions may properly be required for each position in the group, and that the same salary range can be applied with equity to each position in the group.
(govern
ment Code 1 8 5 2 3 ) CLASSIFICATION:
The process of establishing classes and
allocating or assigning individual positions to the classes.
Also, sometimes used as a synonym for class.
CLASSIFICATION QUESTIONNAIRE:
The form used by the
classification staff to obtain from an employee and his supervisors a description of the duties and responsibilities of his position. CLOSING DATE FOR EXAMINATION:
The last day for filing
applications to take an examination.
This date is
specified on the examination announcement and all
i
122 applications to be accepted must either be received on or before that day at one of the Personnel Board offices or arrive in an envelope postmarked not later than midnight of that date. COMPENSATING TIME OFF:
Time off from the job allowed to
an employee in return for overtime worked. DEMOTION IN LIEU OF LAYOFF:
A change which takes place
during a layoff wherein an employee who has had permanent status in a class below that of the class in which the layoff is being made and who would other wise be laid off, is afforded the option of being demoted to a position in the lower class to replace the employee in the lower class having the lowest combined score for efficiency and seniority, provided his combined score is lower than that of the employee being demoted. DEPARTMENTAL REEMPLOYMENT LIST:
A list of the names of
persons with probationary or permanent civil service status in a particular class who have been laid off or who have resigned in good standing from a position in that class and within one year from the dates of their resignations have withdrawn their resignations with the consent of the appointing power and the approval of the Personnel Board. DISABLED VETERAN:
Any person who has served in the United
123 States Army, Navy, or Marine Corps in time of war or in any expedition of the armed forces of the United States, or who served in one of said services during the period September 16, 1940, to December 7, 1941, and received an honorable discharge or has been released from active duty under conditions other than dishonorable or has received a certificate of honorable service and who is currently declared by the United States Veterans' Administration to be ten per cent or more disabled as a result of such service. Proof of such disability shall be deemed conclusive if it is of record in the United States Veterans Administration. DISCIPLINARY SUSPENSION:
The removal of an employee from
his position without pay by his appointing power for a period not to exceed 30 days in a calendar year for disciplinary purposes. DISMISSAL:
(Government Code I 9 5 0 I)
Separation of an employee from his position •
after the filing of formal charges against him with the Personnel Board and after a decision by the Board sustaining the charges. EMERGENCY APPOINTMENT;
An appointment for not more than
fifteen working days made by the appointing power under the provisions of Section 19120 of the Government Code during an actual emergency in order to prevent
124 the stoppage of public business.
(Government Code
I8 5 3 I and 1 9 1 2 0 ) ENTRANCE REQUIREMENTS:
The education, experience,
license, citizenship, residence, and other require ments which a person must posses in order to compete in an examination. EXAMINATION:
A test or group of tests designed to deter
mine the fitness of persons to perform the duties of positions in a given class.
Examinations may be
assembled or unassembled, written or oral, or in the form of a demonstration of skill or any combination of these; an examination may include any investigation of character, personality, education, and experience, or any test of intelligence, capacity, technical knowledge, manual skills, or physical fitness which the Board deems appropriate. EXAMINATION ANNOUNCEMENT:
An official published notice
of a scheduled examination for a given class having as its purpose the recruiting of qualified applicants. This announcement is often referred to as a "Bulletin" or as an "Examination Bulletin".
(Government Code
18933) EXEMPT APPOINTMENT:
An appointment to a position not
included within the State civil service system provided for in Division 5 , Part 2, of the Government
125 Code.
Also, frequently used to refer to the form
(6l8) on which the appointment of a person to an exempt position is reported to the Personnel Board. EXEMPT POSITION:
A State position not included within
the State civil service system provided for in Article XXIV of the State Constitution and in Division 5 , Part 2, of the Government Code. GENERAL REEMPLOYMENT LIST:
A list established for the
reemployment of persons in a particular class In any State agency, irrespective of the State Agency in which the persons were previously employed.
(Govern
ment Code 18534) INACTIVE LIST:
A list or file made up of the names of
eligibles who are not available for immediate certification. IN-SERVICE Training:
A phrase used broadly to include any
assistance provided to employees which will aid them in attaining greater effectiveness in their present work and which will improve their opportunities for promotion through the development of appropriate skills, knowledges, and attitudes. JOB DESCRIPTION:
A detailed description of the duties
and responsibilities of a position, usually written by the incumbent on Form 6 5 1 . Description".
Also called "Position
126 LAYOFF:
The process of separating employees from their
positions in the Inverse order of their combined scores of Reports of Performance and seniority, due to lack of work, lack of funds, or in the interest of economy. LEAVE OF ABSENCE:
The privilege granted to an employee,
under certain conditions, of absenting himself (without pay) from his duties for a specified length of time with the absolute right of reinstatement to his position at the expiration of the leave, or sooner with the consent of the appointing power. LIMITED-TERM APPOINTMENT:
An appointment from an employ
ment list to a position for a specified period of time less than the probationary period of the parti cular class.
(Government Code 1 8 5 3 0 and 1 9 0 8 1 )
LIMITED-TERM EMPLOYEE:
An employee certified and appointed
from an employment list to a position which is estab lished for a specified period of. time less than the probationary period of the particular class.
(Gov
ernment Code 1 8 5 3 0 ) MAINTENANCE:
The value of any rent, housing, meals,
laundry service, or other personal services furnished to an employee by the State. MILITARY LEAVE:
The leave of absence status of a permanent
employee or probationer who leaves a position to serve
127 in the armed, forces of the United States in time of war or national emergency as proclaimed hy the Presi dent or Congress and who has-the right under statutes relating to reinstatement of persons after military service to return to his position.
(Government Code
18543} OATH OF OFFICE:
The affirmed or sworn statement required
of each State employee that he will support the Constitution of the United States and the Constitution of the State of California, and that he will faith fully discharge the duties of his position. (Government Code I8 I 5 O - 1 8 1 5 8 ) OPEN COMPETITIVE EXAMINATION:
An examination in which
any citizen of the United States who meets all of the entrance requirements (which usually include a oneyear residence requirement) can compete.
Also
referred to as an Open Examination. PERFORMANCE TEST:
A practical desmonstration of a com
petitor's ability to do a given task, such as type, take dictation, operate an elevator, or trim a tree. Sometimes referred to as a "Practical Test". PERMANENT EMPLOYEE:
A civil service employee who has
completed his probationary period and holds his position with permanent civil service status. (Government Code 1 8 5 2 8 )
128 PREFERRED LIMITED-TERM LIST:
Consists of persons who have
satisfactorily served a limited-term appointment in recurring seasonal work for an agency and have been recommended by the appoint:i?ng power for inclusion on the list.
The list is established on an agency basis
and can only be used for filling limited-term positions. An eligible's place on the list is determined by the rating he attained on the examination by which he qualified for his place on the list from which his original limited-term appointment was made. PREVAILING RATE RANGE;
The salary limits determined by
the Executive Officer of the Personnel Board on a county basis for certain labor and mechanical trades classes.
These salary limits must be based on the
hourly rates of pay and relevant employment factors applying to that type of employment in a given county, and the minimum salary step in the range must not be fixed below the prevailing rate paid in the county. PROBATIONARY PERIOD:
The time served by an employee after
appointment from an employment list and before he attains permanent status.
This period is considered
as a continuation of extension of the examination process in which the person is tested on the job. Except
In very unusual instances, the length of
129 the period is six months. PROBATIONARY STATUS:
The status of an employee who has
been certified and appointed from an employment list who has not completed the probationary period for the class.
(Government Code 1 8 5 2 7 )
RANGE NUMBER:
The number assigned to a specific monthly
salary range and which is used to refer to that range. REINSTATEMENT:
The restoration of an employee to a civil
service position with civil service status coupled with a resumption by the employee of the duties of the position. REJECTION OF PROBATIONER:
The act of separating an
employee during his probationary period because his work, conduct, or fitness has been found to be un satisfactory. SENIORITY POINTS:
The credit given for years of State
service in determining the order of layoff of employees in a class. 1 /6
In determining seniority,
of a point is allowed for each complete month of
State service performing work which would fall in the series of classes related to the class in which the layoff is being made.
Also, 1/6 of apolnt is
allowed for each month of military service provided the veteran entered State service within one year from the date he was discharged.
130 SICK LEAVE:
The authorized absence of an employee because
of his illness or injury, his exposure to a contagious disease, his attendance upon a member of his immediate family who is seriously ill and requires his care or attendance, or because of a death in his immediate family. SUSPENSION:
(Personnel Board Rule 401) (a)
The removal of an employee from his
position without pay for a period not to exceed 30 days in a calendar year for disciplinary purposes. (Government Code I 9 5 OI)
(b)
A person employed under
a temporary authorization appointment.
(e)
Frequently
used to refer to the form (Form 612) on which the appointment of a person under a temporary authoriza tion appointment is reported to the Personnel Board. (Government Code 1 8 5 2 9 , 1 9 0 5 8 , and I9 0 5 9 ) TEMPORARY EMPLOYEE:
A person who holds a position under
. temporary appointment.
(Government Code 1 8 5 2 9 , 1 9 0 5 8 ,
and 1 9 0 5 9 ) TEMPORARY POSITION:
A position for which funds have been
allocated for a limited period; that is, it has a definite termination date and an additional Form 600 must be submitted and approved if the position is to extend beyond that date. TRANSFER:
The change of an employee from one position
in a class to another position in the same class or
131 In another class having substantially similar duties, responsibilities, and qualifications, and substantially the same salary range.
("Substantially the same
salary range" Is interpreted to mean that there shall not be more than a one-step difference between the minimums of the two salary ranges involved.) TRANSFER BY EXAMINATION:
The change of a permanent
employee from a position in one class to a position in another class involving substantially the same level of responsibility and qualifications and salary but requiring additional or different special require ments.
To be eligible for such a change, an employee
must demonstrate in an examination conducted by the Personnel Board that he possesses such additional or other special requirements..
In making such a change,
the employee must serve a probationary period in the new class.
(Government Code I9 3 6 5 )
TRANSFER EXAMINATION:
An examination administered by the
Personnel Board to permanent employees who have been recommended by an appointing power as candidates for transfer to a position in a different class involving substantially the same level of responsibility and qualifications and salary but requiring additional or different special requirements.
The purpose of the
examination is to determine whether these employees
132 possess the additional or different special requirements of the new class and the examination is, therefore, limited to the testing of these requirements.
This
type of examination also differs from open or promo tional examinations in that no examination announce ment is issued, no applications are filed, and no employment list is established.
(Government Code
19365) VACATION:
An authorized absence with pay of an employee
who has serviced the State for a continuous period of not less than six months.
(Government Code 1 8 0 5 0 -
18053)
VETERAN:
A person who has served in the United States
Army, Navy, Marine Corps, Coast Guard, Revenue Marine Service, or as an active nurse in the service of the American Red Cross, or in the Army and Navy Nurse Corps in time of war, or in any expedition of the armed forces of the United States, or who served in one of said services during the period September 16, 19^0 to December 7 , 19^1, and received a discharge under conditions other than dishonorable or has been released from active duty under conditions other than dishonorable, but does not include any person who served only in auxiliary or reserve component of the armed forces whose service therein did not exempt
133 him from the operation of the Selective Training and Service Act of 1940. VETERANS PREFERENCE;
The additional credit in examina
tions or preferred places on open eligible lists granted under certain conditions to persons who served in the armed forces of the United States in any of the wars in which the United States has been engaged.
For
the nature and intent of the preferences granted and the conditions under which they were granted, see Government Code Sections 1 8 5 4 0 , 1 8 5 4 1 , and 1897018976. VOLUNTARY DEMOTION:
The change of an employee from a
position in one class to a vacant position in a lower class, requested voluntarily by the employee or by his appointing power with the consent of the employee and approved by the Personnel Board.
"A lower class"
is interpreted as meaning .a class having a minimum salary more than one salary step lower than the minimum salary of the other class.
(Government Code
19253. WITHDRAWAL OF RESIGNATION;
The action by which a person
who occupied a position with probationary or permanent status and who resigned in good standing withdraws his resignation within one year of the date of his resignation with the consent of the appointing power
134 of the agency from which he resigned and the approval of the Executive Officer of the Personnel Board. This action does not invalidate the resignation, hut merely operates to place the person's on the subdivisional, departmental, and general reemployment lists for the class. WORKMEN"S COMPENSATION:
(Government Code 1 8 9 0 3 ) Benefits provided by law to
compensate an employee for injury arising out of his employment.
It includes medical, hospital, and
indemnity payments for loss of wages and death bene fits paid to his family and dependents.
135 TELETYPE SERVICE Direct teletype service is provided by the State Teletype System of the Department of Justice to approx imately 6 5 points throughout the State, as follows: Alameda
Martinez
San Jose
Alturas
Marysville
San Luis Obispo
Auburn
Merced
San Mateo
Bakersfield
Modesto
♦San Quentin
Berkeley
Napa
San Rafael
Chico
Oakland
Santa Ana
Chino
Oceanside
Santa Barbara
Colusa
Oroville
Santa Cruz
El Centro
Palo Alto
Santa Marla
Eureka
Placerville
Santa Rosa
Fairfield
Red Bluff
♦Soledad
♦Folsom
Redding
Sonora
Fresno
Redwood City
Stockton
Hanford
Richmond
♦Tehachapi
Hollister
Riverside
Truckee
Independence
Sacramento
Ukiah
Jackson
Salinas
Vallejo
♦Lancaster
San Andreas
Ventura
Long Beach
San BernardinoVisalia
Los Angeles
San Diego
Madera
San Francisco W illows
Weaverville
136 Woodland Yreka *These stations will accept messages to their institutions only, not to other points in their towns or neighboring towns. Department of Justice employees will also relay messages by long distance telephone from their three bases (Sacramento, San Francisco, and Los Angeles) to other points where there is no direct teletype service.
In
this connection, however, the item of expense should be given consideration),'’ for by the time you add telephone tolls to the charge of the teletype, you will often dis cover that sending a telegram would be cheaper and more convenient all around. The rates used by the Department of Justice in billing your agency are:
(1 ) a minimum of 25 $ for ten
words or less, with an additional charge of 2 / for each word ,over ten, for messages sent between 8 a.m. and 8 p.m. and
(2 ) 10 $ for ten words or less, plus 1 $ for
each word over ten, for messages sent between 8 p.m. and midnight. The only taboo is that personal messages cannot be sent by teletype.
University o f S o u th e rn C aflfom l* Literary