VILLAGE OF BAYSIDE

EMPLOYMENT

JOURNEY

Updated April 2020

Village President Eido Walny Village Manager Andrew K. Pederson Chief of Police Douglas Larsson Administrative Services Director Lynn Galyardt Director of Bayside Communications Center Liane Scharnott

ONBOARDING

New Team Member Information

Employee Name: ___________________________________________

Start Date: ________________________________________________

Position Title: _____________________________________________

Work Phone: ______________________________________________

Work Email: ______________________________________________

TALENT ACQUISITION

1. Complete Hiring Authorization Form (attached) and receive hiring authorization from Village Manager.

2. Submit job ad to Administrative Services Director for posting on NEOGov. 3. Department Head coordinates other job posting locations. 4. Interview

a. Applicant is sent Spark Hire interview link via NEOGov application submittal. b. Department Head c. Village Manager

5. Send Authorization for Release of Information Form (attached). 6. Contingent offer of employment letter (attached) from Village Manager, pending background

check and drug test. 7. Department Head coordinates background check and drug test.

a. Drug test locations (Village currently uses Concentra) b. Background Checks (Village currently uses Backgrounds Online) c. Send Reference Check Questionnaire to appropriate individuals

Basic Standard Deluxe Comprehensive

Used For: DPW Seasonal Employees Temporary Employees Interns

Used For: DPW Employees Administrative Staff

Used For: IT Staff Dispatchers Department Heads Assistant Village Manager

Used For: Chief of Police Village Manager Police Officers

Criminal History (CIB/FBI) DMV/License Check CCAP Interview of past employers Reference Check Previous Address/State Check Education Verification Social Security Number Trace Sex Offender Registry Search Terrorist Watch List Search

Basic + Credit Check Wants & Warrants Search

Standard + Motor Vehicle Record Search

Deluxe + Previous Address/State Check Psychological Evaluation Interview of past employers, neighbors, etc. Education Verification Employment Verifications

8. Send formal offer letter of employment (attached).

PRE-EMPLOYMENT

______________________________________________________________________________________________

Administrative Services Director Add new employee to applicable Constant Contact lists, Village website directory, employee intranet, and phone system

Department Head

Establish employee start date

Organize prepare workstation, and order necessary items

Compile applicable department orientation materials and organize equipment

I.D. Badge

Cell Phone

Computer

Building Keys/Key Fob Credit Card

Desk/File Keys

Office Supplies

Safety Equipment

Tools/Uniform

Weapon (PD only)

Coordinate with IT to set up email, computer with server access and necessary applications, and cyber

security training

Write new employee introduction article for Employee Newsletter with brief bio and start date

Have Administrative Services Director and Village Manager sign off Wage & Benefit Authorization Form

(attached)

Establish training and professional development schedule for new employee

HAVE EVERYTHING READY FOR NEW EMPLOYEE’S FIRST DAY!

START (days 1-7)

1. Supervisor welcomes and introduces new employee to staff. 2. Department Head provides intial orientation.

3. Human Resources and Building Administrator provides HR orientation.

Department Head

Employee Intranet Organizational & Community Values Policies & ExpectationsPersonnel ManualSafety ManualBenefits & CompensationInsuranceMiPayOnline OverviewEmployee DiscountsWellness Program

Administrative Services Director

Department Policies & Procedures Technology Email Coordinate tour of facilities and Village Introduce new employee to Village Manager Coordinate with police department for employee ID picture Assign a peer resource for new employee Give new employee Orientation Feedback Form (attached) Provide New Employee Self-Review Form (attached)

MiPay Department Training after employee has submitted all forms to Administrative Services Director and has received an email request via work email system.

4. Human Resources and Building Administrator follows up to make sure all forms have been turned in.

Due Dates for forms:

Give forms to Director of Administrative Services if not specified.

EXTENDED (days 8-45)

1. Meet with Department Head and Village Manager for 1 month status check. 2. Supervisor monitors performance and provides feedback. 3. Complete Federal Emergency Management Agency (FEMA) National Incident Management System

(NIMS) online classes if applicable and provide certificates of completeion to the Director of Finance & Administration for personnel file.

NIMS Course Requirements Positions

ICS-100 Introduction to Incident Command System ICS-200 Basic Incident Command System

All full-time Village employees

ICS-300 Intermediate Incident Command System for Expanding Incidents

Village Manager, Assistant Village Manager, DPW Field Supervisor, Public Safety Communications Staff, Police

ICS-400 Advanced Incident Command System Village Manager, Assistant Village Manager, Director of Finance & Administration, Public Safety Communications Staff, DPW Field Supervisor, Police

IS-700 A NIMS An Introduction Village President, all full-time Village employees IS-800 National Response Framework, An Introduction Village Manager, Assistant Village Manager, DPW full-

time Staff, Public Safety Communications Staff, Police ICS-907 Active Shooter: What You Can Do Public Safety Communications Staff, Police

Start date

•W-4 Form

•I-9 Form

•Direct Deposit Authorization Agreement

•Emergency Contact Sheet

•Health Insurance Application

•Dental Insurance Application

•Wellness Program Agreement

•Life Insurance Enrollment Form

Employee sends directly to address on form

•Life Insurance Beneficiary Designation Form

Within 3 days of start date

•Employee Handbook & Code of Ethics and Conflict of Interest Statements

•Safety Manual

Within 5 days of start date

•Orientation Feedback Form to Village Manager

4. Department Head collects New Employee Self-Review Form. 5. Supervisor and employee overview the performance evaluation system and set future

performance and professional development goals.

INTEGRATION (beyond day 45)

1. Establish monthly performance, professional development, operational, and organizational review meetings between employee and supervisor.

2. Department Head provides performance review and completes a Wage & Benefits Authorization Form (attached), if applicable.

3. Director of Administrative Services collects Section 125 Flexible Benefit Plan at 6 months.

STAY INTERVIEW

From time to time, the Village Manager or Department Heads will conduct stay interviews with

tenured employees.

OFF-BOARDING

Supervisor completes the Employee Separation Form (attached).

Supervisor

Letter of Resignation has been received and submitted to Village Manager

Notify Administrative Services Director of departure (COBRA notice must be mailed to employee within 5 days of resignation date)

Notify employee that issued equipment must be returned on or prior to last day

Notify IT to remove individual access from technology

Develop a transition and coverage plan for vacant position

Exit Survey has been completed

Complete checklist to verify items have been returned

Administrative Services Director

Coordinate post-employment benefits

Provide employee with separation benefit calculations

Authorization for Release of Information Form

To Bearer of this Permission Form:

I hereby authorize and request any present or former employer, school, credit bureau, financial institution,

agency, government entity, military service, licensing authority or other persons having knowledge about

me, to furnish bearer with any and all information in their possession regarding me in connection with an

application for employment. I authorize the search of any Internet records which pertain to my employment

or my ability to attain job goals. I am willing to have a copy of this authorization be accepted with the same

authority as the original, and I specifically waive any written notice from any present or former employer

who may provide information based upon this authorized request. I understand this authorization is to be

part of the written employment application that I sign.

This notice services as consumer notification that a report will be requested and used for the purpose of

evaluating me for employment, promotion, reassignment, or retention as an employee.

Date: ________________________________________

Print Applicant’s Name: ___________________________________________________________

Applicant’s Signature: _____________________________________________________________

For Record Identification Purposes Only:

Date of Birth: ____________________________________________________________________

Social Security Number: _______-_______-________

Driver’s License Number: ___________________________________________________________

Current Street Address: ____________________________________________________________

City, State, Zip Code: _______________________________________________________________

Telephone Number: _________________________

Have you ever been employed under another name(s)? Yes___ No___

If so, please print here: ____________________________________________________________

Please list your addresses of residence during the last 10 years:

1. _____________________________________________

_____________________________________________

2. _____________________________________________

_____________________________________________

3. _____________________________________________

_____________________________________________

Hiring Authorization Form

Position: _________________________________

Department: ______________________________

Purpose of Hire:

Proposed Job Advertisement:

_________________________________________________________________________________

___________________________________________________________________________

Proposed Job Advertisement Locations:

_________________________________________________________________________________

___________________________________________________________________________

Estimated Pay Range: $__________ - $___________

Estimated hiring process expenses: $_____________

Timeline:

1) Job Posting: __________________________________

2) Application Deadline: __________________________

3) Interviews

a) Spark Hire: _____________________________

b) In-Person: ____________ 2nd: ____________

4) Anticipated Hiring Date: ________________________

Proposed Job Description Changes:

_________________________________________________________________________________

_________________________________________________________________________________

___________________________________________________________________________

_________________________ ____________ _________________________ ____________

Department Head Signature Date Village Manager Signature Date

❑ New Position ❑ Promotion ❑ Temporary Seasonal Intern

Attach Job Description

(Date)

(Recipient Name) (Street Address) (City, State, Zip Code)

In Re: Conditional Offer of Employment Dear Mr. / Ms. __________: The Village of Bayside extends you a conditional offer of employment for the position of _________________________, with a starting pay of $__.__ per hour. You must meet the terms and conditions listed below before being hired by the Village of Bayside. A final offer of employment will be extended only after all the requirements established by the Village are satisfied. All entering candidates for the position of _________________________ are required to successfully comply with the same terms and conditions. Since your background investigation may not be completed prior to your starting date, you may be required to sign an additional form acknowledging the Village’s right to terminate you if the background investigation would negatively impact your ability to perform your duties.

Please feel free to give me a call if you have any questions.

We look forward to welcoming you to our team at the Village of Bayside!

Sincerely,

Andrew Pederson Village Manager

Reference Check Questionnaire

CANDIDATE: 1. How do you know this candidate?

Click here to answer Question 1

2. How long have you known the candidate? Years: Year Months: Choose months

3. Do you feel the candidate will be effective in a job where helping other people is a key responsibility?

Yes ☐ No ☐

Explain: Click here to explain your answer to Question 3

4. Do you consider the candidate to be an honest person? Yes ☐ No ☐

Explain: Click here to explain your answer to Question 4 5. How does the candidate deal with difficult problems or emergencies? Click here to answer Question 5 6. Does the candidate keep his/her commitments on time and as agreed? Click here to answer Question 6

7. Does the candidate presently engage in illegal drug use? Yes ☐ No ☐ Explain: Click here to explain Question 7 8. Has the candidate expressed or displayed any bias or prejudice towards others? Yes ☐ No ☐ Explain: Click here to explain your answer to Question 8 9. Would you trust the candidate with your own personal safety or that of your family? Yes ☐ No ☐ Explain: Click here to explain your answer to Question 9 10. Please provide any other information about the candidate that you feel might be relevant to the background

investigation: 11. List other personal references we may contact regarding the candidate: Name: Enter First and Last Name Name: Enter First and Last Name Address: Enter Street Address Address: Enter Street Address Enter City, State Zip Enter City, State Zip Phone: Enter Phone Number Phone: Enter Phone Number Email: Enter Email Address Email: Enter Email Address

Thank you for your assistance.

Signature/Name: Signature or Name Date: Date Address: Street Address

City, State Zip Email: Email Address

PLEASE RETURN THE QUESTIONNAIRE TO: (name)@baysidewi.gov

(Date)

To whom it may concern:

(First Name Last Name) has applied for the position of (title or position), with the Village of Bayside. We are informed that you may be able to furnish information of value concerning the candidate’s qualifications. Please assist us by expressing your opinion of this individual and answering the questions on the attached questionnaire. Your responses are absolutely privileged under the law. We rely upon well-informed individuals to assist us in the selection of personnel who are qualified for public service and who will maintain high standards of performance in municipal services. Your cooperation and an early reply in this matter will be appreciated. Thank you,

(Name)

Village of Bayside 9075 Regent Road, Bayside WI 53217 (name)@baysidewi.gov

(Date)

(Recipient Name) (Street Address) (City, State, Zip Code) In Re: Formal Offer of Employment

Dear Mr/s. _________: The Village of Bayside would like to formally extend an offer to you for the position of ______________ _______________. We believe you will be an excellent addition to our team and are very much looking forward to having you on board.

As we discussed, your salary will be $______ per year and will be paid on a bi-weekly basis. Additionally, we will provide medical and dental coverage, _________, and _________ weeks of paid vacation. Your starting date will be ______________.

Your employment with the Village of Bayside is at-will and either party can terminate the employment relationship at any time.

If you choose to accept this job offer, please sign this letter and return it to us at your earliest convenience. Please note that this offer will expire on ___________.

Please feel free to give me a call if you have any questions.

We are excited to have you join our team at the Village of Bayside! Sincerely, Andrew Pederson Village Manager I hereby accept the _________________________ position. ________________________________________ ___________________ Signature Date

Orientation Feedback Form

Here at the Village of Bayside, we value your input! It would be appreciated if you could fill out the

following form with your thoughts and suggestions regarding your orientation and return it to

your department head within 5 days. If you have any questions, never hesitate to ask your

supervisor.

Very Unhelpful

Unhelpful Neutral Helpful Very

Helpful Ways to improve this…

Presentation of Organizational & Community Values

Tour of Village

Policies and Expectations

Benefits and Compensation

Safety Manual

Personnel Manual

Wellness

Payroll

Technology Demonstration

Job Shadowing with your Peer Resource

For the following section, we are interested in your satisfaction with specific aspects of your orientation.

Very Unhelpful

Unhelpful Neutral Helpful Very Helpful Ways to improve this…

Relevance of topics covered

Clear and understandable benefits and compensation packet

Overall welcome by immediate supervisor

Explanation of department policies and procedures

On-the-job training

Acquisition of equipment for position

Supportive and timely feedback from supervisor

Content and usefulness of training materials

If you have any further suggestions or comments regarding the orientation process so far, we encourage you

to tell us below, and in the future!

Comments:

New Employee Self-Review Form

Employee Name: __________________________________________________________

Performance Review Period: _________________________________________________

Please answer the questions below, using additional pages as necessary, and provide to your supervisor

prior to review meeting.

1) List what job activities have gone well for you so far with the Village.

2) Where have you experienced difficulties, challenges, or obstacles so far?

3) Is there some way you would like to contribute more to the Village?

4) As a new employee, what suggestions do you have for improving the efficiency, effectiveness, or service of

the Village?

5) What are the areas in which you need more training?

6) Are there any goals you would like to achieve while working for the Village? How can your supervisors

help you achieve these goals?

Wage & Benefit Authorization Form

Personnel/Payroll Action

Name: ___________________________________ Department: __________________________________

Position: _________________________________

Action & Pay Changes

❑ New Hire

❑ Pay Increase

❑ Performance Evaluation Completed

Starting Pay: $_______________________ Comments: ________________________

Pay Increased to: $_______________________ __________________________________

Merit Pay Amount: $_______________________ __________________________________

Other: $_______________________ __________________________________

Effective Date: _______________________ __________________________________

Status Change

From: ________________________________________________________

To: __________________________________________________________

Additional Information: _______________________________________________________________

Recommendation

Recommended: __________________________________ Date: ________________________

Department Head

Approved: _______________________________________ Date: ________________________

Director of Administrative Services

Approved: _______________________________________ Date: ________________________

Village Manager

Employee Separation Form Employee Name: _________________________________________________________________________

Position Title: _______________________________ Department: _________________________________

Work Phone: ________________________________ Email: ______________________________________

Last Day of Work: ____________________________

Reason for Leaving:

❑ Retirement ❑ Transfer ❑ Promotion ❑ Termination

❑ Layoff

❑ Other:

If transferring/promoting:

Future Department: _____________________________ Future Position: ____________________________ Future Supervisor: ________________________________________________________________________

ITEMS TO BE RETURNED (if applicable) ❑ I.D. Badge ❑ Cell Phone ❑ Building Keys/Key Fob ❑ Credit Card ❑ Desk/File Keys ❑ Tools/Uniform ❑ Laptop ❑ Safety Equipment ❑ Weapon (PD only)

EMPLOYEE ACTIONS Date Completed

Submit a formal letter of resignation/termination to supervisor with appropriate notice.

Complete the Exit Survey prior to last day of work and return.

Participate in an Exit Interview.

Return all Village issued equipment on or before the last day of work.

Clean workspace of all personal artifacts.

SUPERVISOR ACTIONS Date Completed

Letter of Resignation has been received and submitted to Village Manager.

Notify employee that issued equipment must be returned on or prior to last day.

Notify IT to remove individual access from technology.

Develop a transition and coverage plan for vacant position.

Exit Survey has been completed.

Complete checklist to verify items have been returned.

Director of Finance & Administration coordinates post-benefits and provides employee with separation benefit calculations.

Exit Survey

Please follow all directions as indicated to allow for proper tabulation of responses. Please read each survey question, and then select the most accurate response using the scale shown.

Which department did you work in?

□ Dispatch □ Administrative Services □ Police □ Public Works □ IT

How long were you been a member of our organization?

□ Less than 1 year □ 1 - 5 years □ 6 - 10 years □ 11-15 years □ 16 - 20 years □ More than 20 years

Would you recommend employment at the Village of Bayside to a friend?

□ Definitely not □ Probably not □ Maybe □ Probably would □ Definitely

Please read the following statements about employee respect and then answer accordingly.

Strongly Disagree

Moderately Disagree

Slightly Disagree

Slightly Agree Moderately

Agree Strongly Agree

Supervisors treated me with respect

Organization respected me

Organization valued me

Coworkers cared about me

Encouraged to offer ideas and suggestions

Able to make decisions and solve problems

Received useful and constructive feedback from my supervisor

Supervisors kept me well informed

Organizational communication was frequent enough

Adequate communication between departments

Communication was encouraged in the organization

Had access to the information I needed to do my job

Encouraged to think independently

Had opportunities to learn and grow

Had the materials and equipment to do my job

Received the training I needed to do my job well

Work was stimulating

Encouraged to learn from my mistakes

Strong teamwork in the workplace existed

Departments support each other in respective goals

Information and knowledge are shaped openly

People in this organization trust one another

Deadlines for my job were realistic

Workload was reasonable

My supervisor treats all his/her employees fairly

I was always treated fairly by my supervisor

Please read the following questions related to your working conditions and employee benefits, and then answer accordingly.

Strongly Disagree

Moderately Disagree

Slightly Disagree

Slightly Agree

Moderately Agree

Strongly Agree

I believed my job was secure.

My supervisor made me feel like an important team member

I understood my benefit plan

My physical working conditions were satisfactory

My workplace was well maintained and safe

I was satisfied with...

Amount of Paid Time Off (PTO)

Health Insurance Benefits

Paid Holidays

Dental Insurance Benefits

Deferred Compensation Plan

Life Insurance Plan

Flexible Spending Plan

What improvements would have enhanced your ability to do your job more successfully?

Thank you for completing the survey. We appreciate your service to the Village of Bayside. Best wishes in all of your future endeavors.