Chapter 5

Local Administrative HR Manual - Chapter 5

Operations of the LDSS (Summary)

Section I – Hours of Work

Purpose: Establish consistent hours for LDSS business.
Scope: Applies to all employees.

A. Definitions

• Office Hours: Set by local board; generally align with VDSS hours.
• Standard Workweek: 168-hour period; typically five days but may vary.
• Regular Work Schedule: May be uniform or individualized per agency needs.

B. Work Schedules

• Director Determines: Sets and adjusts schedules based on operational needs; updates must reflect in timekeeping.
• Adjustments: Allowed for emergencies or occasional personal needs.
• Meal Periods & Breaks:
  • Mandatory meal (30–60 mins) for shifts ≥6 hrs; not counted unless worked.
  • Up to two 15-min rest breaks for 8-hr shifts; counted as work time.
  • Breaks cannot be combined or used to offset tardiness.
• Alternate Work Schedules: Flexible, compressed, rotational or job-sharing allowed; may be changed anytime.
• Overtime: Non-exempt employees need prior approval; expected when required.

C. Employee Responsibilities

• Report as scheduled; notify supervisor if unable to comply.

Section II – Inclement Weather

Purpose: Procedures for LDSS closures due to weather or emergencies.
Scope: Applies to all employees.

A. Closing the LDSS

• Decision by local board chair and director; employees notified via established method; regional office informed.

B. Compensation for Closings

• Essential Employees: Must work; compensated per status (hourly or salaried); hours count toward overtime; failure to report may lead to discipline.
• Non-Essential Employees: Paid if on paid status before/after closure; partial-day closures require reporting or leave use.
• Rest Day Closures: No compensatory leave.

Section III – Use of Internet and Communications Systems

Purpose: Policy for Internet and communications system use.
Coverage: Applies to all employees.

A. Definitions

• Computer Network: Linked computers sharing data.
• Communications System: Includes email, voicemail, phones etc.
• Internet: Global network including the Web.

B. General Provisions

• Business Use: Systems provided for LDSS business.
• Personal Use: Allowed if incidental; prohibited if interfering with work, violating policy or incurring charges.
• No Expectation of Privacy: LDSS may monitor all activity; subject to FOIA.
• Prohibited Activities: Includes accessing explicit content, unlawful messaging, unauthorized downloads and identity misuse.

C. User Responsibilities

• Maintain professionalism; safeguard security; avoid unauthorized use.

D. User Consent

• Employees must sign Acceptable Use Acknowledgement.

E. Violations

• Addressed under Standards of Conduct; may lead to termination.

Section IV – Workplace Safety

Purpose: Ensure a safe and healthy workplace.
Scope: Applies to all employees.

A. Employer Responsibilities

• Comply with VOSH standards; maintain hazard-free workplace; keep records; allow inspections; post notices.

B. Employee Responsibilities

• Follow safety rules; report hazards, accidents and injuries; seek guidance when unsure.

C. Reporting & Recordkeeping

• LDSS generally exempt from OSHA recordkeeping but must report fatalities/catastrophes within 8 hours.

D. Right to Know

• Employees have the right to know about workplace hazards.

E. Inspections

• VOSH may interview employees; LDSS may request copies of seized materials.

F. Protection from Discrimination

• Employees reporting hazards are protected from retaliation.