Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 1 | Page
Human Resources
Policies
Published by Hanover County
Department of Human Resources
July 1, 2024
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 2 | Page
Contents
Human Resources
SECTION 1: GENERAL PROVISIONS ........................................................................... 7
1.1 Adoption and Application of Policies: ................................................................. 7
1.2 Purpose of Policies:.............................................................................................. 7
1.3 Amendment of Policies: ....................................................................................... 7
1.4 Compliance: ......................................................................................................... 7
1.5 Availability of Policies: ....................................................................................... 7
1.6 Human Resource Terms/Definitions.................................................................... 7
SECTION 2: ADMINISTRATION ................................................................................ 153
2.1 Supervision of County Employees: ................................................................... 13
2.2 Chief Personnel Officer ..................................................................................... 13
2.3 Responsibilities of the Director of Human Resources ....................................... 13
SECTION 3: POSITION MANAGEMENT .................................................................... 15
3.1 Authorized Established Positions: ..................................................................... 15
3.2 Establishment of Positions: ................................................................................ 15
3.3 Position Classification and Review: .................................................................. 15
3.4 Discontinuance of Authorized Positions: ........................................................... 15
3.5 Unfunded Positions: ........................................................................................... 15
3.6 Independent Contractors: ................................................................................... 15
3.7 Intern Program: .................................................................................................. 16
SECTION 4: CLASSIFICATION OF POSITIONS ........................................................ 18
4.1 Classification Plan: ............................................................................................ 18
4.2 Amendment of Classification Plan: ................................................................... 18
4.3 Class Specifications: .......................................................................................... 18
4.4 Class Title: ......................................................................................................... 18
4.5 Maintenance of Classification: .......................................................................... 18
SECTION 5: FILLING VACANCIES ............................................................................. 19
5.1 Equal Opportunity Employer: ............................................................................ 19
5.2 Recruitment, Hiring, and Appointment to New Position Practices: .................. 19
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 3 | Page
5.3 Role of the Director of Human Resources in Recruitment and Selection
Activities: ...................................................................................................................... 19
5.4 Procedures for Hiring:........................................................................................ 19
5.5 Employment of Relatives:.................................................................................. 20
5.6 Fixing Employment Date: .................................................................................. 20
5.7 Probation and Conditional Status: ..................................................................... 20
5.8 Re-employment and Reinstatement: .................................................................. 21
5.9 Transfers Between Hanover Entities: ................................................................ 21
5.10 Seasonal Hiring: ................................................................................................. 22
5.11 Emergency Hiring: ............................................................................................. 22
5.12 Provisional Hiring: ............................................................................................. 22
5.13 Temporary Employment Agencies: ................................................................... 22
5.14 Redeployments:.................................................................................................. 23
5.15 Criminal Records Check: ................................................................................... 23
SECTION 6: COMPENSATION OF EMPLOYEES....................................................... 25
6.1 Compensation Plans: .......................................................................................... 25
6.2 Interpretation and Effect of the Scales of Pay: .................................................. 25
6.3 Compensatory Leave and Overtime Pay: .......................................................... 28
6.4 “On Call” Pay: ................................................................................................... 30
6.5 Rates of Pay for Temporary and Part-Time Employees: ................................... 31
6.6 Pay for Serving in Acting Capacity: .................................................................. 31
6.7 Pay Periods and Pay Days: ................................................................................ 31
6.8 Personnel Transactions/Payroll Procedures: ...................................................... 31
6.9 Benefits: ............................................................................................................. 32
6.10 Payments Due to Deceased Employees: ............................................................ 32
6.11 Workers’ Compensation: ................................................................................... 32
SECTION 7: HOURS OF WORK .................................................................................... 35
7.1 Scheduled Hours of Work:................................................................................. 35
7.2 Telework: ........................................................................................................... 36
7.3 Holidays: ............................................................................................................ 38
SECTION 8: LEAVE OF ABSENCE .............................................................................. 40
8.1 Grants of Leaves of Absence: ............................................................................ 40
8.2 Kinds of Leaves of Absence: ............................................................................. 40
8.3 Paid Time Off Leave .......................................................................................... 40
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 4 | Page
8.4 Paid Time Off and Frozen Sick Leave Bank for Sick Absences: ...................... 45
8.5 Extended PTO Leave: ........................................................................................ 46
8.7 Civil Leave: ........................................................................................................ 47
8.8 Medical Leave of Absence: ............................................................................... 47
8.9 Military Leave .................................................................................................... 50
8.10 Educational Leave:............................................................................................. 52
8.11 Workers’ Compensation Leave .......................................................................... 52
8.12 Compensatory Leave: ........................................................................................ 53
8.13 Community Service Leave:................................................................................ 53
8.14 Administrative Leave: ........................................................................................ 53
8.15 Transfer of Leave Balances: .............................................................................. 54
8.16 Return-to-Work Program: .................................................................................. 54
SECTION 9: EMPLOYEE TRAINING ........................................................................... 56
9.1 Orientation of New Employees: ......................................................................... 56
9.2 Training: ............................................................................................................. 56
9.3 Tuition Reimbursement: .................................................................................... 56
9.4 Personnel Records:............................................................................................. 57
SECTION 10: SEPARATIONS ...................................................................................... 58
10.1 Resignation: ....................................................................................................... 58
10.2 Dismissals: ......................................................................................................... 58
10.3 Reduction in the Workforce (Layoffs): .............................................................. 58
10.4 Final Settlement: ................................................................................................ 59
10.5 Notice of Payroll Separation & Change: ........................................................... 59
10.6 Separation Date: ................................................................................................. 59
SECTION 11: PERSONNEL RECORDS ....................................................................... 60
11.1 Personnel Records:............................................................................................. 60
11.2 Employee Identification, Uniforms & Other Equipment:.................................. 60
11.3 Personnel Information:....................................................................................... 61
11.4 Confidentiality: .................................................................................................. 61
11.5 Information System Security: ............................................................................ 61
SECTION 12: PART-TIME AND TEMPORARY EMPLOYEES ................................ 62
12.1 Part-Time Employees: ....................................................................................... 62
12.2 Transfer from Full-Time to Part-Time:.............................................................. 63
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 5 | Page
SECTION 13: EMPLOYEE RELATIONS ..................................................................... 64
13.1 Performance Appraisal: ..................................................................................... 64
13.2 Grievance Procedure: ......................................................................................... 64
13.3 Discipline: .......................................................................................................... 64
13.4 Additional Employment: .................................................................................... 66
13.5 Payroll Deductions: ............................................................................................ 67
13.6 Service Recognition: .......................................................................................... 67
13.7 Equal Opportunity Employment/Non-Discrimination:...................................... 68
13.8 Conflict of Interests Act and Statement of Ethics: ............................................. 68
13.9 Workplace Harassment: ..................................................................................... 70
13.10 Workplace Violence: ......................................................................................... 70
13.11 Employee Dress: ................................................................................................ 71
13.12 Confidentiality: .................................................................................................. 71
13.13 Criminal Charges and Convictions: ................................................................... 71
SECTION 14: PERFORMANCE APPRAISAL ............................................................. 72
14.1 General Information ........................................................................................... 72
14.2 Job Description: ................................................................................................. 72
14.3 Standards of Performance: ................................................................................. 72
14.4 Initial Conference: ............................................................................................. 72
14.5 Interim Processes: .............................................................................................. 73
14.6 Performance Appraisal Conference: .................................................................. 73
14.7 Numerical Rating: .............................................................................................. 73
14.8 Corrective Action Plans: .................................................................................... 73
14.9 Terminations: ..................................................................................................... 74
14.10 Exceptional Performance and Performance Incentive: ...................................... 74
14.11 Pay for Performance Compensation Increases: ................................................. 74
SECTION 15: EMPLOYEE HEALTH AT WORK ........................................................ 75
15.1 Policy Statement……………………………………………………………… 75
15.2 Tobacco Free Policy…………………………………………………………. 75
15.3 Employee Health Service……………………………………………………... 76
15.4 Occupational Health and Safety………………………………………………. 76
SECTION 16: DRUG FREE WORKPLACE AND SUBSTANCE ABUSE TESTING 77
16.1 Purpose:.............................................................................................................. 77
16.2 Policy Statement: ............................................................................................... 77
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 6 | Page
16.3 Substance Abuse Rules: ..................................................................................... 77
16.4 Test Procedures and Physical Searches: ............................................................ 82
16.5 Disciplinary Action for Improper Drug/Alcohol Use: ....................................... 83
16.6 Medical Review Officer:.................................................................................... 84
16.7 Employee Assistance Program: ......................................................................... 84
APPENDIX A: HANOVER COUNTY GRIEVANCE PROCEDURE .......................... 85
I. Definition of Grievance: .................................................................................... 85
II. Coverage of Personnel: ...................................................................................... 86
III. Operation of the Grievance Procedure: .............................................................. 86
IV. Rules Concerning Administrative Hearing Officers, Grievance Panels and Final
Hearings: ....................................................................................................................... 88
V. Grievability and Access: .................................................................................... 90
VI. Compliance: ....................................................................................................... 90
VII. Procedures for and Conduct of Grievance Hearings ............................................. 91
Employee Grievance Form ........................................................................................... 93
By Whom ....................................................................................................................... 95
Hearing Date ................................................................................................................. 95
Location ......................................................................................................................... 95
APPENDIX B: Compensation of Constitutional Officers and General Registrar ............ 96
APPENDIX C: Career Development Ladder Guidelines ................................................. 97
Purpose of Career Development ................................................................................... 97
Career Development Ladder Procedures ...................................................................... 97
Program Features .......................................................................................................... 98
Career Ladder Category Descriptions ........................................................................... 99
General ........................................................................................................................ 100
While Implementing the Ladder ................................................................................. 100
Other Procedures ......................................................................................................... 100
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 7 | Page
SECTION 1: GENERAL PROVISIONS
1.1 Adoption and Application of Policies:
A. The Hanover County Human Resources Policies set forth in this document supersedes all
previous Human Resources Policies. These Policies have been approved by the County
Administrator and adopted by the Hanover County Board of Supervisors. They shall apply to
all departments, positions, and employees of the County, including those of the Community
Services Board. Other employees identified by resolution of the Board of Supervisors may be
included in the coverage of these policies.
B. Severability: If any part of these policies is held to be unconstitutional, illegal or otherwise
unenforceable, that part shall be deemed severable, and the holding shall not affect the
validity and enforceability of the remainder.
1.2 Purpose of Policies:
A. To provide equitable conditions of employment for employees of the County.
B. To establish and maintain uniform standards of employment and compensation.
C. To aid supervisors in dealing with personnel issues.
1.3 Amendment of Policies:
The County Administrator or the Board of Supervisors may change or amend these policies.
1.4 Compliance:
Department heads shall take necessary and prompt action to ensure compliance with these Policies
within their respective departments.
1.5 Availability of Policies:
The Human Resources Policies shall be maintained by the Director of Human Resources and an
electronic copy shall be maintained on the County’s website. A hard copy will be maintained in
the office of each department head who has employees without computer access. These Policies
will be available for review by any employee during normal work hours.
1.6 Human Resource Terms/Definitions
Accident: An unpredictable event in which damage/injury is sustained to equipment/employees.
Active Status: Earning a paycheck through hours worked or taking approved paid leave, such as
Paid Time Off (PTO), Frozen Sick Leave Bank (FSLB), bereavement leave, short-term disability,
and compensatory leave. It does not include employees on long-term disability or leave without
pay status for a full pay period.
Administrative Leave: Leave approved by the County Administrator and not covered by other
leave provisions. This leave may be with or without pay.
,
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 8 | Page
Applicant: An individual who indicates a specific interest in a current job vacancy or a type of
work for which the County hires and who provides all essential information on a Hanover County
Employment Application.
Appointing Authority:
The Board of Supervisors is the appointing authority for the County
Administrator, the County Attorney, the Chief Assessor, and the Director of Internal Audit. The
Executive Director of Community Services Board is appointed by the Community Services Board
and the County Administrator. After consultation with the Board of Supervisors, the County
Administrator appoints department heads and deputy county administrators. All other County
employees shall be appointed by their respective department heads. The appointing authority is
also the terminating authority.
Appointment:
The placement in or hiring for a specific open position. The appointment may be
in the following categories: probationary, seasonal, temporary, part-time, or full-time.
Authorized Absence: An absence approved by the employee’s supervisor after proper
notification is given to the supervisor of the reason for absence and estimated length of absence.
Authorized Position: A position listed in the Personnel Complement approved by the Board of
Supervisors and assigned a unique position number.
Benefit-Eligible: A position whereby the employee is scheduled for and works at least 20
hours/week for a 40-hour position.
Bullying: Deliberate, disrespectful, repeated behavior by one or more people, directed toward
another person or persons, and always for the gratification of the bully. The behavior is intended
to hurt the other person or persons. It may be aggressive or passive-aggressive behavior and can
be described as humiliating, intimidating and/or undermining.
Career Development: A plan developed within a department or organization that provides for
career advancement within a class of position titles.
Class/Classification: A group of jobs or positions sufficiently similar in duties performed,
degree of supervision exercised or required, minimum requirements of education, experience or
skill, and such other characteristics that the same class title, the same tests of fitness, and the same
schedule of compensation may be applied. There may be times when a single position
classification is warranted.
Class Specification: A formal written statement of the class that defines the general character
and scope of the duties and responsibilities of positions in the class. Examples of work usually
supplement this statement, enumerate knowledge, skills, abilities, and other requirements for
successful work performance and state minimum education and experience requirements for
positions in the class.
Close Family Member: An employee’s parents, grandparents, grandchildren, spouse, children,
brothers/ sisters and in-laws or the spouse’s parents, grandparents, children, grandchildren,
brothers/ sisters or other persons living in the employee’s household. This includes step, in-law
and half-relatives or a person who is legally acting in one of the preceding capacities.
Compensation Plan: A written salary progression plan containing the exempt or non-exempt
status and the base target salary for each position.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 9 | Page
Complement: The official authorized list of positions approved by the Board of Supervisors and
maintained by the Department of Human Resources.
Conditional Status:
A. The 12-month period following an employee’s appointment to a new position; or
B. The period following notification to a full or part-time employee that improvements must be
made in certain areas of the performance of his or her job to avoid further action which may
include suspension, demotion or dismissal. This status typically lasts 90 days.
C. The period coincides with a Corrective Action Plan, which is typically 90 days.
Continuous County Employment: The total length of time an employee has been employed
with the County. Continuous County employment is defined as beginning with the employment
date as defined below and continues until the employee’s retirement or separation from County
employment. See Re-employment and Reinstatement.
Contractual Employment:
See Independent Contractor.
Controlled Substance:
Any drug or substance listed in Section 54.1-3401 and Schedules I
through IV of Sections 54.1-3446 through 54.1-3456 of the Code of Virginia, as amended, and
Section 202 of the Controlled Substances Act (21 U.S.C. § 812), as amended, whose manufacture,
distribution, dispensation, use, or possession is controlled by law. The use of any prescription
drug prescribed for another person is also the illegal use of a Controlled Substance.
Demotion:
Movement from one class of position to another of a lower base target salary in
which the employee meets the minimum qualification standards.
Department: An administrative unit designated by the Board of Supervisors under the
supervision of the County Administrator, a constitutional office, the Department of Social
Services, or the Office of the County Attorney.
Department Head: The individual responsible for the management and supervision of the
department.
Director of Human Resources: The Director of the Human Resources department or the
designee of the Director.
Discipline: Action taken against an employee ranging from oral reprimand to dismissal
depending on the severity and frequency of the employee’s offenses.
Dismissal:
An involuntary termination of an individual’s employment with the County.
Drug: Any substance, including any controlled substance, but excluding alcohol, taken into the
body, which may impair one’s mental faculties and/or physical performance.
Dual Position:
Employment in any capacity within the County other than the employee’s
primary job. An exempt employee is prohibited from working in a non-exempt dual position with
the County without the department head and Human Resources authorization.
Educational Requirements: Any college degree, coursework, or credits required for a
position, including hiring, promotions, transfers, and career development advancements and
placements, shall be from a college or university appropriately accredited by one of the accrediting
associations recognized by the Council for Higher Education Accreditation (CHEA) or high
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 10 | Page
school equivalency program or correspondence courses approved by the Commonwealth of
Virginia and accepted by Hanover County Public Schools for homeschooling.
Employee: An individual who is employed by Hanover County and receives compensation
through a Payroll direct deposit.
Employment:
Placement in a funded vacant position using established recruitment processes.
Employment Date:
The effective date of hire. The employment date is used to determine years
of service and calculate leave accrual. An employee who moves from the School System or
another County department retains the original employment date provided there is no break in
service in excess of 90 days.
Essential Employee: s Determined by the department head and specified in the position
description, an employee whose function is considered essential to the operation of County
services and who is required to report to work during adverse conditions. Adverse conditions are
declared and defined by the County Administrator.
Exempt Employee: Employees in positions identified by the Director of Human Resources
whose compensation is not subject to the overtime requirements of the Fair Labor Standards Act.
Flexible Work Schedule: Any non-standard workday or work week granted to an employee by
their immediate supervisor that benefits both the County and the employee
.
Full-Time:
Employees in positions that are greater than or equal to 0.8 FTE (32.0 hours per
week) are considered full-time.
Holiday Supplemental Pay:
When a non-exempt benefit-eligible employee is required to
work on a holiday, the employee shall be compensated an additional half of their hourly wage for
the hours worked.
Immediate Family:
An employee’s spouse, mother, father, child, sibling, brother-in-law, sister-
in-law, mother-in-law, or father-in-law and any other person who is a dependent of the employee.
Independent Contractor: A person performing services under contract for a specified period
of time for a fixed fee or hourly fee to perform a specific function.
Job Description: A detailed written description of the duties, essential functions, operation,
methods, working conditions, equipment and/or material used, line of authority and other essential
facts about a particular job or position.
Liberal Leave: Less restrictive approval of chargeable leave authorized by the department head
under extenuating circumstances generally denotes unplanned leave.
Non-essential employee: An employee of a department, determined by the department head,
who is not required to work during adverse conditions. Adverse conditions are declared and
defined by the County Administrator.
Non-Exempt: Employees in positions identified by the Director of Human Resources whose
compensation is subject to the overtime requirements of the Fair Labor Standards Act.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 11 | Page
Non-probationary Employee: Employees who have completed their probationary period.
Continued employment is contingent on acceptable job performance and compliance with these
Policies.
Paid Time Off (PTO): Leave may be used for any purpose when scheduled in advance or
when unforeseen circumstances can cause an unscheduled absence.
Part-time Employee:
Persons employed to work for less than the standard workweek.
Pay for Performance Appraisal: The procedure for determination of an employee’s level of
performance in relation to applicable job performance standards.
Pay Period: Pay Periods begin on the first of the month, extend through the fifteenth; begin on
the sixteenth of the month and extend through the last day of the month.
Performance Appraisal Date: The date on which an employee's job performance is evaluated.
The annual appraisal date is July 1 of each year. In addition to the annual performance appraisal
date, performance may be formally evaluated at the end of the probationary period. Special
performance appraisal dates may be established for employees whose probationary period is
extended for cause, or for employees placed in conditional status.
Personnel File or Record: File including all information pertaining to each employee. This file
is maintained in the Human Resources Department.
Position Code: A unique code assigned to each position authorized by the Board of Supervisors.
Probationary Period: When initially employed, employees are required to satisfactorily
complete a period of 12 months in a probationary status. During that period of time, the supervisor
evaluates the individual’s performance in the position. A formal evaluation may be conducted but
it is not required unless an extension is requested. Probationary periods may be extended in
unusual circumstances with prior approval of the department head and the Director of Human
Resources. During the probationary period, the employment may be terminated at any time
without employee recourse through the grievance procedure. Following the probationary period,
continued employment is contingent on acceptable job performance and compliance with these
Policies.
Promotion: Movement from one class of position to another of a base target salary in which the
employee meets the minimum qualification standards.
Quarantine Leave:
The use of Quarantine Leave is authorized through protocols established
by the County Administrator. Paid leave which may be granted to an employee who is unable to
work, onsite, due to a directive from a licensed healthcare provider to quarantine or isolate as a
result of the employee contracting or being exposed to a highly contagious disease or illness.
Reclassification:
The change of a position from one classification to another based on a
significant change in the function of the position or a reorganization. This change must be
approved by the Director of Human Resources and the County Administrator.
Re-employment: When a former employee is rehired more than 90 calendar days after the
employee’s separation date.
Reinstatement: When a former employee is hired within 90 calendar days of the employee’s
separation date.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 12 | Page
Resignation: An employee’s voluntary separation from employment.
Secondary Employment: Employment in any capacity outside of the County other than the
employee’s primary job.
Senior Management: The County Administrator, Deputy County Administrators, County
Attorney, Deputy County Attorney, department heads (including Constitutional Officers and the
General Registrar), deputy department heads, and division directors.
Separation: The cessation of employment of an employee, by the employee or the County for
any reason.
Separation Date: The date an employee leaves County employment. Suppose an employee is
on an approved leave of absence or Workers’ Compensation leave when separated. In that case,
the effective date will be the actual date of separation notice and not the last day physically on the
job. When the effective separation date immediately precedes a holiday, the employee shall not be
paid for the holiday.
Standard Workday: A regularly scheduled duty day for an employee. It is generally defined as
an 8.0-hour day, Monday through Friday, 8:30 a.m. to 5 p.m. for a 40-hour position, with an
allowance of 30 minutes for lunch, unless otherwise specified in these rules or approved by the
department head.
Standard Work Week: The County standard workweek begins on Sunday at 12:01 a.m. and
ends the following Saturday at midnight.
Supervisor: An employee who has the responsibility for directing and evaluating the work of
other employees, including but not limited to: scheduling work, recommending disciplinary
action, providing on-the-job training, approving leave requests and recommending hiring or
dismissal.
Suspension: A disciplinary action which results in loss of pay and possible loss of benefits
depending on the length of suspension.
Telework: A work arrangement where an employee performs their usual job duties away from
their primary workplace, at their home or another approved alternate location, during the
employee’s normal work hours or approved alternate hours, in accordance with a Telework
Agreement.
Temporary Employee:
A full-time or part-time employee hired for a designated period not
exceeding six months. Temporary employees are not eligible for benefits.
Transfer: An employee’s movement from one position to another of the same base target salary.
The employee may be required to serve in a conditional status following a transfer.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 13 | Page
SECTION 2: ADMINISTRATION
2.1 Supervision of County Employees:
A. The County Administrator and the County Attorney report directly to and are supervised by
the Board of Supervisors. The Board of Supervisors is responsible for making all decisions
pertaining to the hiring, supervision, performance appraisal and termination of these positions.
The Board of Supervisors appoints and terminates the Chief Assessor and Director of Internal
Audit. A deputy county administrator supervises the Chief Assessor. The Director of Internal
Audit is supervised by the Board of Supervisors Finance Committee with administrative
assistance by a deputy county administrator. In-person and in-writing performance appraisals
shall be performed at least annually.
B. The Executive Director of the Community Services Board is appointed, evaluated and
terminated by the Community Services Board and the County Administrator. The County
Administrator shall determine the compensation of the Executive Director in consultation
with the Community Services Board.
C. All employees in the County Attorney’s Office shall be hired, supervised, evaluated, and
terminated by the County Attorney.
D. Employees of the constitutional offices are hired, supervised, evaluated, and terminated by the
appointing constitutional officer.
E. The general registrar, assistant registrars and officers of an election are appointed, supervised,
evaluated, and terminated by the appointing authority in accordance with the Constitution of
Virginia, Article II, Section 8 and Title 24.2 of the Code of Virginia, as amended.
F. All other employees report to and are supervised by the County Administrator, deputy county
administrators, assistant county administrators, and department heads. The County
Administrator is responsible for the hiring, supervision, performance appraisal and
termination of department heads, the deputy county administrators and the assistant county
administrators; provided, however, that the County Administrator shall hire and terminate
department heads and deputy county administrators only after consultation with the Board of
Supervisors in Closed Session. All other County employees shall be hired, supervised,
evaluated, and terminated by their respective department heads.
2.2 Chief Personnel Officer
The County Administrator shall be the County’s Chief Personnel Officer and direct the
administration of the Human Resources Policies. They may delegate to the Director of Human
Resources and to others such of their duties as they may deem appropriate in connection with the
administration of these Policies.
2.3 Responsibilities of the Director of Human Resources
The Director of Human Resources is the representative of the County Administrator charged with
assisting in administrating the Human Resources Policies and all other personnel responsibilities
imposed by policy and by law.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 14 | Page
A. The Director of Human Resources shall have full authority to interpret and apply these
Policies to provide fairness and equity among all employees. This authority shall not extend to
the amendment of these rules nor to the suspension of these rules. The Director of Human
Resources shall establish procedures necessary to administer these Policies.
B. The Director of Human Resources shall advise the County Administrator in matters
concerning personnel administration and recommend appropriate amendments to the County
Administrator. The Director of Human Resources shall review all requests for amendment to
these policies, new classifications, changes in scales of pay for classes of positions, and
reclassification of positions. They shall present recommendations to the County Administrator
for action.
C. The Director of Human Resources shall maintain all personnel records and files relating to
County employees and positions.
D. The Director of Human Resources shall advise department heads to ensure that personnel
administration is done in accordance with these Policies.
E. The Director of Human Resources may be assigned additional duties by the County
Administrator.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 15 | Page
SECTION 3: POSITION MANAGEMENT
3.1 Authorized Established Positions
The County Administrator, through the Director of Human Resources, shall maintain a record of
all positions which have been established under the provisions of these Policies for their respective
departments.
3.2 Establishment of Positions
Additional part-time benefit-eligible and full-time positions are established with the approval of
the Board of Supervisors. Additionally, the County Administrator has the authority to increase an
established part-time benefit-eligible position to full-time if the Board of Supervisors has
approved funding for it. When requesting a new position or reclassification of an existing
position, the department head shall submit the request to the Human Resources Department. The
request to the Human Resources Department shall include a job description describing the duties
and responsibilities of the proposed position. The Human Resources Department shall examine the
proposed position and recommend the proper classification. Any new classifications shall require
a recommendation from the Human Resources Department. No person shall be appointed,
demoted, transferred, or paid in any position until the position has been first established. Once
positions are established as part of the Board of Supervisors’ adopted budget, such positions may
be filled prior to July 1 upon approval of the County Administrator.
3.3 Position Classification and Review
Positions are placed on the Classification and Compensation Plan based on a comprehensive job
description and a continuing salary range survey of the market value of similar positions in a
predetermined job market area. This review process is completed annually. Each position title
shall be reviewed through the market survey process every three years. The County Administrator
approves adjustment of salary ranges for position titles.
3.4 Discontinuance of Authorized Positions
Department heads shall report to the County Administrator, through the Director of Human
Resources, any authorized position within their respective departments which they desire to
discontinue. After approval, the position shall be removed from the list of approved positions.
3.5 Unfunded Positions
The Board of Supervisors may rescind funding of authorized positions for all or part of a fiscal
year. The County Administrator may require that a funded position remain vacant. In either case,
the Human Resources Department must be notified of such decision for budgetary reasons and to
maintain position control.
3.6 Independent Contractors
There may be times when the County enters into a contractual agreement for certain work to be
performed by a specialized company (i.e., construction, consulting, etc.). Persons performing those
duties on a contractual basis are considered employees of the contracting company and are not
covered by any benefits of Hanover County.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 16 | Page
3.7 Intern Program
A. Participants
Paid Interns: Positions authorized by the County Administrator through the annual budget
process will be placed on the County payroll in an hourly status. All paid interns are
considered employees and are subject to the same pre- and post-employment requirements
and must adhere to County Policies and Procedures.
The Human Resources Department will maintain a personnel file for the intern. The intern is
responsible for completing all the necessary employment forms on or before their first day
with the County. A resume, application form, or other statement of the student’s qualifications
should be contained in this file.
Funding for most paid interns resides in the Human Resources Department’s budget.
Departments should submit a request through the Human Resources Department prior to
posting / filling an intern position to ensure funds are available to cover the salary.
Non-paid Interns: Participation in this program is limited to students using this program to
meet academic requirements.
The Human Resources Department must authorize non-paid internships, meet operational
needs of the department making the request, and meet the student's academic requirements.
Once approved by Human Resources, the department head will work with the school to
determine the available work hours. These interns may not perform work that others in the
department perform but can shadow others in the department. Non-paid interns are not
considered employees by the County but are required to adhere to County policies. Non-paid
interns will need to fill out an application, have a complete background check and other
checks that are applicable to the department in which they are doing the internship.
Guidelines to determine if an internship can be unpaid, based on six factors developed by the
U.S. Department of Labor’s Wage and Hour Division for the private sector:
1. The training, even though it includes actual operation of the facilities of the employer, is
similar to what would be given in a vocational school or academic educational
instruction.
2. The training is for the benefit of the interns.
3. The interns do not displace regular employees but work under their close observation.
4. The employer that provides the training derives no immediate advantage from the interns'
activities; on occasion the employer’s operations may be impeded.
5. The interns are not necessarily entitled to a job at the conclusion of the training period.
6. The employer and the interns understand that the interns are not entitled to wages for the
time spent in training.
If the internship does not meet these qualifications, it must be a paid internship. Interns,
regardless of paid or non-paid, must complete a county application and have a background
investigation conducted by Human Resources. An internship that is paid must be placed in a
position number.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 17 | Page
B. County Responsibilities
Department heads accepting a student placement shall comply with all educational institution
requirements from which the student will receive class credit. Department heads must explore
these requirements and the student's qualifications to complete the desired projects for the
County before accepting placement.
Department heads must develop a work plan for the student that will meet the class criteria as
well as the needs of the County. This is not a “make work” project. Students are expected to
provide a needed service to the County. The department will establish the hours to be worked
by the intern.
C. Performance Appraisal
The department head may complete a narrative performance appraisal at the end of the
placement and should include a description of the assigned project(s). This may be in addition
to performance appraisal documents required by the educational institution. The internal
performance appraisal aims to determine the quality and value of the service rendered to the
County by the student intern.
D. Stipend
Projects completed by unpaid interns determined to be of significant value to the County or
which have been conducted or completed by the student in an exceptional manner shall be
referred to the County Administrator by the Director of Human Resources.
At the discretion of the County Administrator upon recommendation of the department head
and the Director of Human Resources, the County may pay to the student a stipend not to
exceed $1,000, provided the funds are available. To establish the level of payment the student
must have met the following schedule or hours worked in addition to the performance
appraisal.
75% - 100% of available work hours-eligible for 100% ($1,000)
50%-74% of available work hours-eligible for 50% ($500)
less than 50% of available work hours-eligible for 25% ($250)
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 18 | Page
SECTION 4: CLASSIFICATION OF POSITIONS
4.1 Classification Plan
The Classification Plan for the authorized positions in the services of the County provides for
grouping all positions in classes based upon the respective duties, authorities, and responsibilities.
4.2 Amendment of Classification Plan
The Classification Plan may be amended by resolution of the Board of Supervisors.
4.3 Class Specifications
The Classification & Compensation Manager shall maintain and may amend from time to time,
the written specifications of the classes in the Classification Plan. The department heads shall
provide specifications. Each class specification shall describe the essential nature of the work,
characteristics of positions of the class, with examples where appropriate, and shall include a
statement of minimum qualifications and the knowledge, skills, and abilities necessary to perform
the duties assigned. The class specifications shall be considered as descriptive rather than
restrictive. They shall be used to indicate the kinds of positions which should be allocated to the
respective classes and not to prescribe the duties or responsibilities of any position, nor to modify
the power of a department head or supervisor to assign duties to, or direct, control, or evaluate the
work of any employee.
4.4 Class Title
The class title of a position shall be used as the official title of the position wherever such position
is designated in any payroll, budget estimate, or other official records or reports. The Human
Resources Department assigns the official class title.
4.5 Maintenance of Classification
Human Resources shall review the duties, responsibilities, and qualification requirements of all
classified positions periodically. Whenever there are significant changes in the job itself it is the
department head's responsibility to request a reclassification study of that position. It is the
responsibility of the department head to notify the County Administrator and the Human
Resources Department whenever a position is no longer needed (see Section 3.4).
Reclassifications and deletion of positions must be approved by the County Administrator.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 19 | Page
SECTION 5: FILLING VACANCIES
5.1 Equal Opportunity Employer
It is the policy of the County to obtain the best-qualified applicants available for each vacancy,
without regard to sex, race, color, religion, creed, national origin, political affiliation, age,
disability, or other non-merit, or non-job-related factors. Hanover County will take measures to
emphasize the recruitment of qualified minorities, women, persons with disabilities, and older
persons. Hanover County will consider or give preference to an individual’s status as an honorably
discharged veteran of the United States Armed Forces provided that such veteran meets all of the
knowledge, skills, and eligibility requirements for the available position.
5.2 Recruitment, Hiring, and Appointment to New Position Practices
A. The Human Resources Department is responsible for centralized recruitment for Hanover
County. Any tests administered as a condition of employment or to aid in making a selection
shall be approved by the Human Resources Department prior to use. No selection device will
be used without the prior approval of the Human Resources Department. No person will be
hired or appointed into a position unless that position is a vacant, funded position. Final
commitments of a job offer, appointment to new position, beginning salary, and starting date
are made only by the Human Resources Department. An appointment to a new position is not
effective until approved by the Human Resources Department and must begin at the
beginning of a pay period unless otherwise approved by the Director of Human Resources.
B. Any interested individual (including County employees) may apply for a posted job vacancy
in accordance with normal procedure. Job announcements will be posted as well as appear in
paper and electronic newspapers and/or professional and trade magazines, and on other
websites as approved by the Director of Human Resources. Positions may be posted for
internal consideration only, open to the general public, or filled through a non-competitive
process as approved by the department head and Director of Human Resources or designee.
C. Departments having a need to fill an existing position on a temporary basis, or augment staff
on a temporary basis, shall (1) recruit for the positions; (2) contact the temporary services
agency under contract with the County; or (3) contact the Purchasing Office to assure
compliance with procurement requirements in temporary hiring outside of the contract agent.
5.3 Role of the Director of Human Resources in Recruitment and Selection
Activities
A. The Director of Human Resources shall receive, process and maintain applications for County
employment.
B. The Director of Human Resources will determine the methods by which recruitment is
conducted for approved vacant positions.
C. The level of compensation for all new appointments shall be established in accordance with
Section 4.3.
5.4 Procedures for Hiring
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 20 | Page
For this section, a vacant position is defined as any Board approved position that an incumbent
does not presently fill.
A. Each time a vacancy occurs, and the department head supports the need for filling such a
vacancy, the original Requisition, approved by the department head, will be submitted to the
Human Resources Department. In authorizing the position to be filled, the department head is
certifying the availability of funding for the position.
B. The Director of Human Resources will determine the appropriate method of attracting a
qualified pool of applicants for the vacant position. For positions filled through a competitive
process, the Director of Human Resources is not required to conduct open competitive
recruitment programs for those classes of positions for which recruitment programs have
already been conducted within the last 90 days. Sufficient qualified applicants for
employment consideration in that class of position must remain in that applicant pool.
C. The department head shall review the qualifications of all applicants. It shall be the hiring
department's responsibility to maintain supporting documentation on the methodology used to
determine those applicants to be given further consideration for the vacant position. This
process shall be reviewed and approved by the Director of Human Resources.
D. The department head shall submit a list of the applicants interviewed and a recommendation
as to an offer of employment and shall indicate whether the applicant is subject to pre-
employment tests or other procedures. The department shall maintain appropriate
documentation of the screening and interview process.
E. Should post-selection, pre-employment information, including criminal records check, DMV
driving record, drug test, or physical examination results be required, a provisional offer of
employment will be made to the applicant. Execution of a provisional employment contract
may be required.
F. The department head shall also recommend the entrance pay rate for the preferred applicant.
Appropriate pay rate approval shall be obtained prior to the offer of employment.
5.5 Employment of Relatives
It is the policy of the County not to employ immediate family members of present employees in a
supervisory-subordinate relationship, or in any other relationship which the department head
considers to be detrimental to the functioning of his or her department.
The State and Local Government Conflict of Interest Act (Virginia Code §2.2-3109) allows the
employment of immediate family members of County officers or employees only if the officer or
employee does not exercise any control over the employment or the employment activities of the
family member and the officer or employee is not in a position to influence those activities.
5.6 Fixing Employment Date
Employment shall become effective as of the date on which the employee officially begins the
performance of the duties of the position. This shall include new employee orientation and
training. So far as is practical, effective dates shall be established at the beginning of regular pay
periods.
5.7 Probation and Conditional Status
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 21 | Page
A. All County employees must satisfactorily complete a probationary period immediately
following initial employment or re-employment after 12 months. Other than by career
development program move, current employees who move from one position classification to
another may be placed in a conditional status for 12 months. Probationary periods may be
extended in unusual circumstances.
B. The probationary period is an opportunity to determine whether the employee is suited for the
job. During this period of employment, employees may be terminated at any time if the
department head determines that the employee is not suited to the position. The department
head shall consult the Director of Human Resources prior to action in such cases. Current
employees in a conditional status, after a move from one position to another or re-employed
within 12 months to the same position, have no right to an expectation of continued
employment in that position unless satisfactory performance in the position continues.
Should the probationary or conditional period be insufficient to determine whether the
employee can perform the duties of his or her new position, this period may be extended with
approval of the Director of Human Resources. A request should be submitted by the
department head specifying the length of extension and the justification. A Corrective Action
Plan may be used in conjunction with any extension.
The conditional period for performance and disciplinary related concerns typically lasts 90
days. Continued employment following the conditional or probationary period is contingent
on acceptable job performance and compliance with these Policies.
5.8 Re-employment and Reinstatement
When an employee has separated from County employment, later seeks employment again
with the County, and is hired, his or her employment status is determined as follows:
A. Re-employment
An employee who is re-employed within one year of the employee’s separation date will
receive the same benefits as those given to a new hire and will receive credit for prior years of
service when the employee's Paid Time Off (PTO) leave accrual and service awards are
calculated. If the employee is re-employed to the same position within one year, they will be
placed on conditional status for 12 months. Re-employed employees will be required to
complete all new hire paperwork.
B. Reinstatement
Employees who return within 90 days of separation will retain their original service date. The
accrual rate for PTO leave will be reinstated to the accrual rate that existed at the time of the
employee's separation. If PTO and compensatory leave balances were not paid out to the
employee after separation, those balances will remain upon reinstatement. If leave balances
were paid out upon separation, then fifty percent (50%) of the uncompensated FSLB balance
and any unused floating holidays will be restored upon reinstatement, however no PTO leave
or compensatory leave will be reinstated.
5.9 Transfers Between Hanover Entities
Employees hired into positions with Hanover County Government from employment with other
Hanover County entities, including Hanover County Public Schools, Pamunkey Regional Jail, and
the Pamunkey Regional Library, will retain their original hire date with those entities for service
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 22 | Page
purposes and leave accrual. They will retain applicable leave balances up to the maximum for
County employees. Leave balances over the County maximum will be paid out upon transfer.
5.10 Seasonal Hiring
This section covers employees who are hired for seasonal positions. Once they compete for initial
employment and are employed they may remain on the payroll until such time as the seasonal
assignment is concluded. If the employee’s performance has been acceptable and the employee
wants to remain as a seasonal employee, the department, may place the employee on leave without
pay (LWOP) status (see Section 8.3) until such time as the services are again required for the
previous position or similar position in the same classification. Such LWOP status shall not
exceed 12 months. While a seasonal employee is in such a LWOP status, the department may
reactivate the employee's payroll status. Seasonal employees who have not worked in the past 90
days will need to complete a fingerprint criminal background check each year.
If, at the end of the original appointment or any subsequent appointment the department no longer
requires the services of the employee, the employee’s performance was unacceptable, or the
employee no longer desires seasonal employment, the department may dismiss the employee.
Thereafter, the separated employee would need to submit a new application for future employment
consideration with the County.
Employees in seasonal positions are not eligible for employee benefits and do not earn leave.
5.11 Emergency Hiring
There may be instances where the orderly operation of government may necessitate hiring
personnel outside of the normal procedure for filling vacancies. Authority from the County
Administrator to hire on an emergency basis shall be requested in writing by the department head,
stating the circumstances and the process to be followed in the emergency hire. To the extent
practicable, the usual employment procedures shall be followed. No employment under this
provision can be committed prior to the approval of the County Administrator.
5.12 Provisional Hiring
A provisional hire is the employment of an individual with certain provisions spelled out as a
condition of employment that may or may not adhere strictly to the County Human Resources
Policies regarding employment, classification, and compensation. A provisional agreement may be
required pending receipt of physical evaluations, drug screening, criminal, or driving record
information. The Director of Human Resources shall review any proposed provisional hiring. The
hiring of personnel on a provisional basis may be accomplished with the recommendation of the
department head in writing to, and with approval of, the Director of Human Resources. This
approval will be documented and retained in the employee’s record retained by Human Resources.
5.13 Temporary Employment Agencies
There may be times when a department has a need for additional or replacement staff for a short
duration. The County maintains an annual contract for certain temporary services. An authorized
department representative should contact the contract provider of temporary services for the
County and request the appropriate level of temporary staff needed by the department. All
expenses for temporary services will be billed directly to the authorizing department. No
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 23 | Page
temporary salary is to be paid from the regular payroll line items. Payment shall be made by
payment voucher from the “Temporary Services” budget line item.
There may be occasions where the County has not contracted for the level of position required by
the department. Depending on the estimated cost of the temporary services, outside vendors may
be contacted to secure telephone quotes. The Purchasing Department should be contacted in such
instances to determine compliance with procurement policies.
5.14 Redeployments
When a department needs to fill a vacant position but is unable to recruit and fill the position due
to budget restrictions, the Director of Human Resources and County Administrator may redeploy,
or temporarily reassign, an employee from one department to another department, or from one
position to another position within the same department.
5.15 Criminal Records Check
The Board of Supervisors has found it necessary, in the interest of public welfare or safety, for all
applicants to be subject to a pre-employment criminal records check.
The Director of Human Resources will request a criminal records check of the prospective
employee from the Department of State Police. Upon receipt of information that indicates a prior
criminal conviction, the Director of Human Resources will consult with the appropriate
department head to determine if there is a connection between the crime involved and the job
sought. In cases where the Director of Human Resources determines that the criminal record is
incompatible with the nature of employment, any employment offer shall be withdrawn. The
decision of the Director of Human Resources shall be final. An explanation shall be provided to
the applicant that is denied employment. Criminal history records shall be kept confidential.
Criminal records checks are valid for 90 days from the date of receipt from the Department of
State Police.
The following individuals are required to submit to a fingerprint-based criminal records check and
receive suitable clearance for the position, work, or access sought:
1. All current employees who voluntarily change positions (excluding Career Ladders
and demotions), who perform work on County property in private areas that need a
badge to access the area.
2. All final external candidates for any position (full-time, part-time, seasonal, interns,
temporary, volunteers) who perform work on County property in private areas that
need a badge to access the area.
3. All contingent/contract workers working for Hanover County require a badge to
access work areas. Contractors and sub-contractors who perform work only in public
areas are expected to gain access to a building or room from a County employee, so
no badge is issued, and they should be supervised by a reliable person (as deemed by
General Services and/or the Department Head).
4. All individuals having access to any County network system. This includes all users
with any network login or account.
5. Hanover County Sheriff’s Office conducts a separate background investigation for
employees and are exempt from this requirement.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 24 | Page
State agencies who provide employees to work for Hanover County will be required to verify to
the Human Resources Department that an appropriate criminal background check was completed
for the respective individual.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 25 | Page
SECTION 6: COMPENSATION OF EMPLOYEES
6.1 Compensation Plans
A. The County maintains two Compensation Plans: one for sworn positions in the Sheriff’s
Office and the Department of Fire/EMS (also referred to as the Public Safety Pay Plan) and
the County Compensation Plan for all other positions. The Compensation Plans for the
authorized positions of the County shall be approved and amended by the County
Administrator and shall consist of (1) the assigned base target salary and (2) rules providing
for application of the scales and fixing the rates of pay for individual positions.
B. Persons employed in an authorized position on a part-time basis will be paid at a rate equal to
a full-time employee in the same or similar classification.
C. The salary scales set forth in the Compensation Plans represent the total salary for a position
without regard to participation by any other entity. In cases where the salary allowance set
forth by such entity is lower than that allowed by the Compensation Plans, the salary allowed
by the Compensation Plans shall govern. An employee in a position funded by the State
Compensation Board shall be compensated at no less than the minimum of the Compensation
Board salary range for that position classification.
6.2 Interpretation and Effect of the Scales of Pay
A. Entrance Rate
The entrance rate payable for any class position shall be the base target salary for the position
unless training or experience would qualify the employee for a higher entrance rate and the
higher rate is approved pursuant to this section. Department heads may hire no more than
10% above the minimum with approval of the Director of Human Resources. Hiring above
the midpoint of the salary range (greater than 35% above the minimum) requires the
concurrence of the Director of Human Resources and approval of the County Administrator.
B. Appointment to New Position or Promotion
Employees who receive a promotion or an appointment to a new position will receive a salary
at or above the base target salary, depending on the employee’s qualifications.
The employee will be placed in a conditional status for a period of twelve months. An
acceptable performance appraisal at the end of this twelve-month period will provide for
continuation in that position, subject to continued acceptable performance and the release
from conditional status. Employees who receive a promotion or an appointment to a new
position will be eligible for merit increases.
No employee may be appointed to a position where they will exercise any control over the
employment or employment activities or influence the employment activities of another
employee who is an immediate family member.
C. Demotion
1. VOLUNTARY DEMOTION
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 26 | Page
If the demotion is voluntary, placement at the appropriate level within the new position
would be based on experience and prior performance. The department head and Director
of Human Resources must approve it. In a voluntary demotion, the performance appraisal
date remains unchanged.
2.
UINVOLUNTARY DEMOTION
Suppose an employee is involuntarily demoted as a result of disciplinary action, for
example, or action related to unacceptable job performance. In that case, the pay rate may
be reduced by at least 2.5% per level reduction or by a minimum of 5%, and the
employee will be placed on conditional status for twelve months. There will be no salary
increase at the end of the conditional period. The salary is established in the same
manner as for voluntary demotion. A performance appraisal must be completed within
twelve months of the date of the demotion. An overall rating of “successful” on the
performance appraisal will result in release from conditional status and continuation in
the position subject to continued satisfactory performance. There will be no salary
increase at the end of the conditional period. The performance appraisal date shall be
established one year from the effective date of the demotion.
D. Transfer
When an employee transfers from one position to another of the same base target salary, there
will be no change in salary unless an exception has been requested by the department head
and approved by the Director of Human Resources. The transferring employee may be placed
on conditional status and will retain non-probationary status. The Director of Human
Resources shall approve all employee transfers. Transfers to a position at a higher base target
salary will be considered an appointment to a new position. Transfers to a position at a lesser
base target salary will be treated as a voluntary demotion.
E. Reclassification of Position
When a Department requests an individual or position grouping have an off-cycle salary study
completed, HR will evaluate the position against our regional competitors and all direct and
indirect internal position relationships. HR and Finance will together evaluate any off-cycle
compensation requests and will provide analysis of impacts on internal compression and
potential inequities to the County Administrator along with a recommendation on how to
proceed with the request.
Employees receiving a salary adjustment based on reclassification of a position are eligible
for any merit increase. If a position is reclassified downward and the incumbent is assigned to
the lower-level position, salary is established as for voluntary demotion.
An incumbent in a position which is reclassified must meet all minimum qualification
requirements for that reclassified position.
F. Career Development Advancement
Employees participating in a career ladder program must follow the procedures as specified in
the position career ladder. A career ladder advancement is not considered as an appointment
to a new position. A career ladder advancement is based on the individual's advanced skill or
credential level, not on a functional change in duties or responsibilities.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 27 | Page
The Career Development Ladder Program Guidelines, see APPENDIX C, outline the
requirements for the consistent development, implementation, and practice of career
development plans. Changes to the guidelines require approval by the Board of Supervisors.
Establishing Career Development Plans for career ladder programs requires approval of the
County Administrator. Each plan presented must meet the following criteria:
1. Review for advancement in a career development plan can occur anytime during the year.
The effective date will be the next available pay cycle following approval by Human
Resources.
2. The department must submit to Human Resources written documentation that the
employee has met all the requirements for advancement to the higher level of the career
development plan, including educational requirements. This must include copies of all
professional certificates and/or licenses required.
3. To advance in the career development plan, employees need an average score of at least
3.0 (“successful” or “proficient”) on the two most recent performance evaluations.
4. The employee must be in the current position for at least a year before becoming eligible
to advance in the career development plan.
Nothing in any career development plan may be interpreted to imply continued employment
as an employee right. Continued employment at any level in a career development plan is
based on employee performance, employee qualifications, and the needs of the department.
G. Pay for Performance Salary Increases
Employees shall be eligible for pay for performance increases when funding is available and
approved by the Board of Supervisors. Pay for performance increases will be given to any
eligible employee occupying the position prior to April 1 of that year, including appointment
to a new position or involuntary demotion. Salary increases provided for by movement within
a level shall not accrue solely as a result of the completion of the required period of service
but shall be based on factors contained in the performance appraisal document. Employees
shall receive a pay for performance salary increase calculated as a percentage of the
employee’s salary. The Board of Supervisors approves the payment percentage annually for
each performance level specified on the appraisal document. (See Section 14). Exceptions to
this policy include positions identified on the Public Safety Pay Plan.
H. Annual Market Based Peer Comparison
An annual market review will be completed and positions which are identified for a base target
adjustment will be submitted through the annual budget process. The County workforce will be
divided into thirds and positions will be evaluated at least once every 36 months for market
comparability.
I. Individual Market Adjustments
A salary adjustment may be utilized to resolve internal equity issues, provide compensation
for additional duties, or recognize exceptional performance outside of the annual merit
process. Salary adjustments are initiated by the Department Director, reviewed by the
Director of Human Resources, and require approval by the County Administrator. Employees
may not receive more than one Individual Market Adjustment in a 36-month period.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 28 | Page
J. Cash Bonus
The County may pay a monetary bonus to full- and part-time County officers and employees,
to include Constitutional Officers and their employees, and the General Registrar and their
employees, for exceptional services rendered. Funding must be available and approved by the
Board of Supervisors. Seasonal and temporary employees are not eligible to receive bonuses.
The criteria used for determining whether to award a cash bonus shall include, but not be
limited to, the following:
1. Effort and performance that go beyond expected job performance, including acts of
heroism, which involves non-recurring or infrequently occurring circumstances;
2. The provision of exceptional customer service during situations which require significant
additional effort and dedication, such as during natural disasters, unforeseen time
constraints, and states of emergency;
3. Eligibility for service recognition in accordance with the provisions of Section 13.6 and
4. Other acts of service to the County and its residents for which normal performance-based
recognition does not adequately demonstrate the County’s appreciation.
K. Rates of Pay
Hanover County publishes a compensation plan on the external Hanover County website.
L. Temporary Reassignments
With the approval of the Director of Human Resources, department heads may temporarily
reassign any existing employee for a period not exceeding 90 calendar days to perform other
duties in that department. The County Administrator shall have the authority to reassign
employees to other departments temporarily.
M. Merit
All employees (full-time, part-time, and seasonal) hired prior to April 1 are eligible for merit
increases based on satisfactory performance evaluations. Employees hired April 1 or later are
not eligible for merit increases associated with the beginning of the next fiscal year.
6.3 Compensatory Leave and Overtime Pay
A. Hours worked beyond the regularly scheduled workweek must be authorized and must be
limited to emergency, seasonal, or occasional peak-load needs. Its use on a continued basis for
accomplishing regular services is prohibited.
B. Non-exempt positions: Employees in non-exempt positions are eligible for pay or
compensatory leave at one and one-half times their regular rate of pay for any hours worked
in excess of forty hours (40) during their standard workweek.
1. Overtime is computed with the workweek beginning on Sunday and ending on Saturday
unless otherwise approved by the Director of Human Resources. Hours worked up to
forty (40) will be paid at the regular rate of pay.
2. Compensatory leave may be awarded in lieu of cash wage payments on a time and one-
half basis at the employee's written request with the department head's approval.
Employees may change their request by notifying their supervisor in writing. Changes
will be effective the following pay period. The maximum compensatory leave accrual is
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 29 | Page
240 hours after which cash wages, computed at time-and-one-half the hourly rate for
hours worked in excess of the standard workweek must be paid. Department heads are
responsible for knowing the compensatory leave balances of their employees and must
develop a plan to either reduce or maintain compensatory leave balances at or below the
maximum carryover (80 hours). Department heads have the discretion to implement
department-specific compensatory leave requirements and/or the frequency with which
an employee may change from compensatory leave to cash wages, with approval from
the Director of Human Resources.
3. Up to 80 hours of compensatory leave may be carried over to the following fiscal year.
Any compensatory leave in excess of 80 hours must be paid out in cash wages at the end
of the fiscal year.
4. With respect to “fire protection employees” and “law enforcement employees,” as those
terms are defined in Virginia Code section 9.1-700, payment of overtime compensation
and/or the awarding of compensatory leave shall be in accordance with the provisions of
Virginia Code sections 9.1-700 through 9.1-706.
5. Time associated with attending required and/or approved, job-related conferences,
seminars, and the like, and related travel time, is compensable in accordance with the
requirements of the Fair Labor Standards Act and its implementing regulations.
6. For non-exempt employees working on a holiday, see Section 7.3-C.
C. Exempt positions: Employees in exempt positions are not eligible to earn compensatory
leave. Exceptions can be made on a case-by-case basis with approval of County Administrator
and Human Resources Director for special projects or circumstances.
1. Compensatory leave is earned on an hour-for-hour basis, and may not exceed 240 hours.
An employee may not accrue additional compensatory leave until the employee’s
compensatory leave balance is less than 240 hours.
2. Compensatory leave is computed with the workweek beginning on Sunday and ending on
Saturday.
3. Exempt employees may not earn compensatory leave for any hours worked for which
they receive other forms of paid leave unless approved by the County Administrator.
4. Up to 80 hours of compensatory leave may be carried over to the following fiscal year.
Employees will forfeit unused compensatory leave hours in excess of 80 at the end of the
fiscal year.
D. Holidays (excluding Floating Holidays) and County closing due to weather, for purposes of
this section, will be considered hours worked in calculating overtime or compensatory leave.
See also 7.3.C.
E. The department head or a designated representative must approve earned compensatory leave
in advance. Reporting requirements are the same for non-exempt employees accruing
compensatory leave as for exempt employees.
F. Termination or department transfers:
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 30 | Page
1. Non-exempt employees with a compensatory leave balance at the time of separation or
department transfer will receive compensation for their compensatory leave balance.
2. Exempt employees with a compensatory leave balance at the time of separation or
department transfer will receive compensation for their compensatory leave balance up to
the 80-hour maximum.
3. Non-exempt and exempt employees appointed to a new position in a different
department must be paid as outlined above for their accumulated compensatory leave.
G. Change in employee status:
1. If a non-exempt employee is moved to an exempt employee status that is ineligible to
earn compensatory leave, their accumulated compensatory leave balance will be paid.
2. If an appointment to a new position is in a different department, the employee’s former
department will pay out compensatory leave.
6.4 “On Call” Pay
“On Call” Pay is compensation for those employees who are regularly required to be available to
handle exceptional situations outside standard working hours. It is available only to those
employees determined eligible by the department or agency head and the Director of Human
Resources.
A. “On Call” time shall be when an employee is not required to remain at the workstation and is
free to engage in personal activities, subject only to the understanding that the employee will
conform to the department or agency’s requirements for availability and prompt response
when necessary.
B. Any department, agency, or official subject to these Policies and requiring “On Call” staffing
shall submit a proposed Plan including designation of positions requiring “On Call” status,
response requirements, procedures for scheduling of “On Call” staff, and methods of
compensation, to the Director of Human Resources, who shall forward the Plan to the County
Administrator with a recommended action. The County Administrator shall then approve or
disapprove the Plan. Any “On Call” pay shall conform to the Plan approved by the County
Administrator.
C. In general, “On Call” pay shall conform to the following guidelines:
1. Specific individuals scheduled to be “On Call” should be scheduled on a rotating basis.
2. Required response periods and any other conditions applicable to the “On Call” service
shall be included in the Plan and communicated to affected applicants and employees in
writing.
3. “On Call” service requirements shall be included in the job descriptions for affected
positions.
D. In the event State or federal laws or regulations differ from this policy, the procedures and
compensation required under those laws or regulations shall be included in the Plan submitted
to the County Administrator and those requirements shall govern “On Call” Pay.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 31 | Page
6.5 Rates of Pay for Temporary and Part-Time Employees
A. Persons employed by the County on a part-time or temporary part-time basis will be paid at
an hourly rate equal to full-time employees in the same or similar classification. Persons
employed for a specified period of time or for a specified task will be paid at an hourly rate.
The Director of Human Resources will determine the hourly rate based on information
received from the department head regarding the duties to be performed and the skills needed
to accomplish the task.
B. No temporary appointments will be longer than six months without the County
Administrator's written request and approval. Time spent in a temporary status shall not be
used to meet requirements for benefits afforded employees in authorized positions.
Continuous temporary employment immediately preceding employment in an authorized
position in the same class where duties are identical may be used to determine the
compensation level.
6.6 Pay for Serving in Acting Capacity
Whenever an exempt or non-exempt employee is required to work in the capacity of a higher-level
supervisory position for a period exceeding one (1) full pay period, such employee may be paid
additionally for assuming the higher-level duties. The appointing authority and County
Administrator must approve such assumption of duties. A salary supplement in an amount to be
determined by the County Administrator, not exceeding 10% of the regular rate of pay, may be
granted to the employee in consideration of any additional duties or responsibilities. During the
acting period, the employee is ineligible to receive additional pay for the first full pay period.
Eligibility for acting pay shall start at the beginning of the second pay period. This policy does not
apply to situations where the temporary absence/vacancy is caused by the use of PTO and/or
compensatory leave – unless such leave is related to the employee's serious health condition
and/or Family and Medical Leave or Military Leave. Requests for “acting pay” shall be made in
writing and in advance by the department head to the Director of Human Resources who shall
provide the review and necessary processing. Retroactive requests will not be considered. The
County Administrator may make exceptions to this policy.
6.7 Pay Periods and Pay Days
The County uses a semi-monthly pay schedule. Salaried employees' pay period is not measured in
work hours or workdays. The pay received on each payday is 1/24
th
of the annual salary amount. If
an employee is out on leave without pay (LWOP), time unpaid will be at 1/24
th
of the annual
amount. Part-time hourly employees are paid based on authorized time sheets submitted on a
schedule established in each department. Overtime is calculated for each standard workweek and
is paid in the first payroll cycle following the period for which overtime is reported.
Pay days are the 15
th
of the month and the last day of the month. If pay day falls on a weekend or
a holiday (excluding additional holidays granted by the Board of Supervisors), earnings will be
deposited on the preceding business day.
6.8 Personnel Transactions/Payroll Procedures
A. Payroll Reporting Sheets/Paychecks
All department heads are responsible for ensuring that accurate information is submitted for
each employee through the Payroll Reporting process in the Human Resources Information
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 32 | Page
System (HRIS), which is the system of record. The department head or other authorized person
must approve all electronic timecards.
Errors and/or omissions on timecards may be corrected through the timekeeping reporting
process for the next pay cycle or, if necessary, through the manual check process.
B. Data Submission
Any information affecting an employee’s pay or personnel record must be submitted to the
Director of Human Resources no later than the current payroll reporting due date. Such changes
include performance appraisals, appointments to new positions, tax status, address changes,
locations code changes, name changes, etc.
C. Changes in Pay
With the exception of new hires and separations, any change in the rate of pay must be effective
at the beginning of a pay period.
D. Attendance Records
Departments must submit electronic timecards for the current pay period. Hours worked and
leave hours taken must be recorded on the timecard, and approved by the employee’s supervisor
or authorized signor. Employees with questions regarding discrepancies in leave balances
should first contact the department payroll fiscal contact.
6.9 Benefits
The County offers a comprehensive benefit package to all full-time and benefit-eligible part-time
employees in authorized positions. Specific plan information is available through the Human
Resources Department. See Section 12.1 C for benefits available to part-time employees.
6.10 Payments Due to Deceased Employees
The death of an active employee shall be reported to the Director of Human Resources as soon as
the department is informed. Compensation for hours already worked, PTO leave, FSLB hours, and
compensatory leave up to allowable limits, and any refunds or reimbursements due the employee
must be paid in the name of the deceased employee’s designated successor, in accordance with
§§64.2-601 and 64.2-602 of the Code of the Virginia.
6.11 Workers’ Compensation
The County provides workers’ compensation insurance coverage at no cost to employees. This
insurance program covers an injury (by accident) or illness (occupational disease) arising out of
and in the course of employment that requires medical, surgical, or hospital treatment. Workers’
compensation coverage is provided to all regular and temporary employees, both full and part-
time. Except for emergency treatment, to obtain workers’ compensation coverage the employee
must use the services of the physicians’ panel selected by the County.
Employees who are injured while performing their assigned work duties are required to contact the
Nurse Triage number to report the injury to the insurance carrier and promptly file a report of
accident with their supervisor. The incident is required to be entered into the reporting system
provided by the Safety & Risk Division of Human Resources. The Safety & Risk Division of
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 33 | Page
Human Resources Department must receive notice of injuries within 24 hours of the incident or, in
the case of injury on weekends and holidays, by the next workday. The insurance carrier adjustor
will provide instructions for submittal of medical bills, information regarding the receipt of wages
and reimbursement for the carrier.
Employees out due to a work-related injury and have an approved secondary employment are
prohibited from working their second job if the physical functions of the job are similar in nature to
their Hanover County position. Please see Section 13.4.
If the insurance carrier denies workers’ compensation coverage, the employee has the right to appeal
that decision. The employee will receive a letter from the insurance carrier and the Virginia
Workers’ Compensation Commission providing information regarding this process.
The Code of Virginia prohibits payments under workers' compensation for the first seven (7)
calendar days of incapacity from an injury. However, an employee may use PTO, FLSB, or
Compensatory Leave during that seven (7) calendar day period. Employees who have exhausted all
leave balances may use Leave Without Pay (LWOP) codes. If the employee’s incapacity continues
for more than 21 calendar days, workers’ compensation will cover the first seven (7) calendar days
and any leave the employee uses is reinstated. An employee unable to work as a result of an
approved work-related injury or illness is eligible to receive 100% of his or her regular semi-monthly
salary for a period not to exceed ninety (90) cumulative days from date of injury through the end of
the pay period following the 90-day period. Payments from the Workers’ Compensation Insurance
Carrier for any period for which 100% salary is paid are processed through payroll and taxed.
Checks received by the employee during the 90-day period must be signed over to the County, at
which time taxes are adjusted. Approved work-related absences greater than ninety (90) days are
compensated at 66 2/3% of an employee’s gross wages and are paid directly by the Workers’
Compensation Insurance Carrier, on a pre-tax basis.
Employees receiving workers’ compensation through the County’s payroll system will have regular
deductions taken (i.e., health insurance, voluntary benefits, etc.). Payments received directly from
the Workers’ Compensation Insurance Carrier will not have deductions taken, and employees will
need to work with Human Resources regarding options available to ensure continuation of benefits.
See Section 8.11 for Workers’ Compensation Leave.
6.12 Deductions from Salaries of Exempt Employees
A. Circumstances in Which the County May Make Deductions from Pay
The Fair Labor Standards Act (FLSA) permits the County to make deductions from pay –
1. When an exempt employee is absent from work for one or more full days for personal
reasons other than sickness or disability;
2. For absences of one or more full days due to sickness or disability, including work-
related accidents, if the deduction is made in accordance with a bona fide plan, policy, or
practice of providing compensation for the salary lost due to illness;
3. To offset amounts employees receive as jury or witness fees, or for military pay; or
4. For unpaid disciplinary suspensions of one or more full days imposed in good faith for
workplace conduct rule infractions.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 34 | Page
The County may also make partial-day or full-day deductions from an exempt employee’s
salary –
1. In the initial or terminal week of employment;
2. For penalties imposed in good faith for infractions of safety rules of major significance;
or
3. For weeks in which an exempt employee takes unpaid leave under the Family and
Medical Leave Act (FMLA).
It is the County’s policy to comply with the requirements of the FLSA. Therefore, the County
prohibits all County department heads or their designees from making any improper
deductions from exempt employees' salaries. The County does not allow deductions that
violate the FLSA.
B. What To Do If Your Paycheck is Inaccurate
If you believe an error has been made on your paycheck, you should immediately report this
to your direct supervisor, department head, or the Director of Human Resources.
Reports of inaccurate paychecks will be promptly investigated. If it is determined that an
error has occurred, corrections will be made promptly. If an error caused you to be overpaid,
options will be provided to reimburse the County for the overage.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 35 | Page
SECTION 7: HOURS OF WORK
7.1 Scheduled Hours of Work
A. The County Administrator shall establish the scheduled hours of work. The standard
workweek shall be 40 hours.
B. For calculation of overtime wages, the standard workweek begins at 12:01 a.m. Sunday and
ends at 12 Midnight on Saturday.
C. In departments where normal service requires permanent work schedules other than 8:30 a.m.
to 5:00 p.m. Monday through Friday, the department head shall file a work schedule plan with
the Director of Human Resources. Examples might be agencies requiring 24-hour coverage or
7-day coverage. Such work plan shall include the method of assigning overtime and on-call
response, if applicable to that department.
D. Suppose the employee is unable to report to work or expects to be late. In that case, they shall
contact their department head or designated supervisor, no later than the beginning of their
scheduled work period, giving the reason for their absence.
E. Accurate work schedules should be reflected in timekeeping and payroll systems.
F. Absences of employees from their regular stations while attending approved meetings or
performing other duties related to their work shall not be treated as absences from duty within
the meaning of this rule.
G. Scheduled hours of work of individual employees may be altered by the department head,
with the approval of the Director of Human Resources, within the established work schedule
of the department as conditions warrant.
H. Department heads or their designees may approve other temporary occasional work schedule
adjustments, which involve some combination of altered work start and stop times, to allow
employees to schedule family medical appointments or take care of personal business during
work hours and avoid being charged leave.
I. Adverse Weather Conditions:
1. If adverse weather causes difficulty in employees traveling to or from work, and County
offices are not officially closed, a liberal leave policy will be in effect. This policy
permits non-essential employees to use PTO or compensatory leave to cover their
absence should they not report or leave work early. Such absences, as in the case for all
absences, require approval of the department head or their designee.
2. Should the County Administrator authorize the closing of County offices because of
adverse weather or emergency conditions, benefit-eligible non-essential employees will
be compensated based on scheduled hours regardless of hours worked. Should inclement
weather cause early closing or late opening of County offices, the effect on employees
who report to work will be the same; that is, those County employees will be
compensated based on scheduled hours regardless of hours worked. Employees who
report to work prior to the late opening of County offices will not be entitled to additional
compensation.
Should a department head require a non-essential employee to report to work when the
County offices are closed, the employee will be credited with PTO leave at a rate of one
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 36 | Page
hour per hour worked up to a maximum of 8 hours. Additional hours worked over 8 will
be paid. This leave credit is intended for employees who must travel to a worksite during
inclement weather, and not for employees who can perform work at their home or
residence. Employees who are on approved leave (PTO or compensatory leave) will not
be charged leave hours during an authorized closing.
3. Employees in positions designated as essential are required to work regardless of adverse
weather conditions/County emergency closings. All such employees shall report to work
as scheduled unless directed otherwise by Department head. Department heads shall have
the authority to require essential staff to report earlier than the scheduled shift and/or to
work longer than the regular schedule.
Departments with “essential” positions should make every effort to assist employees in
reporting to the workplace under adverse conditions.
J. Flexible Work Schedule:
Non-exempt employees may not flex hours over a pay period. Non-exempt employees may
only flex their hours during a work week, as approved by the employee’s supervisor. Some
examples are:
1. Arrive earlier in the morning and leave earlier in the afternoon.
2. Arrive later in the morning and leave later in the afternoon.
3. Work four 10‐hour days.
4. Work four 9‐hour days and one 4‐hour day.
5. Work some other similar permanent or seasonal scheduling option(s).
6. Add time to meal break and arrive earlier and leave later.
Other temporary or occasional flexible work schedules may include some combination of
altered start and stop times to allow employees to have medical appointments or take care of
personal business during work hours without being charged leave. A department head may
approve flexible work schedules or compressed workweeks on an ongoing basis only after
consultation with the Director of Human Resources.. In all cases work schedules will adhere
to the Sunday to Saturday work week. Employees are required to accurately report hours
worked on their timesheets.
7.2 Telework
A. Purpose
Teleworking is defined as the practice of working at home or in an appropriate remote work
environment instead of working at the employee’s primary County workplace, for a limited
period of time. Hanover County considers teleworking to be a viable, flexible work option
when both the employee and the position are suited to such an arrangement. Teleworking
must be approved by the respective department head, and may be reviewed, revised, or ended
at any time.
Employees on an approved Telework assignment must comply with all County policies,
regulations, and procedures. Teleworking is not an entitlement, nor is it a County-wide benefit
for all County employees, and the availability of teleworking does not change the terms and
conditions of employment with the County.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 37 | Page
B. Schedule and Work Hours
Telework hours may differ from regular office work hours, and any deviation from the
employee’s regular in-office work schedule must be specified in writing on the Telework
Agreement. A teleworker is anticipated to work remotely no more than 1 to 2 days per week,
with the employee working the remainder of the scheduled hours at their normal work
location. The time the teleworker is expected to work per day or pay period will not change
due to the employee teleworking during that time. Employees approved to Telework will be
expected to work during County closings due to inclement weather or other emergency unless
otherwise instructed by their Department Head.
Teleworkers must account for all time worked per the County’s Human Resources policy and
related timekeeping procedures. Teleworking employees who are not exempt from the
overtime requirements of the Fair Labor Standards Act will be required to accurately record
all hours worked using the County’s time-keeping system. Hours worked in excess of those
scheduled per day and per workweek require the advance approval of the teleworker’s
supervisor, as is consistent with the County’s Overtime policy.
Teleworking shall not be used to serve as a substitute for child or adult care. If children or
adults in need of primary care are in the alternate work location during the employee’s work
hours, some other adult-aged individual must be present to provide the care. Exceptions to
this rule may be made on a case-by-case basis with approval by the Department Head.
C. Compensation and Benefits
The employee’s compensation and benefits will not change due to teleworking.
D. Job Responsibilities
The employee’s supervisor will design a work plan for the teleworker. Supervisors will
monitor task assignments and the related degree of successful completion. Teleworkers must
be available by phone and email during their regular work hours. Teleworking employees
must also be available for staff and other meetings deemed necessary by their supervisor or
department head. If necessary, the employee may need to be available in person.
E. Equipment and Supplies
The employee and their supervisor will need to identify appropriate equipment (including
hardware, software, modems, phone and data lines and other office equipment). The County
will maintain equipment supplied by the County. Equipment supplied by the employee may
only be used if deemed appropriate by the County; the employee will maintain all such
equipment. Equipment supplied by the County is to be used for business purposes only.
Additional requirements may vary, depending on the nature of the work and the equipment
needed to perform the work. All County equipment will be returned to the office (1) as
necessary for the employee to perform their work in the normal work location and (2) upon
termination of the teleworking arrangement. Office supplies will be provided by the
department as needed.
F. Expenses
The County is not responsible for costs associated with the setup of the employee’s remote
work office, such as remodeling, furniture, lighting, additional equipment (such as data, wifi
connection, or other communication charges), or repairs or modifications to the employee’s
remote workspace. Hanover County accepts no responsibility for damage or repairs to
employee-owned equipment, and the employee is responsible for any damage to County
equipment resulting from the employee’s remote work setup.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 38 | Page
Please refer to the County’s Telework Program Packet for procedures, Safety Checklist, and the
Telework Agreement. T: > HR-Public/Telework Program
7.3 Holidays
A. All benefit-eligible employees are entitled to twelve holidays plus two Floating Holidays per
calendar year.
Whenever a holiday falls on a Saturday, the holiday will be observed on the
preceding Friday. The holiday will be observed on the following Monday whenever a holiday
falls on Sunday. The holidays authorized to be observed are the following:
New Year’s Day……………………………………………..……January 1
Martin Luther King, Jr. Day…………………….Third Monday in January
President’s Day………………………….……...Third Monday in February
Memorial Day………………………………….….…Last Monday in May
Juneteenth…………………………………………………………..June 19
Independence Day…………………………..….…….….….…….…July 4
Labor Day……………………………………..First Monday in September
Veterans Day….……………………………………………. November 11
Thanksgiving Day…………………………Fourth Thursday in November
Day After Thanksgiving…………………………. Day after Thanksgiving
Christmas Eve………………………………………………. December 24
Christmas Day.…….….….….….…….….….….….…….….December 25
Floating Holidays……………...…………………2 days per calendar year
Employees who are scheduled to work, but fail to do so for any reason, are considered to have
observed the holiday. Scheduled work hours in excess of holiday hours must be covered by
use of appropriate leave (PTO or compensatory time). Benefit-eligible employees are granted
time off with pay for any days designated as holidays by resolution of the County’s Board of
Supervisors. Public Safety personnel may receive additional pay in lieu of the holidays listed
above, except for the Floating Holiday. Accrued leave may only be used for scheduled work
hours beyond the designated paid holiday hours (8).
All full-time employees are eligible for two (2) eight-hour Floating Holidays per year. All
benefit-eligible, part-time employees will receive two Floating Holidays in proportion to their
part-time work schedule (for example, a .5 FTE benefit-eligible part-time employee will
receive two (2) four-hour Floating Holidays per year). Scheduling of a Floating Holiday shall
be approved in advance by the department head or designee and treated the same as PTO
leave to calculate overtime. Floating Holidays will be prorated for new employees.
Employees shall be released from all work duties on each holiday to the extent practical.
Employees paid on a regular salary basis shall be paid for each such day. Essential services
shall be maintained on such days by necessary forces or with reduced hours.
Additional holidays may be granted on a one-time basis with the approval of the Chairman of
the Board of Supervisors.
B. To be eligible to be paid for any holiday, an employee must be in an active status. (Refer to
Section 10.6 for employees who have separated from County employment.)
C. When a non-exempt benefit-eligible employee is required to work on a holiday, the employee
shall be compensated at an additional half of their hourly wage for the hours worked. This is
considered Holiday Supplemental Pay. Compensatory leave cannot be accrued in lieu of
Holiday Supplemental Pay. See also Section 6.3.D.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 39 | Page
D. If an employee separates from employment and has not used their Floating Holidays, the
employee is not entitled to a payout for any unused Floating Holidays. There is no rollover of
a Floating Holiday to the following calendar year. The Floating Holidays for each employee
are to be tracked by the department via timesheets and noted in the appropriate column. New
employees hired between January 1 and April 30 will be provided with two Floating
Holidays. New employees hired between May 1 and September 30 will be provided with one
Floating Holiday. New employees hired between October 1 and December 31 will not receive
Floating Holidays until the following calendar year
.
If an employee status changes from fulltime to part-time Benefitted mid-year, they are eligible to
retain the Floating Holiday balance they held prior to the change in status from full-time to part-
time. Any hours not taken before the end of the calendar year will be forfeited. Going forward,
they will earn Floating Holidays at the part-time prorated rate at the beginning of the new calendar
year.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 40 | Page
SECTION 8: LEAVE OF ABSENCE
8.1 Grants of Leaves of Absence
Leaves of absence may be granted by department heads unless otherwise specified in this section.
Paid Time Off (PTO) or compensatory leaves of absence may be granted only up to the amount
accumulated to the date of leave. Leave to be subsequently earned may not be anticipated and
used. Leave shall be requested and approved in advance. However, where the need for or date of
an absence cannot be predicted and where conditions warrant, the absence may be authorized by
the immediate supervisor without an advance written request.
Leaves of absence shall be granted at the times desired by the employee subject to the
department's needs.
An employee will be allowed to change leave that has already been approved and taken, to frozen
sick or bereavement leave, as appropriate.
8.2 Kinds of Leaves of Absence
The following types of leaves of absence may be granted:
Administrative Leave Leave Without Pay
Bereavement Leave Military Leave
Civil Leave Paid Time Off (PTO) Leave
Compensatory Leave Quarantine Leave
Educational Leave Voluntary Leave
Family and Medical Leave (FMLA) Workers’ Compensation Leave
8.3 Paid Time Off Leave
Policy Statement
The Paid Time Off (PTO) Leave plan is a comprehensive program that recognizes and serves the
many diverse needs of employees for time off from work, and provides disability benefits that
offer income protection to cover periods of extended illness or injury. Hours of leave accrued in
the PTO Leave plan may be used for any purpose when scheduled in advance or when unforeseen
circumstances cause an unscheduled absence.
Procedures
A. Participation
All new hires into full-time or benefit eligible part-time positions after July 1, 2016 will
participate in the PTO Leave plan. Section E (Frozen Sick Leave Bank) below provides
details on the transition from the sick leave plan to the PTO Leave plan for persons employed
on or before June 30, 2016.
PTO leave accruals will be based on the employee’s years of Hanover County service in
benefit eligible positions (see tables below).
B. Paid Time Off Accruals
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 41 | Page
Under the PTO Leave plan full-time and benefit-eligible part-time employees will accrue
leave based on their years of Hanover County service in benefit eligible positions, with
benefit-eligible part-time employees accruing leave in proportion to their part-time work
schedule (for example, a part-time employee with 1-5 years of service who works a 20-hour
week would accrue 124 hours of leave per year). PTO leave is accrued each pay period
(semi-monthly) according to the tables below:
Years Of Service
(in benefit-eligible
positions)
Accrued Hours Per Pay Period/
Total Days Per Year
Maximum Annual Hours
Carryover
Less than 1 year
168 hours up front (21 Days)
168 Hours/21 Days
1 but less than 5
7 Hours/21 Days
248 Hours/31 Days
5 but less than 10
8 Hours/24 Days
288 Hours/36 Days
10 but less than 15
9 Hours/27 Days
328 Hours/41 Days
15 but less than 20
10 Hours/30 Days
368 Hours/46 Days
20 years or more
11 Hours/33 Days
400 Hours/50 Days
PTO Leave for Eligible Full-time Firefighters/Medics on a schedule of 56-hours per week
Years Of Service
Accrued Hours Per Pay Period
Maximum Annual Hours Carryover
Less than 1 year
360 hours up front
360
0 but less than 5
15
518
5 but less than 10
16
518
10 but less than 15
18
518
15 but less than 20
19
560
20 years or more
21
605
PTO Leave for benefit-eligible Part-Time employees
Years of Service
PTO
Accrual .70
FTE
Max
Carryover
.70 FTE
PTO
Accrual .60
FTE
Max
Carryover
.60 FTE
PTO
Accrual
.50 FTE
Max
Carryover
.50 FTE
Less than 1 year
118
174
100
149
84.0
124
1 but less than 5
5
174
4
149
3.5
124
5 but less than 10
5.5
202
5
173
4
144
10 but less than 15
6
230
5.5
197
4.5
164
15 but less than 20
7
258
6
221
5
184
20 or more years
7.5
280.0
6.5
240.0
5.5
200
At the time of hire, the first year’s PTO Leave is available immediately to new employees.
The amount of PTO Leave that is immediately available for new benefit-eligible part-time
employees is based on the full-time equivalent percentage designated for the employee’s
position. Upfront accrual only occurs in the first year of a benefit eligible position and will be
pro-rated if there is a change in percent based benefit status. The amount of PTO Leave that is
immediately available to eligible full-time Firefighters/Medics is 360 hours. Eligible
Firefighters/Medics who work at least 48 hours per week earn PTO Leave at a factor of 1.4
the 40-hour accrual, to include holidays (see first chart above). When 40 hour and 48 hour or
greater Firefighters/Medics change shifts, a conversion rate of 1.4 will be used to factor leave,
based on shift change. In addition to leave accrual changes, if a Firefighter’s/Medic’s shift
changes from 40 hours to 48, the current PTO Leave balance will be multiplied by 1.4, and if
a Firefighter/Medic’s schedule changes from 48 hours to 40, the current PTO Leave balance
will be divided by 1.4
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 42 | Page
Annually, on September 1
st
, employees may carry forward PTO Leave balances of no more
than the applicable Maximum Annual Hours Carryover per Year. A PTO Leave balance in
excess of the applicable Maximum Annual Hours Carryover, which has not been used by the
pay period ending August 31, is forfeited. It is the employee’s sole responsibility to monitor
their PTO balance. Employees may request in writing an extension of PTO Leave hours that
will be lost which must be approved by the department head, Director of Human Resources,
and the County Administrator. Department heads must provide written requests to the
Director of Human Resources no later than August 15
th
of the current year. Requests must
include justification for the extension, to include requests for leave that were denied due to
staffing challenges or critical project assignments.
The County Administrator, at their discretion, may authorize PTO Leave accruals that exceed
those reflected in this chart, up to a maximum of 27 days, for any new employee hired to a
Senior Management position, or for a current employee appointed to a Senior Management
position. An employee newly hired to a Senior Management position who negotiates a leave
accrual greater than the PTO Leave accrual reflected in this chart will be entitled to have the
negotiated leave frontloaded.
Employees who exhaust their PTO Leave and, if applicable, any FSLB hours, will be placed
in Leave-Without-Pay (LWOP) status. Employees will not accrue PTO Leave during any pay
period in which they are in a LWOP status, including while in an unpaid status for Family and
Medical Leave Act (FMLA) reasons.
Any County holiday that falls during the employee’s PTO Leave will not be charged as PTO
but as Holiday Leave. Refer to Holidays (Section 7.3 and Use of Other Leave (Section
8.8.A.4) in the Human Resources Policy Manual.
Full-time and benefit-eligible part-time employees of Hanover County Public Schools
(HCPS), Pamunkey Regional Jail (PRJ), and Pamunkey Regional Library (PRL) hired into a
benefit-eligible County Government position, with no break in service between the two
positions, will be assigned a PTO accrual rate that credits their service with HCPS, PRJ, or
PRL, commensurate with the table above. Any Accrued Sick Leave such new hires earned
with HCPS, PRJ or PRL will be credited to the employee’s FSLB.
For employees transitioning from non-benefitted, temporary, hourly or seasonal positions to
full-time benefitted position, see Section 12.1 E - Change in Job Status.
In the event of separation within the first year, the employee must re-pay the County for all
PTO Leave taken but not earned according to the accrual for employees between one year and
five years. For example, if an employee separates from employment after six months and has
taken 14 days, then they will have to repay 3.5 days. This amount will be deducted from the
employee’s final pay deposit. Details about an employee’s final deposit are discussed in an
exit interview with Human Resources.
C. Scheduling/Use of PTO Leave
PTO Leave may be granted only if the employee has an adequate PTO Leave balance.
Employees are responsible for maintaining adequate PTO Leave balances to ensure that leave
taken does not exceed the existing balance.
Although PTO Leave is a benefit provided for employees to self-manage their time off, it
must be scheduled with the supervisor to ensure the needs and objectives of the department
will continue to be met. PTO Leave may be used for any purpose, and an employee’s request
to use such leave should be submitted to his or her supervisor as far in advance as possible.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 43 | Page
If a department requires that leave requests be submitted more than three days in advance, the
department head or supervisor will inform department employees.
When an unforeseen need for PTO Leave occurs, the employee must notify his or her
supervisor as soon as possible, but no later than the beginning of the shift. In some
departments, a longer notification period may be required. A physician’s statement verifying
the employee’s illness or injury will be required when an employee frequently uses
unscheduled PTO leave or when the employee’s pattern of unscheduled PTO usage indicates
potential abuse of PTO leave privileges. Failure to provide such documentation or the
excessive use of unscheduled PTO leave shall be grounds for disciplinary action.
PTO Leave may be taken in quarter-of-an-hour (15 minute) increments and is available for
use by the employee only when the employee has an adequate PTO leave balance.
PTO Leave may be used to cover the waiting period before Short-Term Disability begins.
PTO Leave may also be used to cover the difference between the employee’s Short-Term
Disability benefit and the employee’s normal gross pay. VRS Hybrid Plan participants’ use of
PTO to cover these differences is subject to the terms of their Short-Term Disability Plan.
D. Payment of Accrued PTO Leave After Separation
Employees that separate from County employment are entitled to payment for accrued PTO
leave up to the maximum annual carryover amount listed in the Tables in Section B (Paid
Time Off Accruals) above. Separation includes retirement, voluntary resignation, death, or
dismissal. Accrued PTO leave will be paid at the employee’s regular hourly rate at the time
of separation. Payment is subject to applicable required payroll deductions, for any
outstanding amounts owed to the County for benefits received, and for uniforms, keys or
other County property not returned by the employee at separation. The employee may request
the PTO Leave payment be directed to the County-sponsored 457(b) plan, in accordance with
the requirements of the 457(b) plan, if the employee is a participant.
An employee may use PTO leave during a notice period, after tendering his or her resignation,
if approved in advance by the employee’s supervisor, so long as the employee’s absence
during the notice period does not interfere with the operations of the employee’s department.
E. Frozen Sick Leave Bank (FSLB)
Frozen Sick Leave Bank (FSLB) hours were provided to employees hired prior to July 1,
2016. FLSB hours are to be used for personal or family sick leave, per the terms of Human
Resources Policy 8.4. When three or more consecutive days of FSLB hours are used for
personal sick leave, the maximum number of hours to be used by the employee must be
approved by the treating physician. For example, an employee who is absent for the birth of a
child may only use FSLB hours for the days/weeks projected or subsequently extended by her
treating physician. Any additional leave the employee would like to use would need to be
taken from their PTO leave balance.
Each calendar year, an employee must use the equivalent of an employee’s average hours
worked each week (i.e. 40 hours for full-time employee, 56 hours for a 24-hour FF/Medic),
before the employee may access the employee’s FSLB.
For employees who are absent for more than one week due to a work-related injury and have
been approved for workers’ compensation: If the employee has not used five (5) PTO days
and does not have an adequate PTO Leave balance to cover the first seven (7) days of absence
(a standard work week), the employee may use available FSLB hours. If the employee does
not have an adequate PTO Leave balance or FSLB hours available, the employee will be
placed in a leave-without-pay status for the first seven (7) days of absence only.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 44 | Page
For employees who are absent for a reason other than a work-related injury: If the employee
does not have an adequate PTO Leave balance, the employee must use all available PTO
hours before using available FSLB hours.
The rules governing a Medical Leave of Absence, including absences covered by the Family
and Medical Leave Act, as outlined in the Human Resources Policy Manual, will continue to
apply whenever an employee requests to use hours from their FSLB.
FSLB hours may be used to cover the difference between the employee’s benefit from Short-
Term Disability and 100% of their gross pay or if the employee has no PTO hours available.
VRS Hybrid Plan participants’ use of FSLB hours to cover this difference is subject to the
terms of their Short-Term Disability plan.
Employees who separate from employment and/or file for VRS retirement benefits will be
eligible to be paid a portion of any unused FSLB hours as outlined below:
Number of Years of County Service
Maximum Payout of Frozen Sick Leave
Balance
5 but less than 10
12.5% up to $1,500
10 but less than 15
25% up to $3,000
15 but less than 20
25% up to $5,000
20 years and over
25% up to $10,000
F. Short Term Disability (STD)
Part-time benefit-eligible employees and employees who are Virginia Retirement System
(VRS) Plan 1 or 2 members will participate in the short- and long-term disability plans
offered by the County. Employees who are VRS Hybrid Plan members participate in short-
and long-term disability plans through a third-party administrator (please see a Human
Resources representative for details).
The County’s STD plan, during the initial weeks of an employee’s disability, provides a
weekly benefit of 60% of the employee’s pre-disability income for up to 180 days. The
County’s Human Resources Department administers the plan in accordance with the terms of
the County’s STD plan document. Employees are required to file a claim for STD benefits
with the Human Resources Department. A claim must be approved before any STD benefit
will be paid.
PTO Leave, if accrued, may be used during periods of STD to cover the initial waiting period
of seven (7) calendar days, and to cover the difference between the employee’s benefit from
STD and 100% of the employee’s gross pay. (VRS Hybrid Plan participants’ use of FSLB
hours to cover these differences is subject to the terms of their STD plan, however). FSLB
hours may be used to supplement PTO balances for this purpose in accordance with FSLB
guidelines above. When combining the STD benefit and PTO or FSLB pay, an employee
may not receive more than 100% of the employee’s normal base compensation. The County’s
STD plan is 100% funded by the County, and any benefits payments made under the plan are
subject to applicable payroll deductions.
The STD benefit period may last longer than the period established under the Family and
Medical Leave Act. Nothing in the PTO Leave Policy or STD plan extends FMLA benefits
beyond those provided by law.
G. Long Term Disability (LTD)
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 45 | Page
Eligibility for long term disability benefits under the County’s LTD coverage or under the
LTD coverage available to VRS Hybrid retirement plan members is determined according to
the terms of those plans. Approval of LTD benefits rest solely with the LTD insurance
provider.
8.4 Paid Time Off and Frozen Sick Leave Bank for Sick Absences
A. Paid Time Off (PTO) Leave and Frozen Sick Leave Bank (FSLB) hours, when approved, may
be used to authorize absences necessitated by reason of:
1. PERSONAL SICK ABSENCES
Personal sick absences are absences for reasons of illness or injury incapacitating the
employee from performing assigned duties, doctor or dental appointments during
working hours, and exposure to contagious disease such that the employee’s presence on
duty would jeopardize the health of fellow workers on the job. Once PTO Leave and
FSLB hours are exhausted, it is acceptable to use available compensatory leave to cover
absences due to illness.
2. FAMILY SICK ABSENCES
Family sick absences are absences for reasons of illness or injury of a close family
member or any children of an employee requiring the attendance of the employee. The
employee's use of PTO Leave and FSLB hours for this purpose may not exceed 48 hours
per calendar year. The close family of an employee is defined in Section 1.6.
Firefighters/Medics may use up to 6 days per calendar year for family sick absences since
their workdays are composed of a variety of hours.
B. An employee is absent from work for medical conditions which require absence in excess of
three (3) days may be required to submit to the Human Resources Department a written
statement from the attending physician outlining the general nature of the medical condition,
stating the earliest approximate date of return to duty and advising on the ability of the
employee to perform his or her regular duties. The Human Resources Department may require
a physician’s letter with the above content before an absence of three or more days, if this
information is necessary in the Human Resources Department’s judgment. Before returning to
work from an extended absence, the employee may be required by the Human Resources
Department to obtain a written statement from the attending physician or behavioral health
provider advising that the employee is able to perform the essential functions of his or her job
and may safely return to regular duties. See Section 8.16.
C. All medical and psychological information submitted by an employee’s medical provider will
be treated as confidential.
D. Suppose an employee has exhausted all available PTO Leave and FSLB hours. In that case,
accumulated compensatory leave may be charged for the excess and, if necessary, the
department head will place the employee on leave without pay.
E. In physically demanding and hazardous positions, modifications for the position, such as light
duty, to the extent available, may offer an alternative to using PTO leave. Employees who are
eligible for leave under the Family and Medical Leave Act (FMLA) should follow the
provisions of Section 8.8. Should an employee desire to take leave beyond the date the
employee is cleared to return to work by his or her medical provider, the absence will be
charged to PTO Leave, compensatory leave, or leave without pay, all of which require pre-
approval of the department head. The final decision must be determined based on policy and
legal requirements and the effect the absence would have on the daily operation of the
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 46 | Page
particular workforce. The employee should consult the Human Resources Department to take
the necessary steps for continuation of applicable benefits while absent.
F. Employees will not be assigned modified work or light duty, even if authorized by the
attending physician, without review and approval in writing by the department head and by
Human Resources.
8.5 Extended PTO Leave
A. A non-probationary employee incurring a non-service connected injury or illness or a service-
connected injury or illness which is not compensable under the Workers’ Compensation Act
may apply for extended PTO leave, if current leave balances are not sufficient to cover
absences or to supplement short-term disability, when approved. Extended PTO leave, if
approved, provides an employee with additional PTO by borrowing up to 75% of the PTO
leave balance at the onset of the injury or illness. The employee must be away from the job
due to an injury or illness for ten consecutive workdays and have exhausted all other leave
balances before the extended PTO leave benefit is available. Extended PTO leave may be
granted if the following criteria are met:
1. The employee must have a minimum PTO leave balance of 40.0 hours.
2. An Extended PTO Leave Agreement must be completed by the employee and
submitted to the employee’s supervisor.
3. The supervisor will submit the Extended PTO Leave Agreement to the department head
for department head approval no later than the 16
th
day of the employee’s absence from
the job.
4. The department head will submit the Extended PTO Leave Agreement to Human
Resources for the Director of Human Resources approval.
5 The County Administrator may grant up to 40 hours of extended PTO leave when an
employee has exhausted all available leave due to an unforeseeable circumstance. The
employee will be required to submit an Extended PTO Leave Agreement.
Any extended PTO leave granted shall be repaid in one of the following manners:
1. The employee will earn one-half of the employee’s monthly PTO leave accrual until the
balance of the extended PTO leave granted is fully restored. The other half of the
employee’s monthly PTO leave accrual will be applied to reduce the extended PTO leave
balance.
2. Suppose the employee should terminate employment before fully repaying the extended
PTO leave granted. In that case, a cash payment equal to the remaining balance,
multiplied by the employee’s rate of pay when the extended PTO leave was granted will
be deducted from the employee’s final paycheck or will be repaid by the employee. The
Human Resources Department shall determine conditions of repayment.
8.6 Bereavement Leave
A full-time employee may use up to 24 hours (for example, three 8-hour workdays) of
bereavement leave, per incident, for the death of a close family member. The bereavement leave
does not have to be used on consecutive days. An employee may augment bereavement leave
with available PTO Leave and/or FSLB hours with the approval of his or her supervisor.
Bereavement leave does not accumulate. Firefighters/Medics may use up to 3 days of
bereavement leave for the death of a close family member. Benefit eligible part-time employees
may use bereavement leave on a pro-rated basis.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 47 | Page
8.7 Civil Leave
An employee shall be granted leave with full pay for any absence necessary for serving on a jury,
as a subpoenaed witness in court, serving as an Officer of Election in Hanover County, or taking
required tests for fitness including required physical exams, internal recruitment interviews, tests
for County required certification, and tests associated with appointment to new positions,
demotions or transfers within the County.
If any employee is summoned to serve on jury duty or is subpoenaed to court to appear as a
witness or who, having appeared, is required in writing by the court to appear at any future
hearing, except if the employee is a defendant in a criminal case, civil leave with full pay is
applicable, so long as the employee gives reasonable notice of the jury duty or court appearance to
the department head. On the other hand, if the case is one in which the employee is a criminal
defendant, the time off from the job is of a personal nature and PTO or compensatory leave must
be taken.
Employees are allowed to use up to 8 hours of Civil Leave to cover their regular scheduled shift
on Election Days. Employees must obtain approval from their supervisor before registering to
serve as an Officer of Election. Employees are required to follow the established process in order
to serve as an Officer of Election.
8.8 Medical Leave of Absence
Hanover County offers two broad types of unpaid leave of absence; Family and Medical Leave
and Leave Without Pay. Some policies apply equally to both types of unpaid leave, while other
policies are specific to the type of unpaid leave taken.
A. Leave Pursuant to the Family and Medical Leave Act of 1993 (“FMLA Leave”)
The County provides eligible employees up to twelve work weeks of unpaid job protected
leave annually (the annual period shall be a twelve-month period beginning with the date the
employee’s first FMLA leave begins) for certain family and medical reasons. Employees are
eligible if they have worked for the County for at least one year, which must include 1250
hours of work during the twelve months preceding the commencement of the FMLA period
of leave. Unpaid leave will be granted for any of the following reasons:
1. For the birth of a son or daughter of the employee, or to care for the employee’s child
after birth, or placement for adoption or foster care;
2. To care for the employee’s spouse, son or daughter, or parent, who has a serious health
condition;
3. For a serious health condition which makes the employee unable to perform the
employee’s job;
4. For a qualifying exigency (as defined in 29 CFR Part 825) arising out of the employee’s
spouse, son, daughter or parent’s covered active-duty status (or notification of an
impending call or order to covered active-duty status) in the National Guard and
Reserves, and the Regular Armed Forces. This includes leave for any of the following
reasons: 1) short notice deployment; 2) military events and related activities; 3) childcare
and school activities; 4) financial and legal arrangements; 5) counseling; 6) rest and
recuperation (up to 15 calendar days); 7) post-deployment activities; 8) additional
activities; and 9) parental care - eligible employees may take leave to care for a military
member’s parent who is incapable of self-care when the care if necessitated by the
member’s covered active duty.
In addition, eligible employees are provided up to 26 work weeks of leave to care for a
covered servicemember or covered veteran with a “serious injury or illness,” as defined in
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 48 | Page
CFR §825.127, during a single 12-month period. Suppose an employee is eligible for both
FMLA Leave and Qualifying Exigency Leave within a 12-month period. In that case, the
leave periods will run concurrently and no more than 26 workweeks of FMLA leave may be
taken within a 12-month period. This policy shall be interpreted and administered in
accordance with the Family and Medical Leave Act and applicable federal regulations. An
employee using FMLA leave who has secondary employment and continues to work for the
secondary employer while using FMLA leave may be required to obtain a second medical
opinion.
1. Notice and Certification:
The employee is required to provide thirty days advance written notice when FMLA
leave is foreseeable. If the employee fails to provide such notice, the employee may be
required to explain why notice was not practicable. The employee must provide medical
certification to support a request for leave because of a serious health condition of the
employee or relative. The Director of Human Resources may request recertification at
any reasonable interval, but not more often than every 30 days, unless:
(a) The employee requests an extension of leave;
(b) Circumstances described by the original certification have changed significantly
(c) The employer receives information that casts doubt upon the continuing validity
of the certification.
(d) When an employee is unable to return to work after FMLA leave because of the
continuation, recurrence, or onset of a serious health condition.
For leave due to a serious health condition of the employee, certification of the
employee's fitness to return to job duties is required before the return to employment.
This does not apply to Intermittent Leave.
For FMLA Leave taken because of a qualifying exigency the employee may be required
to provide additional information in accordance with 29 CFR Section 825.309.
2. Intermittent Leave:
FMLA leave may be taken intermittently or on a reduced leave schedule for the reasons
set forth above for which FMLA leave is available.
3. Benefit Continuation:
During any FMLA leave, the County will maintain the employee’s coverage in the
County’s group health plan under the same conditions as coverage would have been
provided if the employee had been continuously employed during the entire leave period.
Payments for the employee’s portion of the premiums for health insurance coverage shall
be submitted to the Human Resources Department, payable to the Treasurer of Hanover
County. All employee premium payments must be submitted by the 20
th
of the month for
the following month’s coverage (i.e. June coverage must be paid by May 20
th
). In the
event of non-payment by the employee, the County will advance the employee premium
cost for one payment, providing a grace period of thirty days. Coverage will terminate for
non-payment if the employee fails to submit the employee’s costs by the end of the
thirty-day grace period. The employee must reimburse the County immediately upon
request for any payments made by the County for the employee’s portion of the
premiums. The County will collect from the employee any amounts the employee does
not reimburse.
Employees on FMLA leave who are enrolled in benefit programs in which the County
pays no portion of the cost will be required to remit the full payment for those benefits to
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 49 | Page
the Human Resources Department in the same manner as for the employee’s share of the
premiums for health care coverage. There will be no thirty-day grace period on any
benefit program in which the County pays no portion of the cost. The benefit will
terminate if the employee fails to remit the full payment within the required time frame.
4. Use of Other Leave:
An employee may be required or may request to use accrued compensatory hours after
exhausting available PTO leave and FSLB hours for FMLA leave. During periods of
FMLA Leave an employee may, but is not required, to use other appropriate accumulated
paid leave while on FMLA leave. If an employee is on FMLA leave and a holiday
occurs, then the holiday is counted as FMLA Leave.
5. Forms:
Certification, recertification, and return to duty forms are available from the Human
Resources Office and shall be completed by the physician of any employee applying for
and participating in FMLA leave as a result of a serious health condition of an eligible
relative or of the employee.
6. Secondary Employment while on FMLA
Employees out due on an approved medical leave and have an approved secondary
employment are prohibited from working their second job if the job's physical functions
are similar to their Hanover County position. Please see Section 6.11.
B. Leave Without Pay (LWOP)
1. If an unpaid absence is required for reasons other than the birth, adoption or placement of
a child, the serious health condition of a spouse, child or parent, or the serious health
condition of the employee, a written request for LWOP may be made to the department
head. Unlike the provisions of the FMLA, there is no job protection in LWOP. The
department head must give first consideration to the needs of the department. Department
heads may recommend LWOP subject to the approval of the Director of Human
Resources. Approval of LWOP is not guaranteed.
2. If a department is unable to retain the position for the employee on LWOP, that employee
may be considered for any similar position for which the employee is qualified, vacant or
anticipated vacant, at the time the employee desires to return. Although every effort will
be made to assist the employee, there is no employment guarantee in LWOP.
3. Except in emergencies, the written request for LWOP should provide as much notice as
possible, preferably thirty days.
4. Benefit Continuation:
a. During the period of LWOP, the County will maintain the employee’s coverage
under the County’s group health plan, at the employee's direction and with the
employee's remittance of the premium. The employer-paid portion of the group
health care plan premium will continue for not exceeding ninety days. After a ninety-
day absence, the employee on LWOP must pay the full premium cost in order to
maintain health care coverage. In LWOP there is no thirty-day “grace” period.
Remittance for the premium payments shall be made in the same manner as for
FMLA leave. (Section 8.7 A 3) If the employer has paid the employer share for a 90-
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 50 | Page
day period under the FMLA leave, the 90-day employer paid contribution will not be
repeated if the employee continues on regular LWOP.
b. Any other non-employer paid benefits that the employee on LWOP wishes to remain
in effect, must be paid in full by the employee by the 20th of each month for the
following month.
c. Retirement service credit will not increase during a period of LWOP unless the
employee is on Military Leave. Group life insurance may continue in force during a
period of LWOP for a period not to exceed twenty-four months unless the employee
is on Military Leave for which the period of coverage continues while on active-
duty. Hanover County pays for this benefit in its entirety and will continue that
payment for a period of ninety days, except in the case of Military Leave. After
ninety days, the employee on LWOP must pay the full cost of the insurance premium
for the balance of the LWOP period or 24 months. Should the coverage lapse, the
employee will be re-enrolled at the same coverage amount upon return to paid status.
5. The employee will be required to exhaust all compensatory leave hours before beginning
a period of LWOP. The employee may, but is not required to use accumulated PTO leave
or FSLB (if applicable) balances before requesting an unpaid leave period.
C. Provisions Applicable to Both FMLA Leave and LWOP
1. Unpaid FMLA leave and LWOP shall not be considered workdays for purposes of leave
accrual or for the calculation of compensatory or overtime pay. No PTO leave shall be
accrued while in an unpaid status.
2. An employee on administrative leave without pay will have leave balances restored in
full if the employee is reinstated.
3. As it relates to pay for performance salary increases, employees on FMLA leave and
LWOP will retain their original anniversary date. Therefore, if returning to a prior
position, they will enter the same position and salary that they held when they began their
FMLA leave or leave without pay. The employee will be eligible for the pay for
performance increase upon his or her regularly scheduled review date. Should that date
fall during the period of absence, the department head may request that it be extended
until the employee returns to work and is evaluated. As with any performance appraisal,
the department head may also extend the review date if it is felt that sufficient time has
not lapsed to adequately evaluate the employee’s performance.
4. Although an employee may be considered for appointment to a new position while on a
FMLA leave or LWOP status, the date of the appointment cannot become effective while
on FMLA leave or LWOP.
8.9 Military Leave
A. Members of the organized reserve forces of any of the Armed Services of the United States,
National Guard or Naval Militia shall be entitled to a leave of absence not to exceed twenty-
one (21)workdays, up to a maximum of 236 hours, per Federal fiscal year with pay and
without loss of seniority or accrued leave. Twenty-one workdays is normally meant to be
consecutive, but may be fragmented or non-consecutive if supported by military orders. This
paid military leave may be taken for active-duty training and periods of inactive duty training
as long as the sum of paid military leave does not exceed 21 work days per Federal fiscal year
(October 1-September 30).
If more time is needed beyond what is allowed under these policies, then the employee must
use leave without pay or elect to use PTO and/or compensatory leave balances.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 51 | Page
Employees must be in a paid status to be paid for military leave.
B. Allowances for paid or unpaid military leave shall be made for all employees. However, there
is no right to reemployment rights and benefits if the position the employee leaves to serve in
the uniformed services is for a brief, nonrecurrent period and there is no reasonable
expectation that the employment would have continued indefinitely or for a significant period.
C. Any person employed in an authorized position as defined in Section 1.6 who receives orders
or who elects to report for active duty in any of the Armed Forces of the United States shall be
placed on military leave without pay assuming the following actions have taken place:
1. The employee has used 21 days paid military leave in the current Federal fiscal year.
2. The employee requests military leave without pay.
3. The employee or an appropriate officer (commissioned, warrant, nor non-commissioned
officer authorized by the military service concerned) submits to the department head
verbal or written notice that the employee intends to leave the employment position to
perform service in the uniformed services. When feasible, the employee should provide
advance notice to the County at least 30 days prior to departure for uniformed service.
The notice may be informal and does not need to follow any particular format.
4. Upon completing service in the uniformed services, the employee must notify the County
of his or her intent to return to his or her position by either reporting to work or
submitting a timely application for reemployment. Whether the employee is required to
report to work or to submit a timely application for reemployment depends upon the
length of service, as follows:
a. If the period of service in the uniformed services was less than 31 days, or the
employee was absent from his or her position for a period of any length for a purpose of
an examination to determine his or her fitness to perform service, the employee must
report back to the County not later than the beginning of the first full regularly-scheduled
work period on the first full calendar day following the completion of the period of
service, and the expiration of eight hours after a period allowing for safe transportation
from the place of that service to the employee’s residence.
b. If the employee’s period of service in the uniformed services was for more than 30
days but less than 181 days, they must submit an application for reemployment (written
or verbal) with the County not later than 14 days after completing service. If it is
impossible or unreasonable for the employee to apply within 14 days through no fault of
his or her own, they must submit the application not later than the next full calendar day
after it becomes possible to do so.
c. If the employee’s period of service in the uniformed services was for more than 180
days, they must submit an application for reemployment (written or verbal) not later than
90 days after completing service. An employee’s failure to notify the County of his or
her intent to return as outlined above may result in forfeiture of the employee’s
reemployment rights and other rights and benefits if the employee fails to meet the
requirements of Section 7.1D (Scheduled Hours of Work).
5. During military leave without pay status, the same provisions governing PTO leave
accrual as set forth in Section 8.7B & C (Leave Without Pay) shall apply. The employee
may make arrangements with the Human Resources Department to continue applicable
benefits by paying all premiums required by the current health and benefits contracts.
6. After release from active duty, the employee shall be entitled to reemployment in his or
her former position provided the employee is qualified (i.e., able to perform the essential
tasks of that position). If his or her former position has been abolished, the employee
shall be given first consideration for other vacancies for which the employee is qualified.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 52 | Page
Employees selected to fill vacancies created by persons on military leave shall be
employed on a temporary or provisional basis only while working in those vacancies.
For all other purposes the same provision as outlined under Section 8.8B & C will
govern.
D. An employee may be considered for appointment to new position or advancement on the
career development ladder while in a military leave without pay status. If the employee would
have been appointed to a new position had they been present they must be given the effective
date of appointment to new position on that date.
8.10 Educational Leave
A. The purpose for educational leave is to encourage employees to improve their job-related
knowledge and skill level. Educational leave is unpaid. Educational leave is limited to a
maximum of up to one continuous year for pursuing a course of study in a field directly
related to his or her position which will enhance an employee’s knowledge and skill in his or
her position as a County employee. Educational leave will be provided under the following
terms and conditions:
1. The department head shall determine the duration of such absences, up to the stated
maximum.
2. No PTO leave shall be accrued during the educational leave period. Applicable unused
leave balances may be reinstated upon return to County employment.
3. Health, hospitalization and group life insurance coverage may be continued by payment
of the full premiums by the employee, but no other benefits shall accrue.
4. Although an employee may be considered for appointment to new position while in an
educational leave status, the date of the appointment cannot become effective while on
leave without pay.
5. Retention of a position for the employee cannot be guaranteed; however, when the
employee desires to return, the County will attempt to locate a comparable position to
that held by the employee as of the date of leave approval (and for which the employee
meets all qualifications).
B. Department heads are authorized to adjust work schedules or implement a flexible work
schedule for an employee taking a course that will be of benefit to both the employee and the
County.
C. Adjusted schedules should be implemented only when it can be demonstrated that the course
is not available to the employee on off duty time and shall be granted for one course period at
a time. Emergency conditions may require the department head to rescind approval for
attendance at a given classroom session.
8.11 Workers’ Compensation Leave
Workers’ compensation leave is occasioned by an on-the-job injury or occupational disease arising
out of and in the course of employment. The department head is responsible for assessing the
impact of any employee inactivated by injury or illness on the department’s operations and
contacting the Safety & Risk Division of Human Resources early on as to the options available.
Workers’ compensation leave is specific to the incident reported to the insurance carrier. Until the
insurance carrier approves or denies the workers’ compensation claim, the employee’s absence
should be recorded as PTO/Frozen Sick Leave/Work Comp. Leave taken must be supported by the
medical documentation the treating physician provides.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 53 | Page
If the insurance carrier approves the claim see Section 6.11 for compensation protocols while out
on Workers’ Comp Leave.
8.12 Compensatory Leave
For Compensatory Leave see Section 6.3.
8.13 Community Service Leave
The county awards full-time employees up to 8 hours of paid community service leave per
calendar year. Part-time employees are eligible for community service leave on a pro-rated basis.
Temporary, volunteer and seasonal employees are not eligible for paid Community Service Leave.
Use of community service hours should not require employees to go over their normal hours
worked. Paid or compensatory time will not be awarded to employees exceeding their regular
hours due to Community Service Leave.
Before community service leave is used, an employee must get prior approval from their
supervisor. Requests may be denied when, among other things, the requested leave may conflict
with the organization’s mission or may negatively affect the employee’s job performance.
Supervisors may require written verification from an official of the service organization for use of
community service leave.
Employees may request community service leave to participate in an event sponsored by any
charitable institution or association located within Hanover County; however, community service
leave may not be used for any event or activity where the sponsoring institution or association is
controlled in whole or in part by any church or sectarian society, as defined in the Code of
Virginia. Community service hours also may be used for other projects sponsored by other County
departments, the Hanover County Public Schools, the Pamunkey Regional Library (for events in
Hanover), or Hanover’s Constitutional Officers, if approved by the department head. For example,
a non-Parks and Recreation employee may volunteer and use community service hours to help
build a trail in one of the county’s parks. A non-Library employee may volunteer and use
community service hours to help with a library program or event occurring in Hanover County,
including the Town of Ashland.
Community Service leave must be used in the calendar year in which it is awarded; any unused
leave will be forfeited. Employees who separate their employment with the County will not be
paid for unused community service leave.
8.14 Administrative Leave
The administrative leave category is used to record all time an employee misses due to a
disciplinary action or for a pending investigation. The Human Resources Office must be notified
immediately of all instances of administrative leave.
Administrative leave assigned as a disciplinary suspension must always be without pay and shall
not exceed 10 workdays.
In cases of administrative leave for non-disciplinary reasons (investigation), the leave period may
be with or without pay. The Human Resources Department will review the status of the employee
at each payroll period. Department heads will be contacted to ensure completion of the
investigation in the shortest practicable time.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 54 | Page
8.15 Transfer of Leave Balances
PTO and FSLB leave balances for employees who move from one Hanover County department to
another, or from the constitutional offices, will have those leave balances transferred in their
entirety. For employees transferring from employment with Hanover County Public Schools their
annual leave balances will be transferred to PTO Leave and their sick leave balances will be
transferred to FSLB leave.
For example, if an employee is transferred from one Hanover County department to another
County department, and the transferred employee is terminated from their position within six (6)
months of their transfer date to the new position. In that case, the employee’s previous department
is obligated to incur their pro-rata share of the leave balance payout assuming all leave balances
initially transferred are reduced first by any leave the employee may have taken in the new
department.
Compensatory leave balances must be paid by the Hanover County department that initially
authorized the compensatory leave before the employee is transferred.
8.16 Return-to-Work Program
The purpose of the Return-to-Work program is to maintain Hanover County objectives and
productivity, encourage safety and prevention of injury or illness, and whenever possible, provide
reasonable work opportunities for injured workers to return to work. It is also intended to avoid re-
injury or recurrence of illness through work assignments and effective monitoring. The Return-to-
Work program is intended to assist the employee in his or her return to a normal work
environment in an expedient manner. Finally, this program ensures that the employee's return to
work is in compliance with all Human Resources requirements.
Several forms apply to the Return-to-Work Process. These forms are accessible via the Human
Resources department and/or the Safety/Risk Manager (for work-related injuries). The injured
employee, the supervisor, the employee’s Health Care Provider, Human Resources and the
County’s Safety/Risk Manager (for work-related injuries) all have responsibilities as a part of the
Return-to-Work Program.
This program allows the employee to work in an assignment in accordance with the doctor's
restrictions and ensures that the injured employee follows these restrictions. Employees returning
to work from a work-related injury or behavioral health condition may be required to submit to a
medical examination with the physician with the Employee Clinic or approved psychologist
before resuming duties. Employees returning to work following leave for treatment of a non-work-
related physical or behavioral health condition may be required to be submit to a medical
examination by an approved physician or psychologist. In the event alternative assignments are
not available in the employee’s department, the County will research whether light duty
assignments are available in a different department. For more information on this program’s
procedural details, please contact Human Resources.
Employees receiving pay through an approved Workers’ Compensation claim who refuse an
alternative work assignment may forfeit additional payments, which will require the employee to
use PTO for absences. Alternative work assignments offered to employees recovering from a non-
work-related injury are at the department head's discretion and are based on availability.
8.17 Quarantine Leave
The use of Quarantine Leave may be activated by the County Administrator, after consultation
with the Virginia Department of Health or any other appropriate government agency or health care
provider, and consistent with operational protocols established by the County Administrator.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 55 | Page
Quarantine Leave is paid leave that is granted for employees who meet the following criteria:
1. The employee is unable to work, either at the regular workstation or remotely (whether through
a telework agreement or on a temporary basis);
2. The employee has been diagnosed by a licensed health care provider with a highly contagious
disease or illness; and
3. The employee has been directed by a licensed health care provider or government agency to
quarantine or self-isolate.
The employee requesting the use of Quarantine Leave shall notify their Department Head
immediately of the employee’s need to quarantine and shall provide all documentation related to
the criteria listed above to the Director of Human Resources.
If approved, Quarantine Leave shall be for a maximum of ten (10) calendar days. The employee
shall be in a paid status during this time and shall not be required to use any Paid Time Off or
Frozen Sick Leave Bank hours. If the County Administrator does not authorize the use of
Quarantine Leave, any hours the employee remains out of work beyond the maximum number of
hours approved for Quarantine Leave, the employee shall use PTO or FLSB hours.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 56 | Page
SECTION 9: EMPLOYEE TRAINING
9.1 Orientation of New Employees
An orientation training program shall be conducted by the Human Resources Department with
each new County employee during the first weeks of employment. The goal of this training is to
introduce the new employee to County organization, benefits, code of ethics and/or conduct,
rights, privileges, and other matters related to employment.
Each department is responsible for orienting new employees in the department’s specific issues
and policies.
9.2 Training
A. Each department head shall be responsible for developing both on-the-job and off-the-job
training programs as required, emphasizing the training of new employees.
B. Department heads and supervisors shall evaluate periodically the knowledge, skills, and
abilities of each employee in relation to the duties assigned to the position and shall suggest
informal or formal programs aimed at improvement or preparing the employee for career
opportunities.
C. The department head may permit or require the employee or group of employees to attend
training courses during working hours when such training is in the County's best interest.
Please see Section 6.4.A.5 for additional details.
9.3 Tuition Reimbursement
The County's policy to reimburse an employee, when funding is available and approved by the
Board of Supervisors, for the cost of job-related courses toward a college degree or a college-
accredited certificate, that requires continued learning/education credits to maintain. Three courses
in any fiscal year is the maximum that will be considered for approval by the department head and
the Director of Human Resources or designee, under the following terms and conditions:
A. Employees must have successfully completed their probationary period before payment of
approved course(s).
B. Employee must not have any active disciplinary notices prior to completion of approved
course(s) (see section 13.3.B.2).
C. Employees who have not been reimbursed during the current fiscal year will be given priority.
D. Courses are related to the employee’s present position. The department head must be able to
demonstrate that taking the course will maintain or improve the skills required for the
employee’s current job or meet express requirements of the department that are a condition of
continued employment.
E. Reimbursement is not available or is not being paid by another source (i.e. VA benefits).
F. Reimbursement is limited to tuition and books or to certification tests required before the
employee can receive a grade in the course.
G. Reimbursement is on a course-by-course basis and available to Active employees. See Section
1.6. Auditing of courses does not qualify for reimbursement.
H. Reimbursement is contingent upon receiving a “C” or its equivalent, as defined by the
educational institution, and credit for the course.
I. Human Resources must receive proof of grade and payment before reimbursement can be
processed.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 57 | Page
J. Requests must be made by completing and submitting the Tuition Reimbursement form to
Human Resources before the class ends.
K. The employee must remain in the employment of the County for six (6) months after course
completion or will be required to reimburse the County a prorated amount of the total amount
reimbursed by the County.
L. The maximum tuition reimbursement shall not exceed three courses in any one fiscal year per
employee.
9.4 Personnel Records
The appropriate information may be recorded in the employee’s personnel record upon completion
of training or educational course work. Responsibility rests with the employee and his or her
department to provide the Human Resources Department with all materials relating to training and
educational accomplishments.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 58 | Page
SECTION 10: SEPARATIONS
10.1 Resignation
An employee desiring to resign from the County in good standing shall submit a letter to the
department head stating the reason for leaving County service and with a notice period of not less
than two weeks. Department heads, deputies, or assistants desiring to resign from the County in
good standing shall submit a letter to the County Administrator or appropriate official setting forth
the reasons for leaving with a period of notice of not less than four weeks. The Human Resources
Department will conduct exit interviews with employees leaving County service when agreed to
by the employee.
10.2 Dismissals
The department head may dismiss an employee. Reference Section 13.3 B 6 – Dismissal. Before a
dismissal, the department head or designee shall give the employee an explanation of the reason
for the dismissal. A non-probationary employee who believes the dismissal was without cause
may seek redress through the County Grievance Procedure (see Appendix).
10.3 Reduction in the Workforce (Layoffs)
The following procedure shall apply to a reduction in the workforce of the County. Unless specific
instructions to the contrary are received from the Board of Supervisors, the following will serve as
the general procedure for a reduction in the workforce for positions funded in total by the County.
A. A reduction in the workforce will be managed on an individual department basis. The County
Administrator and the department head will identify those organizational sections, job
classifications, positions and individuals affected.
B. In all cases where a reduction in the work force necessitates the actual removal of personnel,
upon identifying position(s) to be affected, the following order of removal will be followed
within the specified position classification:
1. Temporary or seasonal employees.
2. Part-time employees.
3. Probationary employees.
4. Full-time employees.
C. Non-probationary employee performance will be used to provide a uniform, fair, equitable,
and effective basis for determining individuals to be laid off. Those employees achieving a
rating of “Inconsistent” or “Unsatisfactory” on the last performance appraisal will be the first
considered for layoff. The length of continuous County service will provide the second level
of layoff priority. Extraordinary circumstances may cause other considerations to be the basis
for determining order of layoff as approved by the County Administrator. Such considerations
may include, but are not necessarily limited to, the essential nature of the position.
D. In so far as is practical, all employees to be laid off will be provided with a minimum of two
weeks’ written notice.
E. Employees laid off due to a reduction in the work force will be entitled to all reinstatement
and reemployment rights. Additionally, all such employees will be given first preference
consideration in any reinstatement, reemployment, or transfer to a vacant position of the same
or lesser classification, provided the individual meets the minimum qualifications for that
position. New hire processes must be followed for reemployment in a position of a higher
classification.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 59 | Page
F. Any employee who may be in the process of another administrative procedure (i.e. grievance,
EEO complaint, disciplinary action, etc.) is still covered under this procedure. If such an
employee is laid off, they will be entitled to continue pursuing the other administrative
procedure if they choose. However, it will be done in the status resulting from the effect of the
layoff policy.
10.4 Final Settlement
The final pay will be deposited to the separating employee’s direct deposit account(s) in the same
manner as all regular paychecks. However, the final leave payout may be delayed until all County-
furnished equipment (key, uniforms, I.D. cards, badges, safety equipment, work tools, equipment
of any kind, data files, records, or any other work-related information) have been returned to or
accounted for by the affected department and all financial accounts with the County have been
settled.
10.5 Notice of Payroll Separation & Change
When employment ends, regardless of reason, the employing department shall forward a
Separation from Employment Form and a copy of the resignation letter, if applicable, to the
Human Resources Department as soon as the separation is known. Complete information
surrounding the reasons for separation should be included. A Personnel Change Form should be
sent to notify the Human Resources Department of suspensions and leaves of absence. A
completed Personnel Change Form must be submitted when requesting changes to acting and/or
supplemental pay.
10.6 Separation Date
If an employee is on approved leave of absence, workers’ compensation leave, or leave without
pay when separated, the effective date of separation will be the actual date of separation
designated by the employee and approved by the department head and not the last day physically
on the job.
When the effective separation date immediately precedes a holiday, the employee shall not be paid
for the holiday.
Pay for appropriate leave balances to eligible employees shall be made on a lump sum basis.
Department leave records must be reconciled with Human Resources leave records prior to
authorizing leave payout amounts.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 60 | Page
SECTION 11: PERSONNEL RECORDS
11.1 Personnel Records
The Director of Human Resources shall maintain the County’s personnel records for all County
employees. All personnel information shall be placed in the central personnel file. An employee
shall have the right to review his or her file during working hours by contacting the Human
Resources Department. f the employee finds inaccurate information, they may request in writing
that this be changed appropriately. If the employee gives written notice that they wish to
challenge, correct, or explain information about them in the personnel file, the procedures as
outlined in the Government Data Collection and Dissemination Practices Act, § 2.2-3806 of the
Code of Virginia, shall be followed. The Human Resources Department shall investigate and
record the current status of the information in question. If, after such investigation, the
information is found to be incomplete, inaccurate, not pertinent, not timely nor necessary to be
retained, it shall be promptly corrected or purged. If the investigation does not resolve the dispute,
the employee may file a statement not in excess of 200 words setting forth their position.
Department heads and supervisors may review the file of any employee or prospective employee
under their direction by contacting the Human Resources Department. Files shall not be removed
from the Human Resources Department.
Requests for verification of employment and requests for references for employees (and past
employees) are generally handled by the Human Resources Department. Basic information to
include dates of employment, position(s), and ending salary are provided under the Virginia
Freedom of Information Act. Additional information will be provided if the employee supplies
written and signed authorization for the Human Resources Department to do so. This ensures
employee confidentiality. With written authorization from the employee or past employee,
departments are permitted to provide prospective employers with professional conduct and job
performance information. Information about professional conduct might include ethical standards
related to the employee’s profession. Information about job performance can include the
performance appraisals, attendance records, promotion and demotion records, job descriptions and
disciplinary records.
11.2 Employee Identification, Uniforms & Other Equipment
Employees of Hanover County are required to display identification through use of a County-
issued identification badge provided at no expense to the employee. The I.D. badge will be
provided at the department head's request as the new employee is hired and will be issued by the
Human Resources Department. The Department shall initiate amendments or changes to already
issued I.D. badges on behalf of the employee to the Director of Human Resources. Upon
separation, the employee shall return the I.D. badge to his or her supervisor, who shall return it to
the Human Resources Department. Employees will be charged a $5.00 replacement fee for lost or
destroyed I.D. badges. Exceptions to wearing a badge may be made for safety purposes.
Certain positions may require wearing a uniform and/or badge and issuing other equipment, tools,
and/or technology, including, but not limited to, laptops and cell phones. This equipment is
provided to all employees at no cost. Upon separation or movement into another position this
equipment shall be returned to the employee’s immediate supervisor or appropriate person as
designated by the department. Payment for such equipment may be withheld from the employee’s
final pay if settlement is not resolved prior to the date of final pay.
Department heads must maintain accurate records of all County-owned equipment/tools, etc.
issued to employees.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 61 | Page
11.3 Personnel Information
It is the employee’s responsibility to notify the Human Resources Department of any changes in
personal information. Such information as name, mailing address, telephone number, marital
status, residency, name of person to contact in case of emergency, etc., must be kept up to date.
Suppose such corrections have not been initiated in writing by the employee and sent to the
Human Resources Department. In that case, any problems caused by the County’s use of out-of-
date information are the responsibility of the employee.
11.4 Confidentiality
All personnel information, including that relating to applicants, is confidential. Any employee not
treating the information as confidential or releasing the information other than as provided for by
law or these policies shall be subject to disciplinary action up to and including dismissal. Any
disclosure of information shall be made only in accordance with the requirements of the
Government Data Collection and Dissemination Practices Act and disclosure without employee
consent may occur only when compelled by judicial or administrative process or when the
information has been placed at issue in a formal dispute between the County and the employee, all
as determined by the Director of Human Resources. (See Section 13.1)
11.5 Information System Security
Security audit programs exist on the County computer systems in an effort to increase system
security. A security violation is the attempt to access data, files, spool/printer queries, user
profiles, job commands, etc., that are not your own and that you are not authorized to access.
Security violations will be handled in accordance with the provisions of Section 13.3 and
applicable IT policies.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 62 | Page
SECTION 12: PART-TIME AND TEMPORARY EMPLOYEES
12.1 Part-Time Employees
Part-time employees are persons employed to regularly work for less than the standard workweek
assigned to the department. Part-time employees who are regularly scheduled for and work less
than 20 hours per week are not considered benefit-eligible and are paid on an hourly basis.
Employees who are scheduled for and work between 20 – 31 hours per week are considered
benefit-eligible, and are paid based on hours worked, and receive holidays and PTO based on FTE
status.
A. Compensation
Persons employed on a part-time basis in an authorized position as defined in these policies
will be paid at an hourly rate equal to that paid to full-time employees in the same or similar
classifications. Hourly rates for seasonal and temporary part-time employees shall be
established at a rate no less than the appropriate base target based on the experience and skill
level of the employee and shall be approved by the Director of Human Resources. Employees
working a regular part-time schedule may be salaried at the appropriate percentage of time
worked. Seasonal employees returning to the same position each season should be evaluated
for above entry level pay rate based on prior performance appraisals and experience in the
position.
B. Pay for Performance
Employees in part-time positions, other than Temporary and Seasonal, are considered eligible
for annual Pay for Performance salary increases based on the score obtained on the
performance appraisal document.
Seasonal and temporary employees do not qualify for Pay for Performance salary increases or
bonuses unless otherwise approved by the Board of Supervisors.
C. Benefits
Part-time employees who are regularly scheduled to work a minimum of one-half of the
standard work hours per week earn PTO and holiday leave on a prorated basis and may elect
County health and dental plan coverage. Employees in Part-time Non-Benefited, Temporary,
or Seasonal positions are not eligible to receive benefits, even when their work schedule
increases to fill variable workload needs involving scheduled, random call-in or on-call roles.
No part-time employee is eligible for retirement or group life insurance coverage.
D. Leave for Part-Time Employees
1. Persons employed on a part-time basis in authorized positions, working at least one-half
of the work hours in a standard work week, receive PTO leave, and holiday leave in
proportion to their actual hours of duty, and the rate of accrual for PTO leave is based on
years of service in the same manner as for other eligible full-time employees (see chart
below). Temporary part-time or seasonal employees are not eligible for leave accrual.
2. Employees eligible for paid leave who transfer from full-time to benefit-eligible part-time
status, working at least one-half of the applicable standard work week, will have leave
balances transferred, with the exception of compensatory leave. Compensatory leave
balances must be either paid out at the time of the change in status or retained with the
approval of the department head.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 63 | Page
3. Employees transferring from a full-time status to a non-benefit-eligible part-time status
working less than one-half of the standard workweek will be paid for leave balances
according to policy, at the time of transfer, and in accordance with Section 10.6.
PTO Leave for benefit-eligible Part-Time employees
Years of Service
PTO
Accrual .70
FTE
Max
Carryover
.70 FTE
PTO
Accrual .60
FTE
Max
Carryover
.60 FTE
PTO
Accrual .50
FTE
Max
Carryover
.50 FTE
Less than 1 year
118
174
100.8
149
84.0
124
1 but less than 5
5
174
4
149
3.5
124
5 but less than 10
5.5
202
5
173
4
144
10 but less than 15
6
230
5.5
197
4.5
164
15 but less than 20
7
258
6
221
5
184
20 or more years
7.5
280.0
6.5
240.0
5.5
200
E. Change in Job Status
Suppose an employee changes from non-benefitted, temporary, hourly, or seasonal status to
one that provides for benefits. In that case, it is viewed as a change in job status and is not
treated as an appointment to new position or voluntary demotion. The effective date for
benefit eligibility is the effective date of the change in status. There is no retroactive benefit
accrual.
F. Payroll Procedures
Suppose a temporary, hourly, or seasonal employee changes job status. In that case, it is the
supervisor’s responsibility to see that the employee is scheduled for new employee orientation
and that all proper forms are filled out (tax, retirement, benefit, etc.) and sent to the Human
Resources Department along with the Personnel Change Form.
12.2 Transfer from Full-Time to Part-Time
The supervisor’s responsible for informing the employee transferring from a full-time to a part-
time status, of all changes in benefits and leave. This shall be done before the transfer is initiated.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 64 | Page
SECTION 13: EMPLOYEE RELATIONS
13.1 Performance Appraisal
Supervisors are responsible for assessing each employee's performance under their supervision.
The supervisor must communicate expectations for performance to the employee at the beginning
of the performance appraisal period. Supervisors are encouraged to discuss performance levels
with the employee during the performance appraisal period. Problems in performance levels must
be documented, shared with the employee, and Counseling Records are made a part of the
personnel record. The employee's performance appraisal may be conducted by the end of the
probationary period. The annual performance appraisal will be conducted prior to July 1
st
of every
year. Performance Appraisal forms may be obtained from the Human Resources Department.
Employees must sign performance evaluations, counseling records and CAP’s as
acknowledgement of receipt. Employees are still able to dispute these documents.
13.2 Grievance Procedure
Each non-probationary employee, except as listed in the County Grievance Procedure, shall be
entitled to use the County Grievance Procedure as set forth in the Appendix of these policies.
13.3 Discipline
A. Probationary employees
All new employees serving a probationary period are considered to be employed in a “trial
capacity.” During the probation period, supervisors should take special notice of progress
made in learning and performing the duties and responsibilities of the position. If the
supervisor and department head determine that the employee is not performing satisfactorily
or not making good progress in his or her job duties, the employee may be dismissed.
Circumstances may exist that will justify extending an employee’s probationary period. Such
an extension should only be considered when there is the expectation that the additional
period will result in fully satisfactory performance. If an extension is to be granted, the
department head must submit a memorandum to the Human Resources Department prior to
the end of the 12-month period stating the length of the extension and the reason for the
extension.
B. Non-probationary and conditional employees
In the event that a non-probationary or conditional employee fails to meet acceptable
standards of performance and behavior, the supervisor may choose one of several disciplinary
actions, depending on the nature and seriousness of the problem. Any action other than
reprimand should be taken only after consultation with the Director of Human Resources.
Prior to all dismissals and in all other cases when practicable, the employee shall be given
notice of the proposed action, reason for the action, and an opportunity to respond, prior to the
disciplinary action being taken.
It is the responsibility of each supervisor to maintain consistent, fair and high standards of
discipline. The following are several disciplinary actions which may be used in a progressive
manner appropriate to the nature and seriousness of the problem. The following list of
disciplinary actions includes examples of progressive actions. Depending on the nature and
seriousness of the problem the appropriate level of discipline may be imposed without
consideration to the progression. For example, it is not necessary to issue an Oral or Written
Reprimand if the offense is of such a nature to warrant a suspension or termination. All
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 65 | Page
written documents pertaining to an employee are part of the personnel record and copies shall
be given to the employee and to the Human Resources Department.
1. ORAL REPRIMAND
The supervisor may or may not document the reprimand using a Verbal Warning
Form T: HR_Public>FORMS>Forms-Supervisor
2. WRITTEN REPRIMAND
The supervisor may issue the employee a reprimand in writing using the Counseling
Record Form, signed by the supervisor, documenting the offense, and stating a
corrective course of action, which may be supplemented by a corrective action plan
(CAP). Counseling Records are active for at least 12 months, and multiple active
Counseling Records will result in progressive disciplinary action, up to and including
termination. It is mandatory for employees to sign counseling records as
acknowledgement of receipt. Employees are still able to dispute this document.
3. CONDITIONAL STATUS
The department head may place the employee in “Conditional” status to coincide
with a written reprimand and a Corrective Action Plan. The Plan must have
specified time frames for review. The conditional period typically lasts 90 days. See
Section 14.8 for additional details.
4. SUSPENSION
Suspension is the removal of the employee from job duties for a determined period
of time. Suspensions must be documented in writing, recommended by the
immediate supervisor, reviewed and approved by the department head and Director
of Human Resources. All disciplinary suspensions are without pay and require
completion of an Employee Change Form submitted to the Human Resources
Department. The length of time will depend on the seriousness of the offense but
may not exceed a maximum of ten workdays.
5. INVOLUNTARY DEMOTION
Involuntary demotion is the movement from one classification to another with a
lower base target salary approved by the department head and the Director of Human
Resources based on the availability of a lesser position. See Section 4.3C2.
6. DISMISSAL
If an employee is dismissed, such dismissal shall be effective immediately unless
there are extenuating circumstances which the department head determines require
that the effective date of dismissal occur at a later date or time.
Reasons for dismissal may include, but are not limited to the following:
• Neglect of Duty: flagrant or repeated poor performance; non-compliance with
applicable rules, laws and policies; loafing or sleeping on the job.
• Job Abandonment: three or more consecutive missed scheduled workdays
without calling or contacting one’s supervisor.
• Unauthorized Absences: absences so frequent and/or irresponsible as to
seriously impair the department’s functioning and discipline.
• Intoxication: reporting to work under the influence of intoxicants or drugs;
possession or use of intoxicants or drugs while on duty.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 66 | Page
• Insubordination: refusal to perform assigned duties; refusal to comply with a
direct order of a superior; use of physical violence or offensive/profane language
to a superior or the public; open defiance.
• Gross violation of acceptable behavior: any activities disrupting normal work
routine or creating a risk of danger to the safety of others; provoking, instigating
or participating in a fight on duty or on County property.
• Fraud and/or intentional waste or misuse of County property or funds:
unauthorized use of County property or equipment; intentional abuse or
destruction of County property; theft of County property or of another
employee’s property.
• Violation: of the County’s policies and procedures, motor vehicle safety policy,
or security policies and procedures relating to use of information systems.
• Incompetence: failure to attain acceptable levels in the performance of required
job duties.
• Falsification of information: falsification of personnel records, time records, or
any other County and employee record or report.
• Conviction: of a felony, sex offense, offense involving moral turpitude, or other
related offenses.
• Incapacity: unable to perform prescribed duties in an adequate manner.
• Changes in position requirements make it impossible for the employee to
perform satisfactorily and when the Human Resources Department cannot place
the employee elsewhere in the County Service.
• Unlawful discrimination: sexual harassment, or any other conduct inconsistent
with sound merit principles.
• Conduct unbecoming a County employee: including violating the public trust.
• Civil or criminal offense: where merits of the case are reviewed and a
determination is made that there is a reasonable basis to believe that the
employee committed an act incompatible with employment.
• Extended absences: either with or without pay.
• Prolonged “inconsistent” rated performance.
Deliberate and intentional misuse of funds will be met with the strongest disciplinary
action. If an employee is criminally convicted or terminated due to misuse of
County property or funds, they may be ineligible to receive certain benefits (health
insurance under COBRA, VRS retirement benefits, etc.).
13.4 Additional Employment
A. Secondary employment: (See Section 1.6 Definitions)
No employee shall engage in any other employment or activity either on County premises or
to an extent that it affects, or is likely to affect, their duties for the County.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 67 | Page
Employees wishing to engage in employment, activity, business or profession secondary to
their primary position with the County shall submit a Secondary Employment Request form
to their department head for approval before such employment. Failure to do so may be cause
for disciplinary action up to and including termination. The department head shall file
approved secondary employment requests with the Director of Human Resources. Once
approved, secondary employment approvals may be rescinded by the department head or
Director of Human Resources for good cause.
Employees with an approved secondary employment who are absent from their Hanover
County position due to a medical reason (FMLA, Worker’s Compensation, Short-term
Disability) are prohibited from working their secondary job if the job's essential functions are
similar to their Hanover County position. This restriction is also applied to employees who
are on Light/Restricted Duty.
B. Dual Position: (See Section 1.6 Definitions)
An employee who wishes to engage in employment with the County in any capacity other
than the employee’s primary job must submit a Dual Position Employment Request form to
their department head for approval in advance of such employment. If employment is for two
separate departments, both department heads must approve the request and are equally
responsible for ensuring compensation compliance with the Fair Labor Standards Act. An
exempt employee is prohibited from working in a second position with the County that is non-
exempt without the authorization of both the department head and Director of Human
Resources.
13.5 Payroll Deductions
Aside from those required by federal or state law, employee payroll deductions shall be subject to
approval by the Hanover County Board of Supervisors.
13.6 Service Recognition
The intent of the program is to recognize Hanover’s employees for their dedicated service to the
County and its residents, to impress upon each employee that his or her service to the County
plays an important role in achieving the overall goals of County government and to encourage
career employment in public service with the County of Hanover.
A. The following groups of employees are eligible for participation in this program
1. Employees in all authorized positions as defined in Section 1.6 (full-time and part-time).
2. All elected and appointed officials (Board of Supervisors and Constitutional Officers).
3. County General Registrar/Director of Elections.
4. All employees of the Pamunkey Regional Jail, Pamunkey Regional Library and all other
agencies/departments as approved by the Hanover County Board of Supervisors.
B. Computation
1. Service for part-time work shall be credited to an employee’s service date.
2. Employees will be eligible to receive awards after the completion of each five-year interval
of service i.e., five years, ten years, etc.
C. Separation of Service
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 68 | Page
Credit for previous service (not including seasonal, volunteer or intern) shall be granted to
employees separated from the County either voluntarily or involuntarily but is adjusted for
absent service.
D. Types of Awards
Awards given will be those which are determined by the Director of Human Resources, with
the concurrence of the County Administrator, to be appropriate.
E. Administration
1. Service awards shall be presented during ceremonies sponsored by the Human Resources
Department. They shall be given to any eligible employee who is still in the County’s
service at the time of the ceremony or officially retired.
2. The Human Resources Department shall maintain records of those persons eligible to
receive service awards. It shall be the responsibility of the department heads and
appointing authorities to keep the Human Resources Department timely informed of any
conditions affecting an employee’s service credit.
13.7 Equal Opportunity Employment/Non-Discrimination
Hanover County is an Equal Opportunity Employer. It is committed to maintaining and
promoting the policy of nondiscrimination by incorporating sound merit principles in all aspects of
human resources management affecting its employees and applicants. The workplace shall be free
from such prohibited practices as discrimination, sexual harassment, bullying, or any other
conduct inconsistent with sound merit principles. The County shall provide equal employment
opportunity to all employees and all applicants without regard to race, color, religion, national
origin, pregnancy, childbirth or related medical conditions, political affiliation, disability, sex or
age, except where such is bona fide occupational qualification. The adoption of this policy by the
Board of Supervisors is a reaffirmation of adherence to and promotion of the policy of
nondiscrimination. Any person employed by the County of Hanover who fails to comply with this
policy is subject to the County disciplinary procedures.
Any employee who has a complaint relating to discrimination is encouraged to report the
complaint to the employee’s supervisor, department head, or Director of Human Resources or use
the Grievance Procedure. The County prohibits any form of retaliation against employees for
bringing bona fide complaints relating to discrimination, sexual harassment, or other prohibited
employment practices or for providing information about such practices. The Human Resources
Department shall post notices of employees' rights available from the Equal Opportunity
Employment Commission.
Consistent with the Americans with Disabilities Act (ADA) and the Virginia Human Rights Act,
Hanover County's policy is to provide reasonable accommodation when requested by a qualified
applicant or employee with a disability, unless such accommodation would cause an undue
hardship. The policy regarding requests for reasonable accommodation applies to all aspects of
employment, including the application process. If information regarding reasonable
accommodation is needed, please contact the Human Resources Department.
13.8 Conflict of Interests Act and Statement of Ethics
Employees and members of appointed boards and commissions shall comply with the State and
Local Government Conflict of Interests Act, and all policies regarding ethical conduct. Questions
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 69 | Page
concerning the interpretation or the application of the Act should be directed to the department
head, Department of Internal Audit or Department of Human Resources. Employees shall be
governed by the Conflict of Interests Act and the Employee Relations provisions of Sec. 13 of the
Human Resources Policy manual.
A. Overview of Ethics
All Hanover County employees and members of appointed boards and commissions are
expected to represent the County and always carry out their work professionally. They shall
fulfill the responsibilities of their jobs with honesty and integrity and make serving the needs
of the constituents of Hanover County their primary goal.
B. Standards of Ethical Conduct
Employees and members of appointed boards and commissions shall strive to:
1. Make the needs and concerns of the constituents of Hanover County the primary
consideration in all decision-making and actions taken on behalf of the County.
2. Fulfill their job responsibilities with honesty and integrity.
3. Avoid using their positions for personal gain.
4. Adhere to federal, state, and local laws.
5. Serve with respect, concern, courtesy, and responsiveness while carrying out the mission,
vision, and goals of Hanover County.
Employees and members of appointed boards and commissions are expected to engage in off-
duty conduct that does not tarnish the reputation of Hanover County.
No employee shall engage in a private business enterprise nor solicit sales of goods or
services during paid work hours.
C. Gratuities and/or Gifts to County Employees
The State and Local Government Conflict of Interests Act, Title 2.2, Chapter 31 of the Code
of Virginia, prohibits County employees from accepting “any money, loan, gift, favor,
service, or business or professional opportunity that reasonably tends to influence him or her
in the performance of his or her official duties.” Questions concerning the interpretation of
this or any other provision of the Act should be directed to the Director of Human Resources.
D. Political Activity
A County employee may not use official authority or influence for the purpose of interfering
with or affecting the result of an election or a nomination for office; and may not directly or
indirectly coerce, attempt to coerce, command, or during work hours advise a County
employee to pay, lend or contribute anything of value to a party, committee, organization,
agency or person for political purposes. Those employees who are subject to additional
restrictions because of grant agreements or other requirements for a particular project or
program shall be advised of any restrictions by the department head.
E. Use of County Vehicles and Property
County vehicles, material, equipment and/or supplies used by or assigned to a County
employee are for official County business only. Any unauthorized usage is strictly prohibited
and will be handled as the Human Resources Policies and the law provide. Please see Motor
Vehicle Safety Policy for further details.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 70 | Page
F. Reporting Violations
Employees shall be alert to possible violations of the County policies and applicable laws and
are expected to report such violations by County employees promptly. As appropriate, reports
shall be made to the employee’s supervisor, department head, Internal Audit department,
and/or Human Resources department. The Fraud, Waste and Abuse Hotline reports suspected
wrongdoing involving fraud, waste and abuse of County and School assets or resources.
Complaints are allowed to be made anonymously or off the record, creating a secure, safe
reporting pathway so that managers learn about issues and can address them. The hotline
phone number is 365-6813. More information about this process is available
at
Hhttps://www.hanovercounty.gov/342/Reporting-Fraud-Waste-Abuse
13.9 Workplace Harassment
It is the policy of Hanover County that all employees have a right to work in an environment free
of discrimination, which includes freedom from harassment whether that harassment is based on
sex, age, race, national origin, religion, sexual orientation, marital status, disability, or
membership in other protected groups. The County prohibits harassment and bullying of its
employees in any form by supervisors, co-workers, customers, or suppliers.
Such conduct may result in disciplinary action up to and including dismissal of the employee who
harasses others or the supervisor or department head who tolerates such conduct. Persons who are
not employees who engage in offensive and/or harassing behaviors or language will be asked by
the supervisor or department head to leave the premises.
No supervisor shall threaten, insinuate, or imply that any employees’ submission to or rejection of
sexual advances will in any way influence any decision regarding that employee’s employment,
performance appraisal, wage advancement, assigned duties, shifts, or any other condition of
employment or career development.
Other harassing conduct in the workplace, whether physical or verbal, committed by supervisors
or others is also prohibited. This includes slurs, jokes, or degrading comments concerning sex,
age, race, national origin, religion, sexual orientation, marital status, disability, or membership in
other protected groups; repeated offensive sexual flirtation, advances, or propositions; continual or
repeated abuse of a sexual nature; graphic verbal comments about an individual’s body; and the
display in the workplace of sexually suggestive objects or pictures.
Employees who have complaints of harassment should report such conduct to their supervisor,
department head, or to the Director of Human Resources. Where investigation confirms the
allegations, appropriate corrective action will be taken.
13.10 Workplace Violence
Violence, threatened violence, and inappropriate behavior conducive to violence are prohibited.
Prohibited acts include aggression or threatened aggression, which may be verbal or physical, and
which may include harassment, name-calling, swearing, inappropriate or excessive displays of
anger, verbal or physical intimidation, and physical attack toward persons or property.
Hanover County will not tolerate violence or threatened violence in the workplace in any form,
whether directed at another person or displayed at random. Employees shall immediately report
any behavior or language which threatens the safety of themselves or others to the supervisor or
department head and the Director of Human Resources.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 71 | Page
Any Hanover County manager or supervisor who receives a complaint or has knowledge of
violence or threatened violence occurring in the workplace shall ensure that the matter is
investigated appropriately. In instances where criminal laws may have been violated, the Sheriff’s
Office shall be notified. Substantiated instances of inappropriate behavior shall result in
appropriate disciplinary action, up to and including termination.
13.11 Employee Dress
During work hours, employees are considered to be representatives of the County and are required
to dress and groom themselves in a manner that portrays a professional image. Department heads
are to determine appropriate appearance and apparel and may establish a formal written
department-specific dress policy with the approval of the Director of Human Resources. Any
manner of dress or personal hygiene that is disruptive to the department's work or those being
served shall be considered inappropriate.
Employees issued uniforms or protective clothing are required to wear them while on duty and are
expected to maintain them neat, clean, and operational. Job descriptions will specify jobs with
special grooming and/or dress requirements imposed to ensure the employee's safety.
13.12 Confidentiality
Employees having access to personal information or data in the course of providing County
services to clients, customers, and employees shall maintain the confidentiality of that information
and shall release that information only in accordance with the Government Data Collection and
Dissemination Practices Act and any other regulations which are applicable to specific programs.
Failure to adhere to those requirements and maintain personal information confidentiality may
result in disciplinary action, including dismissal. (See Section 11.4)
13.13 Criminal Charges and Convictions
All County employees, regardless of position title or status, must report all criminal charges and
convictions against them to the employee’s department head immediately. Failure to report
criminal charges and convictions may result in disciplinary action in accordance with the
provisions of Section 13.3.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 72 | Page
SECTION 14: PERFORMANCE APPRAISAL
14.1 General Information
The Hanover County employee appraisal procedure has been developed to address the following
objectives:
1. To provide a basis for the determination of the level of performance, to involve the employee
in this determination and to identify areas of work that need improvement or exceed the
expectations of the position.
2. To provide a performance-based evaluation for the award of compensation increases based on
performance levels.
3. To improve communication between supervisors, employees, and the County Administration.
Employees in all regular full-time and part-time positions are considered eligible for annual Pay
for Performance salary increases based on the performance appraisal document. Seasonal and
temporary employees do not qualify for Pay for Performance salary increases. (See Section 12.1)
A performance appraisal shall be completed for seasonal employees before the end of each
seasonal tenure to establish the compensation level for the following season.
The typical performance cycle is July 1 to June 30.
14.2 Job Description
The basis for evaluating performance is the job description. Department heads have the
responsibility of assuring that job descriptions for positions in their departments are accurate and
reflect essential functions. It is recognized that employees are accountable for performing all
aspects of the job description in a successful manner. Performance Appraisal ratings qualify the
eligible employee for a performance-based salary increase in accordance with the rules and
policies set forth in this manual.
14.3 Standards of Performance
The standards expected of an employee must be established and communicated by the department
head or supervisor before the appraisal process. The performance appraisal program fulfills its
purpose of improving job performance when the employee:
1. participates in establishing the criteria by which performance is to be judged.
2. helps to plan future improvements in that performance; and
3. discusses openly with supervisor their mutual responsibilities and expectations with respect to
improving job performance.
14.4 Initial Conference
The immediate supervisor should arrange a time with the employee at the beginning of each
performance appraisal cycle for the following purposes:
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 73 | Page
A. Review the job description to ensure that it is accurate. Any necessary revisions in essential
functions should be recommended to the Human Resources Department, in the form of a
revised job description.
B. Establish performance standards for each of the essential functions. The employee's
responsibilities and the supervisors' expectations should be identified and clearly defined
during this meeting.
C. Establish objectives for the employee at the beginning of each performance appraisal cycle.
This is intended to be an annual setting of objectives which may be used to establish a basis
for the performance rating.
14.5 Interim Processes
During the performance appraisal cycle, the supervisor may arrange a time to meet with the
employee for the following purposes:
A. Review progress. The supervisor should share with the employee any performance problems
that have been noted and outline measures needed for improvement. Supervisors are
encouraged to schedule a review with those employees who are exceeding their performance
objectives in order to support their achievements.
B. Review employee concerns. The employee may share any problems being experienced which
may be hindering job performance. At this time any changes in the initial expectations may
be noted. This conference may be requested by either the supervisor or the employee.
14.6 Performance Appraisal Conference
At least two weeks prior to the review date, the immediate supervisor should schedule a time for
the performance appraisal conference. Before this conference, the supervisor should have
completed the appropriate performance appraisal document and any supporting narrative
necessary to clarify the numerical scoring on the performance appraisal and describe any
corrective actions necessary to achieve satisfactory performance.
The employee should receive a copy of the performance appraisal document before the
conference. Discussion between the employee and the supervisor should be related to
performance factors and should deal only with job-related matters. It is mandatory for employees
to sign performance evaluations as acknowledgement of receipt. Employees are still able to
dispute this document.
The employee should be encouraged to submit a response to the performance appraisal,
particularly if there are areas of disagreement.
14.7 Numerical Rating
The numerical rating scale is provided on the performance appraisal document as approved by the
County Administrator. The total score on the performance appraisal document will determine the
overall performance level and corresponding merit increase as approved annually by the Board of
Supervisors:
14.8 Corrective Action Plans
In consultation with Human Resources, a written Corrective Action plan must be developed for
each employee whose performance appraisal document indicates performance that is inconsistent
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 74 | Page
or unsatisfactory and requires improvement. The plan should clearly identify for the employee the
expectations of the supervisor and should establish a realistic time frame for achievement. If the
probationary period is extended or if the employee is placed on conditional status (typically 90
days), an additional performance appraisal document (re-evaluation) must be completed at the end
of the specified period. Such a performance appraisal is not the basis for any pay increase. It is
required that employees sign the Corrective Action Plan as acknowledgement of receipt. If
applicable, a copy of the Plan with supporting documentation must be submitted to Human
Resources.
Corrective Action Plans may also be used whenever it is determined that an employee’s
performance needs improvement through documentation and management support. All Corrective
Action Plans must be developed in coordination with Human Resources.
14.9 Terminations
If an employee receives an unsatisfactory score on the performance appraisal, the supervisor and
the department head, in consultation with the Director of Human Resources, must determine if the
employee is to be offered an extension of the probationary period, placed on conditional status or
terminated. If corrective actions are realistic and potentially achievable by the employee,
continued probationary or conditional status may be a viable option. If an employee’s score is
extremely low and corrective actions appear overwhelming and beyond the ability of the employee
to achieve, continued probationary or conditional status should not be considered as an option. In
most cases, probationary status should not be extended more than one time.
14.10 Exceptional Performance and Performance Incentive
Should the numerical scoring completed by the immediate supervisor of an employee indicate
exceptional performance (a rating of “Strong” or “Outstanding”), the performance appraisal must
be forwarded through all levels of supervision to the department head for review before it is
discussed with the employee. If all department supervisors, including the department head, agree
with the performance appraisal, it must be forwarded to the County Administrator to review and
approve the performance incentive salary increase. This approval process must occur before
discussing the performance appraisal with the employee. Employees whose positions are
identified on the Public Safety Pay Plan who are eligible for the performance incentive will
receive their incentive as a one-time bonus in lieu of a salary adjustment.
14.11 Pay for Performance Compensation Increases
Pay for performance salary increases are provided for all eligible employees when funding is
available and approved by the Board of Supervisors. Pay for performance salary increase will be
prorated for any employee occupying the position for less than twelve months as of July 1 of any
year. Exceptions to this policy exist for positions identified on the Public Safety Pay Plan.
Contact the Human Resources Department for assistance in the calculation of any prorated salary
increase.
The percentage of increase for each performance level will be determined by the Board of
Supervisors as a part of the budget approval process each fiscal year. Departments will be advised
of the approved rates in the Classification and Compensation Plan each year.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 75 | Page
SECTION 15: EMPLOYEE HEALTH AT WORK
15.1 Policy Statement
Hanover County is committed to providing a safe and healthy business environment for
employees, citizens, customers, and other visitors to County facilities. To minimize exposure to
contagious illnesses/diseases and promote a healthy business environment, the following policy
applies to all employees and Constitutional Officers, including temporary/seasonal and contracted
employees. Violations of this policy may result in corrective action.
A. General Health Expectations
All employees are expected to take measures to prevent the spread of illnesses and contagious
diseases at work. This includes regular handwashing and/or use of hand sanitizer, covering
all coughs and sneezes, and wiping down personal work surfaces with a disinfectant on a
regular basis.
B. Personal Illness
An employee who has a personal illness (defined as fever of 100.4 degrees or greater, nausea,
vomiting, diarrhea, dizziness, unusual shortness of breath, and/or body aches) is prohibited
from working onsite until at least 24 hours after their fever is gone without the use of fever
reducing medicine or at the direction of a health care provider. If an employee begins to
exhibit symptoms of illness while at work, they must inform their supervisor and leave the
worksite immediately.
An employee who has a confirmed contagious disease (such as Influenza, Strep, COVID-19)
must inform their supervisor as soon as they become aware. This enables the supervisor to
ensure the employee’s workstation and surrounding surfaces are thoroughly cleaned in a
timely manner to prevent potential spread.
Employees who are out sick in excess of three (3) days may be required to submit to the
Human Resources Department a written statement from the attending medical provider
advising that the employee is able to perform the essential functions of his or her job and may
safely return to work. This ensures compliance with section 8.4.B of the County’s Human
Resources Policy Manual. Employees in this scenario may not return to work without first
providing the required medical note.
The use of Quarantine Leave may be approved by the County Administrator, after
consultation with the Virginia Department of Health or any other appropriate government
agency or health care provider, and consistent with operational protocols established by the
County Administrator. The Director of Human Resources shall verify and administer this
benefit as directed by the County Administrator. Benefit-eligible employees may use
appropriate leave balances to cover absences not qualified for Quarantine Leave. An
employee’s work schedule may be altered with approval by the supervisor. Please refer to
Section 8.17 for additional details.
15.2 Tobacco Free Policy
To help promote a healthy business environment, all County owned and operated (including
leased) facilities, buildings and vehicles shall be tobacco free. As such, smoking, e-cigarettes, and
other tobacco products are prohibited in the interior of all County owned and operated facilities,
buildings and vehicles.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 76 | Page
Smoking is prohibited within 25 feet of entrances to County owned and operated buildings,
outdoor air intakes and operable windows. If outdoor space is used for business purposes, this
space must follow the 25-feet rule as well. Examples include sidewalk seating, patios or decks.
No special rights are granted to smokers or nonsmokers. Employees must strive to ensure that any
personal habits do not interfere with effective work production and must adhere to regular break
times.
15.3 Employee Health Service
There may be times when an employee, or group of employees, by the nature of their job or job
assignments must undergo certain medical examinations and/or tests for their own safety and the
safety of others. Such examinations and/or tests shall be restricted to only those which are directly
related to the safe performance of their job and to maintain the general health and well-being of
such employees as well as other County employees and the public with whom they are or may
have been in contact. The costs for such examinations and/or tests will be borne in full by
Hanover County. Should the employee choose another medical resource outside of the referral
made by the County, such costs will then be their responsibility. Failure of an employee to submit
to such required examinations and/or test may provide just cause for disciplinary action to be
taken against that employee.
15.4 Occupational Health and Safety
Hanover County recognizes that an Occupational Safety & Health program must be established to
identify hazards and implement techniques to eliminate or control them to fulfill the County’s
mission of providing quality service to citizens without compromising the safety of employees or
the public and in doing so, requires management support to effectively carry out this goal.
Hanover County recognizes that the Occupational Safety & Health program's goal shall be to
protect County property by instituting measures to eliminate and control the risk of damage to and
loss of property. In establishing these expectations, the Hanover County Board of Supervisors
established the “Safety Value Statement” (accepted January 14, 1998) that documents the
County’s commitment to the promotion of safety, establishes a safety program for the purpose of
minimizing risks and hazards of injury and damage to persons and property, and hereby affirms
the issuance of the Hanover County Safety Manual.
Roles & Responsibilities
• The County Administrator has the overall responsibility for ensuring the implementation and
administration of the Hanover County Occupational Safety program. The County
Administrator will ensure that each department head has a strong safety value and a clear
understanding of duties and responsibilities. The County Administrator or designee will
review the effectiveness of a department's safety program to determine that all efforts are
made to prevent injury or property damage.
• The Hanover County Safety/Risk Manager will provide technical assistance to the County
Administrator and department heads in the administration of the safety program and shall
develop, implement, revise, and enforce the provisions of the County Safety Manual and
program in accordance with all local, state & federal regulatory for the protection of the
occupational safety and health of all Hanover County Employees.
• Department Heads shall be responsible for providing a work environment, work procedures
and service to the public that will promote the safety & health of Hanover County employees
and the public.
• As a condition of employment, all employees are required to develop and exercise safe work
practices to prevent injuries to themselves, their fellow workers, and the public.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 77 | Page
SECTION 16: DRUG FREE WORKPLACE AND SUBSTANCE
ABUSE TESTING
16.1 Purpose
The policy of Hanover County is to establish and maintain a safe and healthy workplace free from
drug and alcohol abuse, and to protect the safety of its citizens by providing the highest quality of
services. To that end, the County is committed, through its Employee Assistance Program, to
providing education, training, confidential counseling and rehabilitation programs for its
employees who suffer from drug and/or alcohol abuse.
The purpose of this policy is to establish guidelines and procedures for the detection and
deterrence of drug and alcohol abuse. This policy sets out the responsibilities of management and
employees and is to be construed broadly in order to affect its intended purpose.
Refer to Section 1.6 for the definitions of “drug” and “controlled substance.”
16.2 Policy Statement
The policy of the County is to maintain a safe and productive work environment for all employees
and to encourage observance of the law. All supervisory and non-supervisory employees have the
right to report any violation of this policy without fear of reprisal or retaliation.
16.3 Substance Abuse Rules
Violation of these rules may cause referral to the Employee Assistance Program and disciplinary
action up to and including termination.
All department heads shall take such steps as may be necessary to ensure maximum employee
awareness of County policy and rules, state and federal laws, and ensure compliance with them.
In addition, the Human Resources Department provides drug awareness training.
NOTICE: The County retains the right to search, without employee consent, all areas and
property in which it maintains either joint control with the employee or full control, including all
County vehicles.
A. EMPLOYEE RULES OF CONDUCT
1. General Requirements. The following responsibilities are imposed on all employees
of the County. Employees who violate these rules are subject to disciplinary action,
up to and including termination. An employee must:
• Not be under the influence of illegal drugs, marijuana or alcohol or have their
ability to perform job duties impaired by alcohol or any drugs, either legal or
illegal while, on active duty or on call, while on County property in an official
capacity, or at any time while operating a County vehicle. A person is deemed
to be under the influence if their behavior and/or appearance are so obviously
affected by alcohol or drugs as to reflect discredit on the County.
• Not use alcohol while on duty or report to work with the odor of alcohol on their
breath.
• Not use, possess, sell, distribute, or manufacture illegal drugs at any time, or
assist another in such acts at any time.
• Submit to alcohol or drug testing when requested to do so by management
pursuant to this policy.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 78 | Page
• Within one day of a request, provide evidence of a current valid prescription for
any drug found to be in their possession or identified in a positive drug
screen/analysis. Failure to provide that prescription shall give rise to a
presumption that the employee did not legally possess or legally use the drug.
• All employees subject to the Motor Vehicle Safety Policy
shall immediately
report the following to the supervisor who shall consult with the department
head as to the appropriate action: (a) all license suspension and revocations, and
(b) all traffic and motor vehicle related charges and convictions.
2. Positions Impacting Public Safety. All persons in the following positions are public
safety employees for purposes of scheduled testing as listed in 3. below:
• Fire/EMS - all positions except clerical
• Emergency Communications - all positions except clerical
• Animal Control - all positions except clerical
• Public Utilities - all operators, all utility technicians and supervisors that operate
or maintain equipment at the County’s water and wastewater treatment plants,
and any other positions determined by the Director of Public Utilities, in
consultation with the Director of Human Resources, to be a position that impacts
public safety.
• All positions requiring possession of a Commercial Driver’s License (CDL) as
determined by the Federal Transportation Administration of the United States
Department of Transportation.
3. Public safety employees are subject to the rules of conduct set forth in the preceding
section. Public safety employees are required to undergo physical examinations and
drug screenings following the schedule specified in the chart below, except that
employees in positions requiring the CDL are subject only to the drug and alcohol
testing required by the Omnibus Transportation Employee Testing Act of 1991 (See
chart below for coverage of tests. An employee in a public safety position who
violates any of those rules of conduct shall be forthwith removed from their position.
The degree of removal may range from temporary reassignment or suspension to
termination, depending on the circumstances.
Scheduled Testing Chart
Departments/
Positions
Pre-
Employment
Drug
Pre-
Employment
Breath
Alcohol
Pre-
Employment
Physical
Random
Annual Drug
and Breath
Alcohol (25%
of all CDL
employees)
(CDL &
EVOC)
1-Year
Follow-up
2-Year
Follow-up
3-Year
Follow-up
Annual
Hearing
Conservation
Exam
Fire/EMS (all pos.
except clerical) X A X A
Animal Control (all pos.
except clerical) X B B D
Public Utilities (select
Public Safety pos.) X B C B D
Communications (all pos
except clerical) X B B
CDL Drivers
X
X
C
X
C
A= Physical, Audiometric Exam, Cardiac Stress Test (if applicable), Chest X-Ray, Blood Chemistry, Respiratory Clearance, Drug Test
B= Physical, Drug Screen and Audiometric (selected positions)
C= DOT Physical and Drug Screen
D=Audiometric Only (on selected positions)
X=Required
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 79 | Page
4. Employees in the following positions are prohibited from using marijuana, cannabis,
or any cannabis-based product, or any other controlled substance that may impair
their ability to perform an essential job function safely:
• Uniformed employees of Fire/EMS
• Animal Control Officers
• All positions requiring possession of a Commercial Driver’s License (CDL) as
determined by the Federal Transportation Administration of the United States
Department of Transportation.
Employees of constitutional officers are not covered by the provisions of this section.
Those employees are directed to guidance from the constitutional officer, including
any policies and procedures.
Employees in positions other than those listed above who are prescribed marijuana,
cannabis, or any cannabis-based product, or any other controlled substance that may
impair the employee’s ability to perform an essential job function safely must notify
Human Resources. Upon notification, Human Resources will engage in an
interactive process with the employee and may require the employee to provide a
prescription and documentation from the employee’s health care provider. After
consultation with the appropriate department head, the Human Resources Director
and County Administration will determine the ability to work while taking such
prescriptions.
5. Leadership Employees. All department heads, deputies, and assistants shall ensure
maximum compliance with these rules by those under their control and to set an
example for other employees. An employee who violates any of the rules of conduct
listed in section 15.3 shall be forthwith removed from their position. The degree of
removal may range from temporary reassignment involving other duties to
termination, depending on the circumstances. All such employees shall complete
EAP training on the specific, contemporaneous physical, behavioral performance
indicators and symptoms of probable drug use.
6. Supervisory Employees. A supervisory employee is any employee who supervises
other employees. Supervisory employees shall be under a duty to ensure maximum
compliance with these rules by all employees under their supervision. Any
supervisory employee who knowingly fails to enforce these rules may be subject to
disciplinary action. All supervisors shall complete EAP training on the specific,
contemporaneous physical and behavioral performance indicators and symptoms of
probable drug use.
B. TYPES OF TESTING
1. Pre-employment Testing - Public Safety Employees.
• All job applicants selected for employment in public safety positions shall
undergo a drug test as part of pre-employment physical.
• All job applicants selected for employment in a position requiring a CDL shall
also be subject to a pre-employment alcohol screen.
• Any person testing positive shall be denied employment and shall not be eligible
for employment in any position with the County for a period of one year from
the date of the drug test. Employees who fail a drug test will not be hired or
transferred to a covered position listed in this policy.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 80 | Page
• A drug test will be conducted when a current employee transfers from a non-
covered position into a covered position listed in this policy. An employee
previously separated from a position covered by this policy will be subject to
another pre-employment test before performing in their former position or in
any other position covered by this policy.
• A job applicant who tests positive has the right to have their urine samples re-
tested by a laboratory approved by the Medical Review Officer at the applicant’s
own expense. Employees transferring into a position requiring drug testing who
test positive also have the right to have their sample re-tested.
• An employee who transfers from one covered position to another covered
position, without interruption of service, does not require testing.
2. Scheduled Testing (please see section 15.3.A.3)
3. Reasonable Suspicion Testing (applies to all County positions.) When any
supervisor has a reasonable suspicion that an employee is under the influence of
illegal drugs, marijuana or alcohol, they may instruct the employee to be tested for
same. Reasonable suspicion is a belief based on objective and clearly stated facts
sufficient to lead a reasonable prudent supervisor to suspect that an employee is
under the influence of drugs or alcohol. By way of example, and without limitation,
any of the following observed conditions, alone or in combination, may comprise
reasonable suspicion:
• Unexplained inability to perform normal job functions.
• Slurred speech.
• Smell of alcohol or drugs on breath.
• Any unusual lack of physical coordination or loss of equilibrium.
• Unexplained hyperactivity or depression and withdrawal.
• Unexplained inability to think or reason at the employee’s normal levels.
• Bizarre, unusual, violent or uncharacteristic behavior.
• Possession of alcohol, marijuana or illegal drugs; or the presence of alcohol,
alcohol containers, illegal drugs, or drug paraphernalia in an area subject to
employee’s control.
• Information obtained from a reliable person with personal knowledge (i.e.,
knowledge the person gained through firsthand experience or observation).
Any supervisor believing that there is reasonable suspicion to require an employee to
submit to a drug/alcohol test shall immediately notify the department head or their
designee to meet them to observe the employee’s behavior. If it is determined that
reasonable suspicion exists, the following procedures shall be promptly followed:
• The supervisor shall document in writing the facts constituting reasonable
suspicion that the employee is under the influence of alcohol or illegal drugs.
This information shall be stated in memo form to the department head.
• The supervisor shall arrange to have the employee transported to the County’s
designated medical service provider, preferably in a County vehicle, for conduct
of the necessary tests.
• If the employee refuses to be tested, the supervisor shall remind them that they
are required to submit to testing under these rules and that refusal to do so
comprises insubordination. If the employee still refuses, they shall not be forced
to have a test administered but shall be immediately suspended from duty and
sent or transported home. The refusal of an employee to submit to a reasonable
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 81 | Page
suspicion test within one hour of such a request shall comprise insubordination
and may result in disciplinary action.
4. Post-Accident Testing.
• An accident is defined as an event that causes:
(1) Death to a person;
(2) Personal injury at a County worksite requiring the transporting
of a person to a hospital for emergency medical treatment or
inpatient admission
(3) Property or vehicle damage resulting in damage exceeding
established insurance deductibles ($1,000 for vehicle and
$5,000 for property) to a County vehicle or building.
(4) As required under Federal Motor Carrier Administration
(FMCA) and US Department of Transportation (US DOT)
guidelines for post-accident testing for CDL holders.
• Any employee involved in an accident while on duty and determined to be
at fault for causing the accident shall be tested for drugs and/or alcohol as
soon as possible, but not later than one hour after the accident. Supervisors
shall take all reasonable steps to follow the procedures established in the
“Reasonable Suspicion Testing” section above. Please contact the Safety &
Risk Division to arrange for the employee to be tested.
• After an accident, all reasonable steps will be taken to obtain an employee's
urine and/or blood sample. If an employee who is subject to post-accidental
testing is conscious, able to urinate normally (in the opinion of medical
professional) and refuses to be tested, that employee shall be immediately
removed from duty. The refusal of an employee to submit to a post-
accident test within one hour of such a request shall comprise
insubordination and may result in disciplinary action.
• Under no circumstances shall a supervisor cause a blood or urine sample to
be taken from an unconscious employee.
5. Return to Duty Testing.
• An employee who tests positive for drug or alcohol use and who has been
removed from duty and referred to the Employee Assistance Program shall
be subjected to periodic, unannounced testing while in the EAP program.
Such an employee may be returned to work only at the recommendation of
the County’s Medical Review Officer.
• All employees who have tested positive for drug and/or alcohol use and
subsequently returned to duty pursuant to this section shall be viewed as
“sensitive” employees. All such employees shall be subject to random drug
or alcohol tests for not exceeding twenty-four (24) months following the
date the employee returns to work.
6. Random Testing. Random selection for drug and alcohol testing shall apply only to
employees in positions requiring the possession of a CDL or Fire/EMS employees in
positions requiring the possession of Emergency Vehicle Operator’s Course (EVOC)
certification. The County will arrange to annually test the minimum required
number of such employees as prescribed by federal law (49 C.F.R. §382.305). A
scientifically valid method will be used for the selection of employees for random
testing and the dates for administering random testing will be spread reasonably
throughout each 12-month period. Employees will be provided no notice and will be
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 82 | Page
tested during regular work hours or other compensated time. CDL employees who
test positive during a random test will be reported to the CDL Clearinghouse.
7. Physical Examinations. All public safety employees shall be required to have a
physical examination every one to three years, as indicated in the chart under
15.3.A.3, following the pre-employment physical examination. These physicals
shall include testing for drug use pursuant to this policy. Refusal to take a required
physical shall comprise insubordination and may be the basis for disciplinary action.
8. Physicals Following An Appointment To A Covered Position. All persons appointed
to a covered position shall be required to have a physical examination, which shall
include drug testing, provided there has been no such exam in the last 24 months.
Refusal of a person to take a required physical may comprise insubordination and
may be the basis for disciplinary action, which may include denial of the
appointment.
16.4 Test Procedures and Physical Searches
A. DRUG AND ALCOHOL TEST PROCEDURES
1. Substances test for: Any drug test conducted pursuant to these rules may test for any
substance which could impair an employee’s ability to effectively and safely perform
their job, including but not limited to:
• Alcohol
• Opiates
• Cocaine
• Phencyclidine (PCP)
• Amphetamines
• Marijuana
2. Conduct of tests: Tests shall be conducted in accordance with established and
reliable clinical procedures. The tests shall include an initial screen, which shall be
followed by a confirmatory analysis for any screen showing a positive result. Copies
of testing procedures shall be available on request from the Human Resources
Department.
3. Negative dilute: An employee whose drug and/or alcohol test results are deemed
“negative dilute” by the MRO will be required to re-test.
4. Challenges to test results: Current employees who test positive may challenge the
test results by notifying the Human Resources Department within three working days
of receiving the test results. The original sample will then be retested by a laboratory
other than that of the County’s medical service provider, approved by the Medical
Review Officer. The person raising the challenge bears all costs associated with the
retest.
5. Legitimate use of drugs affecting test results: A person who is taking a drug
legitimately, whether it is a non-prescription drug being used for a bona fide health
reasons, a prescription drug being taken pursuant to a valid prescription, or a drug
being taken under supervision as part of a court-approved or court-supervised drug
rehabilitation program, shall not be deemed to have violated these rules because of
testing positive for that drug.
6. Confidentiality: Laboratory reports or test results shall be placed in the employee’s
confidential medical file. They may be disclosed to County management on a
strictly need-to-know basis and to the employee on request. Otherwise, the only
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 83 | Page
disclosures which may occur without employee consent are when compelled by law
or judicial or administrative process, when the information has been placed at issue
in a formal dispute between the County and the employee, in the administration of an
employee benefit plan, or when needed by medical personnel for the diagnosis or
treatment of the employee and the employee is not capable of authorizing disclosure.
B. PHYSICAL SEARCHES
Physical searches by supervisors shall be subject to the following rules:
1. Suppose a supervisor has reasonable suspicion, as defined in Section 15.3 B 2. In
that case, they may request an employee to turn over any drugs or alcohol on their
person or to permit a search of areas under the employee’s sole control, including
their personal vehicle. Such a request may not be made to an employee in the
absence of reasonable suspicion. If the employee clearly, voluntarily, and
unequivocally gives permission, such search may be made; but in the absence of
such permission such search may not be made without a warrant. Refusal to give
permission may not be the basis for disciplinary action.
2. Supervisors shall not physically search employees under any circumstances.
3. Supervisors may search without employee consent all areas and property in which
the County maintains either joint or full control with the employee. All County
vehicles are subject to full search without employee consent.
4. If illegal drugs are found in an employee’s possession or in any area under their
control, the Hanover County Sheriff’s Office will be immediately summoned. The
drugs may not be touched, moved, or confiscated, other than by law enforcement
officers when they arrive. All reasonable efforts short of physical force shall be used
to prevent the employee from disposing of the drugs before the law enforcement
personnel arrive.
C. LEAVE DURING TESTING
The following provisions will apply when persons are being tested for drugs or alcohol, while
searches are taking place, when employees refuse tests and when employees are awaiting
enrollment in the County Employee Assistance Program (EAP):
1. If a suspension is imposed, time will be charged to administrative leave, without pay.
2. Employees who refuse to take a test will be deemed “not qualified” for duty.
Employees deemed “not qualified” for duty as a result of refusal to take their test, in
addition to any disciplinary action which may be imposed, shall have their time
charged as an unauthorized absence without pay.
3. No leave time is charged when employees are being tested, awaiting tests, awaiting
enrollment in the EAP, or being searched.
16.5 Disciplinary Action for Improper Drug/Alcohol Use
Any employee charged with insubordination for refusing to submit to a drug and/or alcohol test
shall be subject to discipline involving no less than a suspension without pay for a minimum of
three (3) workdays and up to and including termination. Such an employee shall not be permitted
to return to work until they have submitted to testing and is determined to be qualified to return to
duty. (See Section 15.3.B.4.) Any employee who is found to have improperly used or possessed
drugs or alcohol in violation of any of these rules shall be subject to the following discipline:
A. FIRST OFFENSE
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 84 | Page
The employee may be referred to the EAP and/or given a Last Chance Agreement. Failure to
properly participate in and complete the program without good cause shall comprise
insubordination and may be the basis for discipline up to and including termination. Any
person referred to the EAP following an offense shall be subject to periodic
unannounced testing while in the program. Discipline may, in the discretion of
management, also be imposed. Management may also reassign the employee. Circumstances
may warrant the termination of an employee, even for a first offense.
B. SECOND OFFENSE
A second offense within twenty-four months is grounds for dismissal and the employee shall
be terminated. If an employee has a second offense over twenty-four months since the first
offense, they must be referred to the EAP and given a Last Chance Agreement. Failure to
comply with the requirements of and complete the EAP program without good cause shall
comprise insubordination and may be the basis for discipline up to and including termination.
Any person referred to the EAP following an offense shall be subject to periodic
unannounced testing while in the program. Management may also reassign the employee.
C. ADDITIONAL OFFENSE
If any additional offense occurs at any time thereafter, the employee shall be terminated.
D. CONVICTIONS
See Section 13.3
16.6 Medical Review Officer
The hospital or physician serving as the County’s Employee Medical Services provider shall
designate from its staff a qualified individual to be the County’s Medical Review Officer. The
Medical Review Officer shall be a licensed physician with knowledge of drug and alcohol abuse
disorders. The Medical Review Officer shall review all laboratory results and determine
alternative medical examinations for positive results. The Medical Review Officer shall cooperate
with the Employees Assistance Program in the education and rehabilitation of County employees
and shall perform all medical functions related to the implementation of the various types of
testing required by this policy.
16.7 Employee Assistance Program
The Employee Assistance Program (EAP) shall provide appropriate education to all employees
regarding the use of alcohol and prohibited drugs, and the availability of counseling,
rehabilitation, and other employee assistance. EAP shall also provide all supervisory personnel
with training on the physical, behavioral, and performance indicators and symptoms of probable
drug use.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 85 | Page
APPENDIX A: HANOVER COUNTY GRIEVANCE PROCEDURE
The purpose of this procedure is to provide a prompt, fair, and orderly method for the resolution of
employee grievances.
I. Definition of Grievance
A. A grievance is a complaint or dispute by an employee relating to their employment, including but
not necessarily limited to:
1. Disciplinary actions, including disciplinary demotions, suspensions, and dismissals provided
that such dismissals result from formal discipline or unsatisfactory job performance.
2. The application of personnel policies, procedures, rules, and regulations and ordinances and
statutes.
3. Acts of retaliation taken as the result of utilization of this grievance procedure or the
participation in another County employee's formal grievance (under this grievance
procedure).
4. Acts of retaliation because the employee has complied with any law of the United States or
of the Commonwealth of Virginia, has reported any violation of such law to a governmental
authority or has sought any change in law before the United States Congress or the General
Assembly of Virginia, or has reported an incident of fraud, abuse, or gross mismanagement.
5. Complaints of discrimination on the basis of race, color, creed, religion, political affiliation,
age, disability, national origin, or sex.
B. County Management Rights and Prerogatives:
The County reserves to itself the exclusive right to manage the affairs and operations of County
government. Accordingly, complaints involving the following management rights and
prerogatives are not grievable:
1. Establishment and revision of wages or salaries, position classification, or general benefits.
2. Work activity accepted by the employee as a condition of employment, or work activity
which may reasonably be expected to be a part of the job content.
3. The contents of ordinances, statutes, or established personnel policies, procedures, rules,
and regulations.
4. The methods, means, and personnel by which work activities are to be carried on, including
but not necessarily limited to:
a. The provision of equipment, tools, and facilities necessary to accomplish tasks.
b. The scheduling and distribution of personnel resources.
c. Training and career development.
5. Termination, layoff, demotion, or suspension from duties because of lack of work, reduction
in force, or job abolition, except where such action affects an employee who has been
reinstated within the previous six months as the result of the final determination of a
grievance. In any grievance brought under the exception to this paragraph, the action shall
be upheld upon a showing by the County that:
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 86 | Page
a. There was a valid business reason for the action, and
b. The employee was notified of the reason in writing prior to the effective date of the
action.
6. The hiring, promotion, appointments to new positions, transfer, assignment, and retention of
employees in positions within the County service.
7. The relief of employees from duties or taking action as may be necessary to carry out the
duties of the County in emergencies.
8. Direction and evaluation of the work of County employees.
II. Coverage of Personnel
A. All non-probationary full-time and part-time employees of the County, including employees of
the Community Services Board, in authorized positions approved by the Board of Supervisors,
are eligible to file grievances under this procedure with the following exceptions:
1. Appointees of elected individuals or elected groups.
2. Officials and employees who by law serve at the will or pleasure of an appointing authority.
3. The County Administrator, deputy county administrators, and the heads of separate County
agencies or departments, including deputy and assistant directors, except as otherwise
provided by law and specified in the job description for the position.
4. Employees whose terms of employment are limited by law.
5. Temporary, limited term, seasonal employees.
B. Constitutional officer employees are not included in this procedure's coverage.
C. The County Administrator or his designee shall determine the officers and employees (by
position) excluded from this grievance procedure and shall maintain a list of such excluded
positions in the Department of Human Resources.
III. Operation of the Grievance Procedure
A.
Step 1 - Supervisor Level
An employee who believes they have a grievance shall discuss the grievance informally with
the supervisor that was involved in the occurrence of the matter that led to the grievance. This
discussion must happen, within twenty workdays after the occurrence of the event giving rise to
the grievance. However, if the grievant alleges discrimination or retaliation by the immediate
supervisor, the grievance may be initiated with the next level supervisor. Suppose the issue is
not resolved after an informal discussion. In that case, the grievant shall complete the Step 1
section of the Grievance form (available in the Human Resources Department and on the T-
drive). Grievability shall be determined by the County Administrator (or designee), in
consultation with the Director of Human Resources. Resolution of the grievance by the
supervisor in Step I shall be communicated, in writing, to the grievant within ten workdays
after the date of the discussion. At Step 1, a meeting is not required, however if one is
provided, the only persons who may normally be present in the meetings are the grievant, the
supervisor, and appropriate witnesses. Witnesses shall only be present while actually
presenting testimony.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 87 | Page
B. Step 2 - Department Head Level
If the grievant is not satisfied with and does not accept the Step 1 response, or if the supervisor
in -Step 1 fails to respond within the required time period, and the grievant wishes to advance to
Step 2 of this procedure, the grievant shall complete the Step 2 section of the Grievance form
and shall file the completed request form with the grievant's department head within ten work
days of receipt of the supervisor's response or the deadline for that response, whichever occurs
first. If the grievant does not submit a completed request form within the provided timeframe
the final decision of the supervisor in Step 1 is deemed to be accepted and final. The grievant
shall specify the issues and state the relief they expect to gain through this procedure. If there is
more than one outstanding grievance, the department head may combine them to be heard in the
same Step 2 meeting or consider them in separate Step 2 meetings. The department head shall
immediately forward a copy of the form to the Human Resources Department. The department
head or designee shall promptly meet with the grievant. The department head or designee shall
render a written response to the grievant within ten workdays following receipt of the request
form and shall send a copy of the completed form to the Human Resources Department. At Step
2, the only persons who may normally be present in the meetings are the grievant, the department
head, and appropriate witnesses. Witnesses shall only be present while actually presenting
testimony.
C. Step 3 - County Administrator Level
If the grievant is not satisfied with and does not accept the Step 2 written response, or if the
department head or designee fails to respond within the required time period, and the grievant
wishes to advance to Step 3 of this procedure, the grievant shall complete the Step 3 section of
the Grievance form indicating the intent to advance the grievance to Step 3. The form shall be
filed by the grievant with the Human Resources Department within ten workdays following
receipt of the Step 2 response or the deadline for that response, whichever occurs first. At the
discretion of the County Administrator (or designee), all of the grievant’s outstanding grievances
can be combined to be heard at the same Step 3 meeting or considered in separate Step 3
meetings.
Suppose the County Administrator or designee determines (or has previously determined) that
the complaint is grievable. In that case, the Administrator or designee shall meet with the grievant
together with a representative of the affected department and the Human Resources Department,
appropriate witnesses for each side, and such other persons as the County Administrator or
designee deems necessary and appropriate. Witnesses shall be present only while actually
providing testimony. The grievant, at their option, may have present a representative of their
choice. If legal counsel represents the grievant, the County likewise has the option of being
represented by counsel. The meeting should be held within ten workdays after the Grievance
form stating the grievant’s intent to advance the grievance to Step 3 is received by the Human
Resources Department, or as soon as reasonably possible thereafter. The County Administrator
or designee shall render a written response resolving the grievance within ten workdays following
the Step 3 meeting. In the event that the County Administrator or designee rules that the
complaint, or a portion of the complaint, is not grievable, the grievant may appeal that decision
to the Hanover County Circuit Court as set out in Section V(B) below.
D. Step 4 – Final Hearing Level
If the grievant is not satisfied with and does not accept the Step 3 written response, or if the
County Administrator or designee fails to respond within the required time period, and the
grievant wishes to advance to Step 4 of this procedure, the grievant shall complete the Step 4
section of the Grievance form indicating the desire to advance the grievance to Step 4. The form
shall be filed by the grievant with the Human Resources Department within ten workdays
following receipt of the Step 3 response or the deadline for that response, whichever occurs first.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 88 | Page
Step 4 final hearings may be heard by an impartial administrative hearing officer or by an
impartial grievance panel in accordance with Section IV of this procedure. If the grievant and
the County agree, the final hearing will be heard by an administrative hearing officer, appointed
by the Executive Secretary of the Supreme Court of Virginia or by the Department of
Employment Dispute Resolution. The County shall pay the cost of the administrative hearing
officer’s services.
IV. Rules Concerning Administrative Hearing Officers, Grievance Panels and
Final Hearings
In the event that the grievant and the County do not agree to have an administrative hearing officer
appointed to hear the grievance, a three-person grievance panel shall be selected to hear the
grievance at the final hearing, as set forth below:
A. Selection of Grievance Panel
Such panel consists of one member appointed by the grievant, one appointed by the County and
a third selected by the first two. If agreement cannot be reached regarding the final panel
member, the Judge of the Hanover County Circuit Court shall appoint such third panel member.
The third panel member shall in all cases serve as chairperson. All such appointments or
selections shall be made within ten (10) days of the receipt of request for a panel hearing.
B. Eligibility to Serve on Grievance Panel
The panel shall not be composed of any persons having direct involvement with the grievance
being heard by the panel, or with the complaint or dispute giving rise to the grievance. Managers
who are in a direct line of supervision of a grievant, persons residing in the same household as
the grievant, and the following relatives of the participant in the grievance process or a
participant's spouse are prohibited from serving as panel members: Spouse, parent, child,
descendants of a child, sibling, niece, nephew, and first cousin. No attorney having direct
involvement with the subject matter of the grievance, nor a partner, associate, employee, or co-
employee of the attorney shall serve as a panel member.
C. The following rules apply to Step 4 administrative hearing officers and grievance panels and the
conduct of Step 4 final hearings
1. The grievant shall bear the reasonable costs and expenses, if any, of the grievant's panel
member.
2. The County shall bear the reasonable costs and expenses, if any, of its panel member
and those of the third panel member unless the grievant objects. Upon objection, the
reasonable costs and expenses of the third panel member shall be shared equally between
the County and the grievant.
3. No person shall receive any monetary or otherwise compensation for time spent serving
as a member of a grievance panel. Notwithstanding this prohibition, a County employee
serving as a member of a grievance panel may receive the usual County salary for the
period spent in serving on such a panel.
4. The administrative hearing officer or panel shall promptly set the date, time, and location
for hearing the final hearing and shall notify the parties.
5. The County shall provide the administrative hearing officer or panel with copies of the
grievance record at least seven workdays prior to the hearing. It shall provide the
grievant with a list of the documents furnished to the administrative hearing officer or
panel.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 89 | Page
6. At the request of the grievant, at least ten workdays prior to the scheduled final hearing,
the grievant and the grievant's attorney shall be allowed access to and copies of all
relevant files intended by the County to be used by it at the final hearing.
7. The grievant shall furnish to the County copies of all documents, exhibits, and a list of
witnesses the grievant intends to use at the final hearing seven workdays in advance of
the hearing. Three workdays after receiving these items from the grievant, the County
shall furnish to the grievant copies of all documents, exhibits, and a list of witnesses it
intends to use at the final hearing.
8. Legal counsel or other representative may represent both the grievant and the County at
the final hearing. Such representatives may examine, cross-examine, question, and
present evidence on behalf of the grievant or the County before the administrative
hearing officer or panel without being in violation of the provisions of Virginia Code
Section 54.1-3904.
9. The administrative hearing officer or panel shall have the authority to determine the
admissibility of evidence without
regard to the burden of proof, or the order of
presentation of evidence, so long as full and equal opportunity is afforded to all parties
for the presentation of their evidence.
10. All evidence shall be presented in the presence of the administrative hearing officer or
panel and the parties except by mutual consent of the parties.
11. The decision of the administrative hearing officer or panel should be rendered in writing
as soon as possible, but in any case not later than five work days following the
conclusion of the hearing.
12. The administrative hearing officer or panel shall have the authority, if it finds, based on
the greater weight of the evidence, that the grievant has been denied a benefit or wrongly
disciplined without just cause (where such cause is required) to reverse, reduce, or
otherwise modify such action and, where appropriate, to order the reinstatement of such
employee to his former position with back pay.
a. Back pay may be awarded in an amount the administrative hearing officer or
panel believes equitable. Still, it shall not exceed pay for time actually lost due to
such suspension or discharge.
b. Any award of back pay shall be offset by interim earnings the grievant earned
during the period of separation.
c. The administrative hearing officer or panel also has the power to sustain the
County's action.
13. The administrative hearing officer or panel shall not have authority to do any of the
following:
a. Formulate policies or procedures.
b. Alter existing policies or procedures.
c. Circumscribe or modify the rights of the County as outlined in this procedure.
d. Exonerate an employee from all discipline when the guilt of the employee is
admitted or is beyond question in view of the administrative hearing officer or
panel.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 90 | Page
e. Grant relief greater than the grievant requested in the request form.
14. The decision of the administrative hearing officer or the panel's majority decision, acting
within the scope of its authority, shall be final and binding, consistent with existing
policies, procedures, and law.
15. The question of whether the relief granted by an administrative hearing officer or panel
is consistent with written policy shall be determined by the County Administrator or
designee, unless the County Administrator or designee has a direct personal involvement
with the event or events giving rise to the grievance, in which case the Attorney shall
make the decision for the Commonwealth for the County of Hanover.
16. Either party may petition the Hanover County Circuit Court for an order requiring
implementation of the administrative hearing officer or panel decision.
V. Grievability and Access
A. The County Administrator or designee determines grievability and access. Only after the County
Administrator or designee has determined that a complaint is grievable and that the grievant is
eligible to file a grievance may a grievance be advanced through Steps 3 and 4 of this procedure.
When the question of grievability arises at the department head (Step 2) level, or whenever the
question of access to this procedure arises, the grievant or the department head may request a
ruling on grievability or a ruling on access, as the case may be, by the County Administrator.
The County Administrator or designee shall render a decision within ten workdays of receipt of
the request, and shall send a copy of the decision to the grievant and the affected department
head.
B. Decisions on either grievability or access to this procedure may be appealed to the Hanover
County Circuit Court. The grievant shall institute such appeals by filing a notice of appeal with
the County Administrator within ten workdays from the date the grievant received the decision.
Within ten workdays after the filing of the notice of appeal, the County Administrator or designee
shall transmit to the Clerk of the Circuit Court a copy of the County Administrator's decision on
grievability or access to the procedure, a copy of the notice of appeal, and copies of all exhibits.
A list of the evidence furnished to the Court shall be furnished to the grievant. The appeal will
be heard by the Court as provided by law. The decision of the Court is final and is not appealable.
VI. Compliance
A. After the initial filing of a Grievance form, failure of either party to comply with all substantial
procedural requirements of this procedure without just cause shall result in a decision in favor of
the other party on any grievable issue, provided the party not in compliance fails to correct the
noncompliance within five workdays of receipt of written notification by the other party of the
noncompliance. Such written notification by the grievant shall be made to the County
Administrator or designee.
B. The County Administrator or designee shall determine compliance issues. The County
Administrator or designee may require a clear written explanation of the basis for a request for
just cause extensions or exceptions.
C. Compliance determinations made by the County Administrator or designee shall be subject to
judicial review which shall be initiated by the grievant filing a petition with the Hanover County
Circuit Court within thirty calendar days of the compliance determination
.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 91 | Page
VII. Procedures for and Conduct of Grievance Hearings
Except as otherwise noted, the following rules apply to all levels of grievance hearings.
A. Role of the Director of Human Resources:
1. The Director of Human Resources or designee shall advise employees and supervisors
concerning this grievance procedure.
2. When a grievant appeals to Step 3 or Step 4 level, the Director of Human Resources or
designee shall transmit the grievance record to the County Administrator or designee,
administrative hearing officer or grievance panel, as the case may be.
3. During Step 3 and Step 4 hearings, the Director of Human Resources or designee shall
serve as facilitator and advisor on procedural matters.
4. Neither the Director of Human Resources nor designee shall be present during the
administrative hearing officer or grievance panel's private deliberations and decision-
making process.
B. Time intervals specified in Steps 1 through 4 may be extended by mutual consent of the parties.
C. When a deadline falls on a Saturday, Sunday, or County holiday, the next calendar day that is
not a Saturday, Sunday, or County holiday shall be considered the deadline.
D. For purposes of this grievance procedure, “working days” shall be normal County operating days
(Monday through Friday). As far as practical, all grievance meetings and hearings shall be held
during normal County working hours, 8:30 A.M. to 5:00 P.M.
E. County employees who are necessary participants at grievance hearings shall not lose pay for
time necessarily lost from their jobs and will not be charged leave because of attendance at such
hearings.
F. The use of recording devices or a court reporter is not permitted at Step 1, 2, and 3 hearings.
Only Step 4 hearings may be recorded. When a Step 4 hearing is recorded, the Director of Human
Resources or designee will be responsible for making the recording. There will be no other
recording permitted. If the grievant desires a transcript of the hearing, he shall bear the costs
thereof.
G. Hearings are not intended to be conducted like proceedings in court and the rules of evidence do
not necessarily apply.
H. At Step 4, the administrative hearing officer or grievance panel shall have the discretion to limit
the attendance of persons not having a direct interest in the hearing at the hearing.
I. At the request of either party, Step 4 hearings shall be private.
J. Except in cases involving discipline or in cases where the administrative hearing officer or
grievance panel determines otherwise, the grievant shall present evidence first.
K. The administrative hearing officer or grievance panel shall determine the propriety and weight
to be given the evidence submitted.
L. Both the grievant and the County may call appropriate witnesses. All witnesses, including the
grievant, shall be subject to examination and cross-examination.
M. Witnesses shall be present only while actually giving testimony.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 92 | Page
N. The grievant shall not be entitled to recover more than that which the grievant has lost.
O. When a grievant has obtained partial relief at one level of his grievance procedure but decides to
appeal to the next higher level, the filing of a request form for appeal to the next higher level
shall constitute rejection of, and relinquishment of any claim to, any and all relief granted at the
previous level.
P. Each party shall bear the costs and expenses of his or its legal counsel or representative, if any.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 93 | Page
HANOVER COUNTY
Department of Human Resources
P. O. BOX 470 • HANOVER, VA 23069-0470 • (804) 537-6075 • FAX (804) 537-6334
Employee Grievance Form
Employee's Name:
Employee # Date of Hire
Home Address Work Phone Home Phone
Department Supervisor Date of Occurrence Date of Grievance
The issues are: (Disciplinary action; Application of policy/procedure/rule; Retaliation; Discrimination; Other Adverse Action)
The facts supporting this are:
The relief I want is:
Employee's Signature Date Grievance Filed
Grievances must be filed with the supervisor (reference Section III.A) within twenty days of the event giving rise to the grievance. If you have
decided not to present this grievance to thesupervisor because of possible discrimination or retaliation, check here:
STEP ONE - SUPERVISOR
Supervisor's Name & Title Work Phone Date Received
Response:
Supervisor's Signature Date
Employee's Response (check one) Date Received_______________________
I conclude my grievance and am returning it to Human Resources I advance my grievance to the next step
Employee's Comments (optional)
Employee's Signature Date
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 94 | Page
STEP TWO - DEPARTMENT HEAD
Department Head's Name Department Head's Title Work Phone
Response:
Department Head's Signature Date
Employee's Response (check one) Date Received_______________________
I conclude my grievance and am returning it to Human Resources I advance my grievance to the next step
Employee's Comments (optional)
Employee's Signature Date
STEP THREE - COUNTY ADMINISTRATOR
County Administrator/Designee Title Work Phone
Response:
County Administrator/Designee Signature Date
Employee's Response (check one) Date Received_______________________
I conclude my grievance and am returning it to Human Resources I advance my grievance to the next step
Employee's Comments (optional)
Employee's Signature Date
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 95 | Page
STEP FOUR - FINAL HEARING
Administrative Hearing Officer
Address Work Phone Home Phone
Grievant's Panel Member
Address Work Phone Home Phone
County's Panel Member
Address Work Phone Home Phone
Third Panel Member
Address Work Phone Home Phone
Date(s) Panel Members contacted
By Whom
Hearing Date Location
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 96 | Page
APPENDIX B: Compensation of Constitutional Officers and General
Registrar
A. Initial Salary
Upon first election to the office, the County Administrator shall consult with the Director of Human
Resources and the Chairman of the Board of Supervisors to recommend a salary supplement from the County
in addition to that provided by the Commonwealth’s Compensation Board for each Constitutional Officer,
and the State Board of Elections for the General Registrar. This recommendation will be based on the
following factors:
• Credentials of the elected official, including education and experience
• Salary of the previous incumbent
• Compensation Board funding and other budget factors
• Internal Equity Analysis
• Regional benchmarking
The initial salary, which shall include the County’s salary supplement (see Code of Virginia 15.2-1605.1),
must be approved by the Board of Supervisors.
B. Salary Increases
The annual merit increase for Constitutional Officers shall be tied to the annual merit increase provided to
the general employee population as set by the Board of Supervisors during the budget process. If the annual
merit increase is set at 4%, then the Constitutional Officers shall also receive a 4% salary increase during that
fiscal year. The salary increase for Constitutional Officers shall be effective each January 1. The percentage
increase shall be based on the annual percentage increase that went into effect for other employees on July 1
of the same fiscal year. The salary increase for the General Registrar shall be effective on July 1 of the same
fiscal year, and the percentage shall be based on the annual percentage increase that went into effect for other
County employees.
Upon re-election of the Commissioner of Revenue, Commonwealth’s Attorney, Sheriff and/or Treasurer, and
upon the Clerk of Court’s completion of four years of a term, the Constitutional Officer shall be eligible to
receive the highest performance incentive (exceptional increase) available at that time. For example, if the
County provides for a 1% or 2% performance incentive in addition to the annual increase, the Constitutional
Officer shall receive the 2% incentive in year 1 of the new term. This increase shall occur automatically
unless the Board of Supervisors provide specific direction to the contrary. No face-to-face salary review
meetings will be held with Constitutional Officers unless deemed necessary by the Board of Supervisors or
requested by a Constitutional officer.
The Constitutional Officers shall be eligible to participate in the County’s benchmark adjustment process.
The General Registrar’s salary may also be adjusted pursuant to any revision of the Authorized Salaries of
General Registrar and Local Electoral Board members letter, issued by the State Board of Elections. Salary
adjustments based on changes authorized by the State Board of Elections do not require approval by the
Board of Supervisors.
This policy shall be implemented automatically and will be based on the adopted budget for each fiscal year.
It will not require a specific action by the Board of Supervisors each year, other than the adoption of the
budget, or every four years upon election or re-election of a Constitutional Officer, unless deemed necessary
by the Board of Supervisors.
The Board of Supervisors reserves the right to revise or rescind this policy. Each Constitutional Officer
reserves the right not to participate in compensation provisions set forth in this policy.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 97 | Page
APPENDIX C: Career Development Ladder Guidelines
Contents
Purpose of Career Development ................................................................................................ 95
Career Development Ladder Procedures ..................................................................................... 95
Program Features ................................................................................................................... 96
Career Ladder Category Descriptions ......................................................................................... 97
General ................................................................................................................................ 98
While Implementing the Ladder ................................................................................................ 98
Other Procedures ................................................................................................................... 98
Overview: A career development ladder is developed within a department or organization to provide for
career advancement within a position series. The ladder specifies the criteria an employee must meet in order
to advance to a higher level /position. These regulations outline the Career Development program's purpose,
procedures, and program features.
Purpose of Career Development
The goal of the Career Development program is EMPLOYEE RECRUITMENT & RETENTION by
providing the employee with the opportunity to advance professionally without leaving their current job. The
prescribed criteria should be based on knowledge, skills, abilities, and attributes that once attained would
benefit the employee personally and professionally and benefit the County. The intent of the program is to
provide for the employee’s personal growth and development, as well as financial incentives for the
employee, and to develop a more productive and satisfied employee.
Career Development Ladder Procedures
1. The County Administrator and Human Resources must approve all Career Development Ladders.
Departments should submit proposals for new ladders to Human Resources. Once Human
Resources and the County Administrator approve, the proposal should be included with the
department's annual budget requests to County Administration.
2. Departments must consult with Human Resources for its review of any proposed Ladder before
submitting the Ladder to the County Administrator for approval.
3. All Ladders must be submitted in a standard format developed by Human Resources.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 98 | Page
Program Features
1. Each new Career Development Ladder must meet the following criteria:
a. Baseline Position is the basic job with the minimum requirements identified in the Position
Description that Human Resources has approved.
b. All ladders will have no more than four levels:
i. Level I (Baseline Position)
ii. Level II
iii. Level III
iv. Senior Level
c. Levels shall be proposed based on market or internal equity forces. The senior level base
target salary may not exceed the supervisory level.
d. An additional 2 years of service to Hanover County is required to attain the 3
rd
level and at
least an additional 2 years of service is required to attain the senior level. Level III may
follow the senior requirements if there is no senior level on the ladder. No skipping of
levels is permitted.
e. Employees (excluding those on the public safety pay plan) will receive a pay increase of
2.5% per Career Development Ladder spread (5% for certain positions in Animal Control,
Emergency Communications and the Commonwealth Attorney’s Office) or to the new base
target salary, whichever is higher.
f. Movement down on the career ladder is possible if the employee is unable to proficiently
perform the expanded duties of the higher step on the ladder, has an evaluation rating of
“Inconsistent,” and the corrective action period has passed. Movement down the ladder
would occur only with the recommendation of the department head and concurrence of the
Director, Human Resources.
g. Employee participation in the program is voluntary and should benefit the employee and
the County. It should enable the employee to enhance their skills and gain financial
rewards. It should allow the employee to increase their competencies and job
responsibilities, which should be more progressive at each level.
h. There will be minimum core requirements in three categories (Training, Hanover County
experience, Performance Evaluation Score) for all ladders:
i. Training
1. Professional positions = 40 hours annually (5 days)
2. Paraprofessional = 24 hours annually (3 days)
3. Non-professional positions = 8 hours annually (1 day)
ii. Hanover County Service
1. Level II = minimum 1 year
2. Level III = additional 2 years
3. Senior Level = additional 2 years
iii. “Successful” Performance Evaluation Score – at least an average of 3.0 rating on
two most recent performance evaluations.
2. New Hires should be placed at the appropriate level on the ladder at hiring. Prior Hanover County
service can satisfy the Hanover County service requirement.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 99 | Page
3. In cases where appropriate, certification may substitute for some educational requirements. Service
may not substitute for the education requirement unless approved by the Director of Human
Resources.
4. The Senior level denotes an employee who:
a. Has at least 5 years of County Service or 2 years at the prior level
b. Exceeds all baseline requirements
c. Has achieved other knowledge, skills and/or abilities, as designated by the department
Career Ladder Category Descriptions
1. Hanover County Service: Intended to recognize organizational knowledge, employee retention and
dedication to Hanover County as shown by years of service.
2. Performance Evaluations: Intended to ensure that only highly successful performers progress through
the Career Ladder.
3. Training: Intended to recognize skills training in areas that enhance the performance of job duties.
Classes/courses counted toward education (attainment of degrees and/or professional certifications) also
may be included in training hours. Each career development ladder must specify a minimum number of
training hours that are required for employees at each level of the ladder. Training hours should be
measured in real time (actual time spent in class).
4. Education: This requirement should quantify any educational requirements needed to perform
expanded duties at higher levels of the ladder. Baseline and senior level education requirements may be
the same if dictated by professional certifications.
5. Related Experience: This requirement should recognize experience that directly relates to the duties
and responsibilities of the position. Qualifying Related Experience should be identified in the Career
Development Ladder. This category can be used to place an employee at the proper level when hired
or placed on the ladder. Related Experience used to place a new hire on the career ladder cannot be used
later for subsequent advancement.
6. Licenses: When appropriate, this requirement should recognize employees for attaining licenses related
to the position.
7. Certifications: When appropriate, this requirement should recognize employees for attaining
certifications related to the position.
8. Trades: When appropriate, this requirement should recognize employees for attaining competency in
trades related to the position.
9. Other or Minimum Proficiency: This requirement should define the competencies that the employee
must be able to demonstrate at each level, and the competencies must increase with each higher level.
All ladders must include the first five of the above categories. Department participation is essential to define
the fourth category (education), to establish the amount of Related Experience at each level (the fifth
category), and to determine the requirements for the ninth category (Other or Minimum Proficiency).
Licenses and/or Certifications should be included where appropriate for the position. If neither of these
categories applies, departments should establish other categories that reflect opportunities for professional
development in the position. The “Other/Minimum Proficiency” category can be used in place of or in
addition to the Licenses and/or Certifications categories. Ladders must have at least six categories but can
have as many as eight.
Revised and Adopted by the Hanover County Board of Supervisors June 26, 2024 100 | Page
General
1. Approved ladders should be shared with all employees in positions described in the ladder. All
revisions made to the ladder require County Administrator or Deputy County Administrator and
Human Resources approval. The updated ladder should be shared with all employees in the position.
2. Employees should be given an opportunity to ask questions about the ladder requirements and
procedures to participate.
3. The employee is responsible for expressing an interest in participating in the Career Development
Program and providing documentation for advancement.
While Implementing the Ladder
1. Evaluate the employee's performance. The employee must receive an average of at least 3.00 rating to
be eligible for Career Ladder advancement.
2. Calculate the merit increase, if applicable.
3. Evaluate the employee's career advancement progress. Include written documentation that the
employee has met all of the requirements for advancement to the higher level of the career ladder.
This must include copies of all professional certificates and/or licenses required and documentation
substantiating training taken.
4. After the merit increase has been calculated, calculate the increase for advancing to the higher level.
5. Career Ladder Advancement salary increases are effective the next pay cycle following approval.
Other Procedures
1. When establishing a new career ladder, incumbents should be placed on the appropriate level of the
ladder based on their current role.
2. The employee must have “successful” performance ratings to be placed above baseline at
implementation.
3. At any time, department heads may request placement at a lower level due to poor performance, etc.
Refer to Human Resources policy on Involuntary Demotion.
