New Employee Orientation

CLAYTON COUNTY GOVERNMENT Pamela R. Ambles, Director 120 Smith Street, Jonesboro, Georgia 30236 (770) 477-3239 REVISED: June 2, 2020

AGENDA 8:30 a.m. Welcome and Introductions 08:40 a.m. – 09:30 a.m. ❖ Discuss Agenda ❖ Discuss Open Door Policy 09:30 a.m. – 10:00a.m. Benefits ❖ Leave Benefits 10:00 a.m. – 10:20 a.m. ❖ FMLA 10:20 a.m. – 10:40 a.m. ❖ Other General Benefits 10:40 a.m. – 11:10 a.m. Retirement Benefits (Guest Speaker) 11:10 a.m. – 11:30 a.m. ❖ Clayton County Employee Retirement System 11:30 a.m. – 12:00 p.m. ❖ Deferred Compensation ❖ Disability Benefits 12:00 p.m. – 01:00 p.m. Inmate Rules (Guest Speaker) 01:00 p.m. – 01:45 p.m. ❖ Discussion of Expectations When Interacting with Inmates 01:50 p.m. – 04:25 p.m. Payroll Processing (Guest Speaker) ❖ Discussion of You and Your Paycheck 04:30 p.m. Insurance Benefit Coverages (Guest Speaker) ❖ Health and Dental Plan Coverages ❖ Workers’ Compensation ❖ Driver Liability Safety and Liability (Guest Speaker) ❖ Vehicle Safety, Reporting and Consequences ❖ General Safety Civil Service System ❖ Compensation (Guest Speaker: Your Paycheck and You) ❖ Civil Service Board ❖ Rules and Regulations (Guest Speaker: Inmate Rules) ❖ Appeals and Grievances Lunch Drug Policy and Employee Assistance Program ❖ Review Highlights of the Policy Diversity Management Sexual Harassment Prevention Policy ❖ Review Highlights of the Policy HIPAA and Clayton County’s Privacy Rule ❖ Review Highlights of the Policy Wrap-Up and Evaluations Page 2

TABLE OF CONTENTS SECTION I EMPLOYEE BENEFITS AND SERVICES SECTION II A. Benefits.............................................................................................................pages 5-27 SECTION III 1. Annual Leave .....................................................................................................5 SECTION IV 2. Sick Leave .......................................................................................................5-7 SECTION V 3. Family and Medical Leave ............................................................................8-15 SECTION VI 4. Annual Leave Donation ..............................................................................16-17 SECTION VII 5. Credit Union.....................................................................................................18 6. Holidays ...........................................................................................................18 7. Discounts..........................................................................................................18 B. Insurance Benefit Coverages ..........................................................................pages 19-24 1. Health Plan Coverages .....................................................................................19 2. Dental Plan Coverages .....................................................................................20 3. Life, Dental, Vision, Disability and Pre-Paid Legal Options ......................20-23 4. Workers’ Compensation..............................................................................23-24 C. Retirement Benefits ..................................................................................................25-26 D. Deferred Compensation ............................................................................................26-27 CIVIL SERVICE SYSTEM A. Clayton County’s Organization .....................................................................................29 B. Rules and Regulations Information................................................................................30 C. Compensation - Administration ................................................................................31-39 D. General Provisions....................................................................................................40-43 E. Appeal / Grievance Procedures .................................................................................44-51 DRUG POLICY AND ASSISTANCE PROGRAM A. Drug-Free Workplace ....................................................................................................53 B. Alcohol and Substance Abuse Policy Highlights......................................................53-57 C. Employee Assistance Program (EAP) ......................................................................57-58 DIVERSITY MANAGEMENT A. Defining Diversity ...................................................................................................60-62 B. Diversity Concepts and Issues ..................................................................................63-68 SEXUAL HARASSMENT PREVENTION POLICY A. Defining Sexual Harassment & Policy Highlights ...................................................70-73 B. Preventing Sexual Harassment & Policy Highlights.................................................73-74 HEALTH INSURANCE PORTABILITY & ACCOUNTABILITY ACT A. Overview of HIPAA .................................................................................................76-80 B. Clayton County Privacy Rules..................................................................................80-81 C. Roles & Responsibilities...........................................................................................81-82 D. Privacy Officials ............................................................................................................82 E. Enforcement/Penalties...............................................................................................82-84 F. Possible Work Scenarios ...........................................................................................84-85 ACKNOWEDGEMENT FORMS A. New Employee Orientation Acknowledgment Form.....................................................87 B. Inmate Rules .................................................................................................................88 Page 3

EMPLOYEE BENEFITS AND SERVICES SECTION I A. Benefits B. Insurance Benefit Coverages C. Retirement Benefits D. Disability Benefits E. Deferred Compensation Page 4

BENEFITS ANNUAL LEAVE Full time employees earn annual leave at the rate of four (4) hours per pay period. In addition to the normal accrual, employees receive an additional day for each two years of service. This bonus leave will be credited to the employee’s account as of the day following his or her anniversary; however, employees will not be credited with a total of more than 19 days of annual leave per year. Bonus Leave Schedule 2 to 3 years 1 day 4 to 5 years 2 days 6 to 7 years 3 days 8 to 9 years 4 days 10 to 11 years 5 days 12 + years 6 days Information from the Clayton County Civil Service Rules and Regulations states that “Annual leave may be accumulated for regular employees up to two hundred fifty-six (256) hours, and for Fire Department shift personnel up to four hundred fifty-six (456) hours. Annual leave earned in excess of the maximum levels, as of the last pay period for which compensation is paid in each calendar year, shall be converted to sick leave and placed in a reserve account. Such leave reserve may be used for service credit at the time of retirement in accordance with Rule 5.421 and for any other purpose as authorized under provisions of these Rules and Regulations.” In order to accrue the prescribed annual leave, the employee must be in “pay status” for five or more working days during the pay period. (Fire department shift personnel for 3 working days). Employees are not entitled to use any part of accumulated leave until the completion of at least 3 months of service; however, this will not preclude him or her earning and accumulating such leave. Employees, or their estates, shall be paid for all accrued annual leave not to exceed 256 hours (Fire department shift personnel-456 hours) at the time of termination of employment. Employees who terminate prior to the completion of 3 months of service are not eligible for compensation of accrued leave. SICK LEAVE Full time employees shall be entitled to earn sick leave at the rate of four (4) hours per pay period. In addition to the normal accrual, employees shall receive an additional day for each two years of service. Page 5

Bonus Leave Schedule 2 to 3 years 1 day 4 to 5 years 2 days 6 to 7 years 3 days 8 to 9 years 4 days 10 to 11 years 5 days 12 + years 6 days Sick leave may be accumulated to a total not exceeding 720 hours (Fire department shift personnel- 1032 hours). Sick leave in excess of this amount, as of the last pay period of each calendar year, shall be placed in reserve status for service credit at time of retirement. To accrue the prescribed amount of sick leave, an employee must be in “pay status” for 40 hours or more during the pay period (Fire department shift personnel-54 hours). Sick leave may be used for personal illness or injury and/or an employee’s doctor or dentist appointments. Employees may use sick leave for the illness or injury of a family member provided the family member is domiciled with the employee and is related by blood or marriage to the employee or is in the employee’s legal custody and care. Sick leave cannot be used for employee’s family members routine doctor or dentist appointments, such as; immunizations, allergy shots, orthodontic, physicals, etc. Applications for sick leave must be completed and approved for each used sick leave immediately upon return to work (see following sample). Department Heads may require a doctor’s certification or other suitable proof of illness or injury. Employees may take up to 3 consecutive calendar days of sick leave in the event of a death of a member of their immediate family. Immediate family shall be defined as: parent or guardian, brother, sister, child, spouse, grandparent, grandchild, and the employee’s spouse’s parent or guardian, brother, sister, child, grandparent, or grandchild. As with annual leave accrual, employees are not eligible to use any part of accumulated sick leave until completion of 3 months of service; however, this will not preclude him or her from accumulating leave during this time. Upon termination of employment, employees shall not be compensated for accrued, unused sick leave. Page 6

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FAMILY & MEDICAL LEAVE ACT Leave Entitlement The right to Family and Medical Leave (FMLA) applies equally to all eligible male and female employees. 1. FMLA allows eligible employees to take up to 12 weeks of unpaid leave during any 12- month period for: A. The birth of the employee’s child B. Placement of a child with the employee for adoption or foster care C. The employee’s need to care for a child, spouse, or parent who has a serious health condition D. The employee’s inability to perform the essential functions of his or her position because of a serious health condition E. Eligible employees may take leave for any qualifying exigency for a covered family member defined by law who is on active duty or has been notified of an impending call or order to support a contingency operation F. Eligible employees may take FMLA leave to care for a covered service member with a serious illness or injury in the line of active duty 2. Employees who have been employed for at least 12 months and worked at least 1250 hours during the 12-month period before FMLA leave is requested may be eligible for Family/Medical Leave. 3. An employee and spouse who are both employed by Clayton County and eligible for FMLA leave are permitted to take only a combined total of 12 weeks of leave during any 12 month period if the leave is for the birth of a child or care after birth; the placement of a child for adoption or foster care or care for a child after placement; to care for a parent - but not a parent-in-law, with a serious health condition; or to care for a covered service member who has suffered an injury or illness incurred during the line of active duty. 4. A husband and wife taking FMLA leave for the birth or placement of a child or to care for a covered service member who has suffered an illness or injury incurred in the line of active duty may take leave sequentially or on an overlapping basis, but cannot exceed 12 weeks total for the event. If one spouse is ineligible for FMLA leave, the other spouse is entitled to a full 12 weeks of FMLA leave. 5. If an employee and spouse are both employed by Clayton County and eligible for FMLA, both employees are entitled to take up to 12 weeks of FMLA leave if the leave is to care Page 8

for the other spouse who is seriously ill and unable to work, to care for a child (under the age of 18, unless the child has a physical/mental impairment) with a serious health condition, or for his or her own serious illness. FMLA leave is not permitted to care for a parent-in-law. 6. Employees may take leave for the birth, adoption, or foster care of a child intermittently or by working a reduced workweek with departmental approval. Only the time actually taken as FMLA leave shall be charged against the employee’s entitlement when leave is taken intermittently or on a reduced leave schedule. Entitlement to FMLA leave for birth or placement of a child expires 12 months after the birth or placement, and generally has to be taken in a block of time. 7. If an employee requests intermittent leave or a reduced work schedule to care for a seriously ill family member or for the employee’s own serious health condition and the need for leave is foreseeable based on planned medical treatment, the employee may be temporarily transferred to an available alternative position with equivalent pay and benefits. The employee must be qualified for the position and the position must accommodate recurring periods of leave better than the employee’s regular position. Leave Requirements Medical Certification 1. Employees requesting FMLA Leave to care for a seriously ill spouse, child or parent, or due to the employee’s own serious health condition that makes the employee unable to perform the essential functions of the employee’s position, must be supported by medical certification signed by the health care provider of the employee or the employee’s ill family member. 2. Medical Certification for FMLA Leave must include a statement from the attending health care provider certifying that the employee is unable to perform the essential functions of his or her position, or is needed to provide care for a seriously ill family member. The need to care for a family member shall encompass both physical and psychological care situations where the employee may be needed to fill in for others who are caring for the family member; to make arrangements for changes in care, such as transfer to a nursing home; situations where the family member’s condition itself is intermittent; or where the employee is only needed intermittently. 3. Certification from a health care provider must be provided at the time of the request for FMLA Leave, or in the case of unforeseen leave, certification must be provided soon after leave commences. Page 9

4. In the case of foreseeable leave, an employee who fails to provide medical certification within 15 calendar days of the request for FMLA Leave, shall be denied leave until the required medical certification is provided. 5. When the need for FMLA Leave is not foreseeable, an employee must provide medical certification within 15 calendar days. If an employee fails to provide medical certification within 15 calendar days of the request, continuation of leave shall be denied. 6. If FMLA Leave is taken for the employee’s serious health condition, and the medical certification provided is inadequate and/or questionable, the County reserves the right to require a second and/or third medical opinion at the County’s expense. 7. If FMLA Leave was taken for the employee’s serious health condition, certification may be required at the conclusion of FMLA Leave attesting that the employee is fit for duty and able to return to work. If required, restoration to active duty shall be denied until medical certification is provided. FMLA Notification 1. In the event FMLA Leave is foreseeable based on a planned medical treatment, employees should schedule treatment so as not to unduly disrupt department operations. 2. Employees must provide at least 30 days advance notice before FMLA begins if the need for the leave is foreseeable for the expected birth, the placement for adoption or foster care of a child, or a planned medical treatment for a serious health condition of the employee or a family member. FMLA Leave expires 12 months after the date of the birth of a child or placement for an adoption or foster care. 3. If an employee fails to give a 30 days’ notice for foreseeable leave with no reasonable excuse, leave may be denied or at least delayed until 30 days after the date the employee provides notice of the need for the FMLA Leave. 4. When the need or approximate timing is not foreseeable, an employee should give notice for FMLA Leave as soon as practicable, preferably within at least one or two working days. Notice should be provided either in person, by telephone, fax, or other electronic means. Notice may be given by the employee’s spouse, family member, or other responsible party if the employee is unable to do so personally. 5. Request FMLA Leave to your supervisor. Your supervisor will coordinate a meeting between you and the Human Resources Department representative responsible for the Page 10

FMLA processes. At the interview, the representative will determine eligibility; verify leave dates; and gather additional data if necessary. Take your medical certification with you. Employment Protection 1. An employee who takes FMLA leave will return to the same position that the employee held when leave started, or to a comparable position with equivalent benefits, pay, and other terms and conditions of employment. FMLA does not entitle a restored employee to any more rights, benefits, or employment beyond that to which the employee would have been entitled had the employee not taken FMLA Leave. 2. Leave will not result in the loss of any previously accrued seniority or employment benefits; however, additional leave (sick or annual) time does not continue to accrue while the employee is on unpaid FMLA leave. 3. Any employee who fraudulently obtains FMLA is not protected by FMLA job restoration provisions, and is subject to disciplinary action up to and including termination or suspension. Health Benefits Protection 1. Employees continue to receive benefits for up to 12 weeks during family leave on the same terms and conditions as for active employees. Employees must continue to pay appropriate premiums, co-payments, deductibles, and other out-of-pocket costs for the duration of the leave. 2. In the case of paid FMLA leave, the County’s and the employee’s share of the health plan premiums shall be paid in the customary manner through payroll deductions. 3. Employees taking unpaid FMLA Leave, must make payment arrangements with the Human Resources/Benefits & Insurance Division at 770-477-3590, and remit payment for health plan premiums by the agreed upon due date. 4. If an employee taking unpaid FMLA Leave does not make full payment for health plan premiums within 30 days of the due date, health coverage will cease on the date the 30- day grace period ends. Upon the employee’s return to work, health benefits shall be restored at the same level and terms as when leave began. Page 11

5. Any employee who fraudulently obtains FMLA Leave is not protected by FMLA job restoration and maintenance of health benefits provisions and is subject to disciplinary actions up to and including termination or suspension. 6. If an employee fails to return to work at the end of the leave period because of a serious health condition, the employee must provide a medical certification from the health care provider of the employee or the employee’s family member to support the employee’s claim. If the employee fails to furnish the requested certification within 30 days of the request, the employee must reimburse Clayton County for the premiums if paid during the period of unpaid leave. An employee who does not return to work for at least 30 calendar days is considered to have failed to return to work and will be terminated. 7. If an employee fails to return to work after FMLA leave entitlement has expired, the employee must fully compensate the County for all health insurance premiums paid by the County during the period of unpaid leave, unless the reason the employee does not return to work is due to: A. The continuation, recurrence, or onset of a serious health condition that would entitle the employee to FMLA leave (either affecting the employee or an immediate family member); or B. Other circumstances beyond the employee’s control. FMLA Definitions Serious Health Condition - is an illness, injury, impairment, or physical or medical condition that involves: 1. Any period of incapacity or treatment in connection with or consequent to inpatient care (i.e. an overnight stay) in the hospital, hospice, or residential medical care facility. 2. Any period of incapacity requiring absence from work, school, or other regular daily activities, of more than three calendar days, in addition thereto continuing treatment by or under the supervision of a health care provider. Employee’s incapacitation for more than three calendar days plus 2 visits to a healthcare provider. The two visits must occur within 30 days of the first day of incapacity, with the first occurring within seven days of the first day of incapacity. 3. Continuing treatment by or under the supervision of a health care provider for a chronic or long-term health condition that is curable or so serious that, if not treated, would likely result in a period of incapacity of more than three calendar days; and for prenatal care. Page 12

Under chronic serious health conditions, the employee must visit the health care provider at least twice per year. 4. Possible serious health conditions include: _____________________________________ ________________________________________________________________________ Any health or medical condition that meets all the conditions as outlined in the definition of a serious health condition as outlined above can be considered a serious health condition. Son or Daughter - A biological, adopted, or foster child, a stepchild, a legal ward, or a child of a person standing in loco parentis, who is under 18 years of age or 18 years of age or older and incapable of self-care because of a mental or physical disability. Spouse - A husband or wife as defined or recognized under State Law for purposes of marriage, including common law marriage. Parent - The biological parent of an employee or an individual who stands or stood in loco parentis to an employee when the employee was a child. This term does not include parents-in-law. Covered Service Member - A member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness. Health Care Provider 1. A doctor of medicine or osteopathy who is authorized to practice medicine or surgery by the State in which the doctor practices. 2. Podiatrists, dentists, clinical psychologists, optometrists, and chiropractors (limited to treatment consisting of manual manipulation of the spine to correct a subluxation as demonstrated by X-ray to exist) authorized to practice in the State and performing within the scope of the law. 3. Nurse practitioners and nurse-midwives who are authorized to practice under State Law and who are performing within the scope of the Law. 4. Christian Science practitioners listed with the First Church of Christ and Scientist in Boston, Massachusetts. Continuing Treatment by a Healthcare Provider Page 13

1. The employee or family member in question is treated two or more times for the injury or illness by a health care provider. Requires visits to health care provider or to a nurse or physician’s assistant under the direct supervision of the health care provider. 2. The employee or family member is treated for the injury or illness two or more times by a provider of health care services (e.g. physical therapist) under orders of, or on referral by, a health care provider, or is treated for the injury or illness by a health care provider on at least one occasion which results in a regimen of continuing treatment under the supervision of the health care provider - for example, a course of medication or therapy - to resolve the health condition. 3. The employee or family member is under the continuing supervision of, but not necessarily being actively treated by, a health care provider due to a serious long-term or chronic condition or disability which cannot be cured. Examples include persons with Alzheimer’s, persons who have suffered a severe stroke, or persons in the terminal stage of a disease who may not be receiving active medical treatment. Incapable of Self-Care - The individual requires active assistance or supervision to provide daily self-care in several of the activities of daily living such as caring appropriately for one’s grooming and hygiene, bathing, dressing, eating, cooking, cleaning, shopping, taking public transportation, paying bills, maintaining a residence, using telephones and directories, using a post office, etc. Intermittent Leave - Leave taken in separate periods of time due to a single illness or injury, rather than for one continuous period of time, and may include leave taken on an occasional basis for medical appointments, or leave taken several days at a time spread over a period of six months, such as for chemotherapy. Reduced Leave Schedule - Leave schedule that reduces the usual number of hours per workweek, or hours per workday, of an employee. Equivalent Position - Position with the same pay, benefits, and working conditions. Involves the same or substantially similar duties and responsibilities, and must entail substantially equivalent skill, effort, responsibility and authority. Physical or Mental Disability - A physical or mental impairment that substantially limits one of the major life activities of an individual as defined under the Americans with Disabilities Act. In Loco Parentis 1. A person who had day-to-day responsibilities to care for and financially support a child; or Page 14

2. The person who had day-to-day responsibility to care for and financially support the employee when the employee was a child. A biological or legal relationship is not necessary. Unable to Perform the Functions of the Position - The health care provider certifies that the employee is unable to work at all or is unable to perform any of the essential functions of the employee’s position within the meaning of the Americans with Disabilities Act. ADA DEFINITIONS Physical Impairment Any physiological disorder, or condition, cosmetic disfigurement, or anatomical loss affecting one or more of the following body systems: neurological, musculoskeletal, special sense organs, respiratory (including speech organs), cardiovascular, reproductive, digestive, genitourinary, hemic and lymphatic, ski, and endocrine. Mental Impairment Any mental or psychological disorder, such as mental retardation, organic brain syndrome, emotional or mental illness, and specific learning disabilities. Major Life Activities These are some of the activities that an average person can perform with little or no difficulty: Sitting Standing Lifting Walking Seeing Speaking Breathing Learning Reading Hearing Caring for oneself Performing manual tasks Working The law has been expanded to include bodily functions such as: Immune System Normal Cell Growth Digestive Bowel Bladder Neurological Brain Respiratory Circulatory Endocrine Page 15

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CREDIT UNION The Southern Federal Credit Union offers services to Clayton County employees with the convenience of banking services. There are many branch locations as well as ATM locations. There is a minimum balance of $25.00 to open an account. Membership is open to immediate family members including spouse, siblings, parents, children, grandchildren, and grandparents who are related by blood or marriage. Call for more information at 770-719-1111 or visit www.southernonline.org. HOLIDAYS Actual dates are determined yearly by the Clayton County Board of Commissioners and forwarded to the departments for posting. If any holiday falls on a Saturday or Sunday, the Board of Commissioners will determine the actual date. Holidays established by the Board of Commissioners are as follows: Holiday # of Days When New Year’s Day 1 January 1st of each year Martin Luther King, Jr.’s Birthday 1 Monday following January 15th National Memorial Day 1 Last Monday of every May Independence Day 1 July 4th of each year Labor Day 1 First Monday of every September Thanksgiving Holidays 2 Thanksgiving Day (Thursday) and following day (Friday) Christmas Holidays 2 Christmas Day and one additional day (either Christmas Eve or the day Personal Holiday 1 after Christmas Day) Any one day taken between July 1st and June 30th each fiscal year AVAILABLE DISCOUNTS Periodically, Clayton County employees are privy to discounts offered by various merchants. To find out what’s available, contact the HR Professional Development and Employee Relations Division at 770-472-7624, in the Human Resources Department. Page 18

CLAYTON COUNTY BOARD OF COMMISSIONERS INSURANCE BENEFIT COVERAGES AVAILABLE Clayton County offers you a choice between two Health Plans; One dental Plan; one Vision Plan; Group Term Life; Long-Term Disability; Short Term Disability; Flexible Spending Accounts; and other Voluntary Benefit Plans. Coverage becomes effective two months from your full-time employment date as a Clayton County employee. Neither of the medical plans have a pre-existing condition clause. Our Group Coverage permits you to cover your legal spouse, dependent children and adult children up to age 26. Clayton County currently pays 79% of the cost of the monthly premiums for the Lifestyles Options of the Clayton County Self-Funded Medical Plan and Kaiser HMO Plan and Self-funded Dental Plan Option 1, and you are required to pay 21% of the premium. Clayton County pays 79% of the premium for the Self-funded Dental Plan Option I with your contribution being 21%; and pays 51% of the cost of the monthly premiums for the Clayton County Self-Funded Dental Plan Option II with your required contribution of 49%. Your portion of the cost may be deducted “pre- tax” under the provisions of the Clayton County Flex Plan. You are permitted to make mid plan year changes if you have a family status change (marriage, divorce, birth, loss or gain of other coverage, etc.) as long as you notify the HR Department, Benefits Division within one month of the event and provide documentation of the event that qualifies the family status change. You must provide copies of your Marriage Certificate at the time of enrollment in order to have your spouse covered and copies of all Birth certificates, Court Order, or other Legal Documents in order to have children covered. Failure to provide the documentation will result in coverage not being extended on your dependents. MEDICAL Clayton County Self-Funded Medical Plan: There are three options available. The Lifestyles Option provides a greater benefit and has a lower premium for your participation in a wellness program. The Standard Option provides a lesser benefit and a higher premium for not participating in a wellness program. The Basic Option is a High- Deductible Health Plan and does not include office copayments. This plan utilizes the Aetna Choice POS II Network. With the three plan options, the plan will pay a greater percentage of the claim if you utilize an in-network provider. If you receive care from any non-network provider, you must pay a higher deductible and percentage of your expenses. Kaiser Permanente (HMO): There are two options available in this plan. The Lifestyles Option has a lower premium for your participation in a wellness program. The Standard Option has a higher premium for your non-participation in the wellness program. The Kaiser plan provides you a prepaid comprehensive plan of medical services. All health care is provided or arranged by a Kaiser Permanente physician, except in life threatening (emergency) cases. You must live or work in certain counties to be eligible for this option. Plan information can be found on the benefits Page 19

website at www.claytonbenefits.com or you may contact the Human Resources, Benefits Division for all current rates or other information at 770-477-3590. DENTAL Self-Funded Dental Plan: This plan allows you to go to any properly licensed dentist for your treatment. You may choose between two options; Option I provides coverage up to $1,500 per person per calendar year and Option II provides coverage up to $2,000 per person, per calendar year. Certain preventive and diagnostic services are paid at 100% with no deductible. Basic restorative services are paid at 80% of the network contracted fee or the usual, reasonable & customary charges, after a $50 deductible. Major restorative services such as periodontics and prosthetic services are covered at 50% of the network contracted fee, or the usual, customary and reasonable charges. Orthodontic claims are covered at 50% for children up to age 19 only, up to $1,500 or $2,000 lifetime maximum, dependent upon which option you choose. Plan information can be found on the benefits website at www.claytonbenefits.com. LIFE INSURANCE Clayton County provides Basic Life Insurance in the amount of $25,000 for a nominal fee. You are permitted to purchase Voluntary Life benefits Supplemental Life Insurance in the amount of 5 times your annual salary up to $500,000 ($200,000 is guarantee issue if elected within your first month of employment). You can also elect Spouse Voluntary Life on your legal spouse up to $250,000 ($50,000 guarantee issue if elected within your first month of employment) and Child Life coverage in the amounts of $10,000 or $20,000. The employee and spouse Life coverage’s include accidental death and dismemberment coverage which doubles the face amount of the coverage if death is a result of a covered accident. In the event of an accidental dismemberment, there are set amounts for the body part. Information can be found on the benefits website at www.claytonbenefits.com or contact the Human Resources Department, Benefits Division at 770- 477-3590. VISION Clayton County offers Voluntary Vision Benefits through Davis Vision to all full- time employees. This coverage is paid fully by the employee and provides fully integrated, comprehensive vision coverage. For the best benefit, you should utilize an in-network provider. This benefit covers a comprehensive eye exam annually as well as routine refractory exams. For more information and benefits, please go to our benefits website at www.claytonbenefits.com or call the Human Resources Department, Benefits Division at 770-477-3590. SHORT TERM DISABILITY Page 20

Clayton County offers a Group Voluntary Short-Term Disability Policy, insured through The Hartford Insurance Company. Like the other county sponsored coverage, you must be employed as a full-time employee for two months before this coverage can go into effect. This policy permits you to purchase salary protection in the event that you are disabled from working. The policy requires that you must be disabled for 1 month and have exhausted all full-pay benefits available to you from the County before receiving benefits from this plan and you will be eligible for the benefit for 3 months. You are permitted to purchase as little as 40% of your weekly earnings up to approximately 60% of your weekly earnings. The policy contains a pre-existing clause that you should read carefully to assure complete understanding. The cost of this protection varies based upon the amount of monthly coverage purchased and your age. Your premium will increase automatically when your age bracket changes, effective the 1st of the following benefit plan year. Your weekly benefits will increase annually if you have had a salary change. Please review the information contained in your insurance package carefully as this benefit could mean the difference in whether or not you could be financially secure in the event of your disability. The policy book is available on the benefits website at www.claytonbenefits.com. LONG-TERM DISABILITY Clayton County offers a Group Voluntary Long-Term Disability Policy, insured through The Hartford Insurance Company. Like the other county sponsored coverage, you must be employed as a full-time employee for two months before this coverage can go into effect. This policy permits you to purchase salary protection in the event that you are disabled from working. The policy requires that you must be disabled for 3 months and have exhausted all full-pay benefits available to you from the County before receiving benefits from this plan. You are permitted to purchase 60% of your monthly earnings. The policy contains a pre-existing clause that you should read carefully to assure complete understanding. The cost of this protection varies based upon the amount of monthly coverage purchased and your age. Your premium will increase automatically when your age bracket changes, effective the 1st of the following benefit plan year. Your monthly benefits will increase annually if you have had a salary change. Please review the information contained in your insurance package carefully as this benefit could mean the difference in whether or not you could be financially secure in the event of your disability. The policy book is available on the benefits website at www.claytonbenefits.com. FLEXIBLE SPENDING ACCOUNT The County offers a Medical Spending Account that you can participate in and have pre-tax deductions up to $2,550 annually taken from your pay check to cover most expenses for medical, dental and vision, such as office copays, deductibles, coinsurance, prescription copays, etc. The County also offers a Dependent Care Account that is used for child or adult day care services. You can elect to have up to $5,000 deducted pre-tax from your paycheck to be used toward these services. LEGAL SHIELD You are offered the opportunity to participate in a group pre-paid legal plan that is provided through Legal Shield. This plan provides you access to a reputable firm of attorneys in the event Page 21

you need legal services. The service provides unlimited toll-free telephone consultation for personal and business questions; personal letters/phone calls on your behalf, personal contract/document review; and will preparation and updates. In addition, many other services are either included or offered at a discount. You may enroll in or discontinue this plan at any time. Information can be located on the benefits website at www.claytonbenefits.com. COLONIAL LIFE INSURANCE Clayton County allows you to enroll in several Voluntary Plans. Payment for this coverage can be payroll deducted. For plan information, please visit our benefits website at www.claytonbenefits.com. AFLAC Clayton County allows you to enroll in several Voluntary Plans. Payment for this coverage can be payroll deducted. For plan information, please visit our benefits website at www.claytonbenefits.com. We hope this information has given you a brief overall view of the insurance benefits offered by Clayton County Board of Commissioners. If you have any questions, please contact our office at 770-477-3590. ANNUAL OPEN ENROLLMENT PERIOD During the month of March and/or April each year, there is a specified period that you may enroll for the first time in the Medical, Dental, Vision and other Voluntary Benefit Plans offered by the County. In addition, you may change your coverage selection as well as the family members you may wish to have enrolled. If you are adding dependent coverage for the first time, you must provide documentation of dependent eligibility along with the required enrollment forms in order for the dependents to be added to coverage. Failure to provide the required documentation will prevent the dependents from being added to coverage. All changes made during Open Enrollment are effective the first of the benefit plan year, which is June 1st. DEDUCTIONS Deductions are taken approximately one month in advance of your effective date for coverage. The premiums are paid by the employee as follows: • Medical premiums (can be deducted with pre-tax or post-tax monies) per month are split in half, taken from 1st & 2nd pay periods of each month • Dental premiums (can be deducted with pre-tax or post-tax monies) are deducted in their entirety from 1st pay period only • Life post-tax premiums are deducted in their entirety from 1st pay period only • Voluntary Life Insurance post-tax premiums are deducted from the 1st and 2nd pay period of each month Page 22

• Vision premiums (can be deducted with pre-tax or post-tax monies) are deducted in their entirety from the 2nd pay period only • Long Term Disability and Short-Term Disability post-tax premiums are deducted from the 1st & 2nd pay periods of each month • FSA pre-tax contributions are deducted from the 1st and 2nd pay periods of each month and are deducted the month of, not in advance • Pre-Paid Legal is deducted post-tax from 1st pay period only • Colonial is deducted post-tax from the 2nd pay period only • AFLAC is deducted post-tax from the 2nd pay period only *We have a total of 26 pay periods a year, 2 of which do not have any premiums deducted WORKERS’ COMPENSATION General Information All employees are protected under the statutory provisions of the Georgia Workers’ Compensation Law. Each employee is encouraged to promote a safe working environment and report any safety hazards to your supervisor. However, should you be injured while performing your job, you are entitled to quality medical care, and in some cases, income benefits. Report all injuries promptly to your immediate supervisor. If medical care is needed, you may seek care from any one of the physicians and/or groups listed on the Georgia Workers’ Compensation “Office Notice” Panel of Physicians which is posted in your department. Do not go to your personal physician. Should you become disabled from working, provide your immediate supervisor with certification from the Panel Physician outlining what limitations have been placed on you. All employees have a continuing obligation to cooperate with the health care provider in the course of treatment for work related injuries. Workers’ Compensation Medical Expenses Your medical expenses will be covered at 100% provided care is delivered by a Panel Physician or someone to whom the Panel Physician has referred you to. In addition, you are entitled to mileage allotment for transportation to and from the doctor as long as you are driving your personal vehicle, not a County vehicle. Full-Time Employee (Probationary), Part-Time, Temporary Employees If you are injured while still within your working test period or while you are temporary or part- time employee, you are eligible to receive the State benefit of sixty-six and two-thirds of your average weekly salary, up to a maximum of $575 per week, beginning on the 8th day of disability under Georgia State Workers’ Compensation entitlements. If you are disabled in excess of 21 days, you may be paid for the first 7 days or your disability. Full-Time Employee (Non-Probationary) Page 23

If you are a full-time employee and have completed your working test period, you will be entitled to 100% of your salary in lieu of Workers’ Compensation Benefits provided by Clayton County for up to 512 hours or 696 hours for 24-hour shift personnel in the event you are disabled from working as a result of an on-the-job injury. If the employee is physically unable to work after exhausting his or her100% full salary benefits, the employee may elect one of the following alternatives: ❖ Utilize all accrued sick leave benefits, and if necessary, utilize all accrued annual leave benefits before benefits are received under the provisions of the workers’ Compensation Act; or ❖ Receive benefits provided under the provisions of the Workers’ Compensation Act (sixty-six and two-thirds of your average weekly salary, up to a maximum of $575 per week) in lieu of utilizing accrued sick and/or annual leave benefits VEHICLE LIABILITY If you operate a County vehicle or equipment and are involved in an accident, DO NOT admit fault. Contact your supervisor and the proper authorities to have a police report made. Complete an Accident/Incident Report and send it to Risk Management. Clayton County’s Risk Safety Inspectors will investigate the claim and will work with the County’s Staff Attorney’s Office to determine liability. There may be instances that the employee may be at fault of the accident, but the County is not liable. If you operate a vehicle, you should be given a copy of the Vehicle & Driver Use Policy. Please contact the Risk Management Division immediately if you have any questions or if you need to report an accident at 770-477-3587. OTHER LIABILITY In other cases of liability (such as slips and falls, pot hole damage to vehicles, etc.) the County may have sovereign immunity, which means we cannot expend tax payers’ money to settle these types of claims. These claims also need to be reported via an Accident/Incident Report to the Risk Management Department immediately so an investigation can be completed to determine if the County is liable for damages and/or injuries. Please contact the Risk Management Department immediately at 770-477-3587 if you have any questions. Page 24

CLAYTON COUNTY BOARD OF COMMISSIONERS RETIREMENT BENEFITS CLAYTON COUNTY EMPLOYEE RETIREMENT SYSTEM Employees with a full-time employment status automatically become members of the Clayton County Public Employees Retirement System (CCPERS) or (Pension Plan) on their hire date. Both the County and each employee contribute a percentage of salary determined by the Pension Board. Currently the County contributes more than twice the amount each employee contributes. If employment is terminated before completing ten years of full-time service, all contributions made by the employee will be returned plus any interest credited under the Plan. If employment is terminated after ten years, then an employee may opt to withdraw contributions plus any interest or leave the contribution in the Pension Plan and draw benefits under the Plan. VESTED VS. CREDITED SERVICE Employment length is “how long” an employee has been working (years/months/days) with the County. However, work length calculations for Pension purposes are computed by work years and whole months. An employee becomes fully (100%) vested in the CCPERS after ten years of full-time employment status. This means that an employee is entitled to receive a pension benefit from the County’s pension plan when reaching Normal Retirement age. Credited service is vested service plus any “time” balance in the Reserve leave Account and the Sick Leave Account which, at the time of retirement, is calculated in whole months. The retirement benefit calculation is described below under the sub-heading Normal Retirement. The amount of distribution depends on which retirement time is chosen. There are three different time frames in which an employee may retire and receive a benefit from the Plan: Normal, Early, and Late (Deferred) Retirement. In addition, other retirement benefits such as disability retirement or death may be paid depending on the situation. NORMAL RETIREMENT The Normal Retirement Date is the first day of the month immediately following the earliest of the date you: • Complete 25 years of credited service and are at least 60 years of age; or • Attain age 62 with at least ten years of vested service Page 25

Pension Plan benefits generally begin on your normal retirement date and, depending on the option you choose, may continue to be paid monthly for your lifetime. The retirement benefit is calculated as “average monthly compensation for the highest 36 months of the past 60 months” multiplied by “years of credited service” multiplied by “2.5%.” The maximum distributed is 80%. You may choose among benefit payment options such as a 5-Year Certain and Life, 10-Year Certain and Life, or a Joint and Survivor Annuity (50%, 75%, or 100%). EARLY RETIREMENT There are two conditions under which an employee may retire early: 1. Complete 25 years of credited service and be at least 55 years of age; or 2. Complete 15 years of credited service and be at least 60 years of age The benefit will be reduced by 0.5% per month from age 55 (if you have 25 years of service) or from age 60 (if you have 15 to 24 years of service). You may choose to delay receiving your benefit any time between your termination and your normal retirement date. LATE RETIREMENT An employee may continue to work past the normal retirement date. Late retirement benefits are calculated similarly to normal retirement. DISABILITY BENEFIT In order to be entitled to a disability benefit, you must be totally and permanently disabled and have completed: • Three years of full-time service if the disability resulted from performance of duty; or • At least 10 years of vested service if the disability resulted other than performance of duty The monthly disability benefit is 30% of your monthly rate of compensation or your accrued benefit, whichever is greater, that begins on the first day of the month after the date the Pension Board determines you are totally and permanently disabled. The Pension Board relies on the Social Security Administration to determine if a participant is entitled to the receipt of Social Security Disability Insurance Benefit as one of its determinants of total disability. DEFERRED COMPENSATION As a supplement to Clayton County’s retirement plan, employees may participate in a Deferred Compensation Program. Deferred Compensation is a savings plan that can be used with the County’s retirement plan which allows all employees (full-time or part-time) to defer their salary into a savings plan. The minimum deduction allowed is $10.00 per pay period, and the maximum deduction allowed is determined each year by the IRS. You should receive a notice prior to the beginning each year providing this information. The amount deferred reduces current state and federal income taxes. Earnings on these deferrals also accumulate tax-free until withdrawn upon Page 26

retirement. In the event of termination of employment with Clayton County, an option of withdrawing the funds or leaving them to be invested can be made. Clayton County’s plan offers Target Retirement Funds which allow choices among well-diversified portfolios designed to fit any specific needs. Quarterly meetings by investment professionals are held to keep our County employees informed on the performance of funds. At retirement, a choice can be made from many flexible alternatives in receiving funds. If you would like more information, call Kerri Hathaway directly at 770-477-3295. Page 27

CIVIL SERVICE SYSTEM SECTION II A. Clayton County's Organization B. Rules and Regulations Information C. Compensation - Administration D. General Provisions E. Appeal / Grievance Procedure Page 28

CLAYTON COUNTY’S ORGANIZATION BOARD OF COMMISSIONERS The Clayton County Board of Commissioners is the governing authority of Clayton County. The Board of Commissioners consist of one Chairman (elected county-wide) and four part-time Commissioners (elected by districts). The chairman is responsible for day-to-day operations of the county departments and employees. Regular commission meeting days are held each month in the Commissioners’ Board Room at 112 Smith Street in Jonesboro. During these meetings, the board considers items ranging from budgetary issues, to road issues, to grants and local programs. These meetings are open to the public and are held on the first and third Tuesday of each month at 7:00 p.m. CIVIL SERVICE BOARD In March 1994, the General Assembly passed a Law (H.B. 2003, Act No. 945) to establish a Civil Service System for the employees of Clayton County. This Law repealed the Act creating and establishing a Civil Service System for Clayton County, approved April 2, 1963 (GA. L. 1963, p. 2747), and all amendatory laws. The Civil Service System is under the direction of a Civil Service Board which is composed of two members (Post 1 and 2) selected by the employees, one member (Post 3) selected by elected county officials, and two members (Post 4 and 5) selected by a majority vote of the governing authority of Clayton County. The Civil Service Board in accordance with the Civil Service System Rules and Regulations shall: A. Conduct hearings and render decisions solely on appeals by persons employed in the several departments and offices included in the Civil Service System who claim to have been improperly suspended, demoted, or dismissed. B. Conduct informal grievance hearings and render advisory opinions and recommendations on any matter properly brought before the board. C. Be authorized to make non-binding recommendations relating to amendments, additions, and deletions to the Civil Service System Rules and Regulations from time to time. Page 29

RULES AND REGULATIONS The purpose of these Rules and Regulations is to provide the legal framework within which the objectives of the Clayton County Civil Service System can be accomplished. These objectives are: ❖ To establish for the County a system of personnel administration based on merit principles and scientific methods for governing the appointment, promotion, transfer, layoff, removal, and discipline of its employees. ❖ To provide an equal opportunity to all qualified applicants to compete for employment on a basis of demonstrated merit and fitness. ❖ To promote high morale among County employees by providing good working conditions and opportunities for promotions. ❖ To develop a program of recruitment, training, advancement, and tenure that will make a career in the County service attractive to applicants who possess both ability and integrity. ❖ To assure that the County service is composed of employees who are qualified and competent, and who will discharge their duties in an efficient, effective, and economic manner. These Rules and Regulations have been promulgated in accordance with the Clayton County Civil Service System Act, as amended, and represent the governing provisions for the conduct and administration of the System. The official, current copy of the Clayton County Civil Service Rules and Regulations Manual is maintained in the Human Resources Department. In addition, each department is given a copy and provided with updates as they are adopted. Beginning with Compensation - Administration and ending with Appeal/Grievance Procedures you will find a few select rules and regulations which the Human Resources Department feels are important to your successful employment with Clayton County. Page 30

COMPENSATION - ADMINISTRATION YOUR PAYCHECK AND YOU Part of an on-going effort here at the County is to ensure that every employee receives compensation earned. There may be a series of questions that you have in regards to your paycheck and related information. Below is a brief outline of what is being discussed with you in regards to your paycheck. When Do I Get Paid? ✓ Generally, every other Thursday after 3:00 p.m. A pay calendar is available. ✓ Check financial institution to ensure funds are available before spending. ✓ Make sure address and phone number changes are up to date. My Paycheck is Wrong! ❖ Check with Supervisor to ensure correct number of hours are submitted to Payroll, timing of Personnel Action, check tax paperwork, and check any other deductions. ❖ If there is an overpayment, the County must be reimbursed. Things That May Affect Your Pay ❖ Taxes, Annuities, Health Insurance Benefits, Garnishments, Child Support, Student Loans, Bankruptcies, Levies, Tara Deductions, Fireman’s and Peace Officers pension, Merit Increases, Promotions, Demotions, Re-classifications, Cost of Living Adjustments, Longevity Pay, Overtime, etc....Confidentiality applies to anyone who works with payroll information and for those seeking information. Garnishments ❖ Garnishments are orders from the Courts to withhold against an employee’s earnings. This is not an option. ❖ This information is kept confidential and departments are not notified. However, some garnishments are served to a department then forwarded to the Finance Department/Payroll section. Making Changes Page 31

❖ Health Insurance benefits changes are handled by the Human Resources/Benefits & Insurance Division, Tara Credit Union changes must be made at their location; and, Fireman’s and Peace Officers Pension changes must be made at their offices. Taxes ❖ It is recommended that you make an adjustment on tax forms when your tax status change because of marriage, divorce, or birth/adoption of a child. Taxes cannot be changed over the phone. Retro-Active Pay/Longevity Pay/Lump Sum Pay ❖ There could be a time where extra income is made that is subject to the supplemental wage rules of the Fair Labor Standards Act. Generally, the lump sum amounts are subjected to 27% because it is identified separately from regular wages earned. UNDERSTANDING MY PAYROLL CHECK Clayton County payroll is processed bi-weekly. Your classification and the department you work for determines when your overtime is paid. Listed below are a few common overtime scenarios. → Any Department If you are employed in any department other than the Sheriff’s Department, Police Department, Correctional Institute, Fire Department or EMS, then your overtime is based on a 40-hour work week. Example 1: Sat Sun Mon Tues Wed Thu Fri Week 1 8 10 10 10 8 40 Hrs Reg Week 2 8 10 10 6 Hrs OT 10 SL8 46 Hrs Reg Overtime pay is based on ACTUAL HOURS WORKED, the first week every day was worked therefore, creating “overtime” as soon as 40 hours was reached on Friday, the additional 6 hours is all overtime. Any leave time taken during the week changes overtime eligibility. On the second week the schedule was the same, but sick leave was taken on Friday, the total hours worked is 38 with 8 sick leave. Only regular hours are paid. Page 32

→ Sheriff’s Office, Police Department, or Correctional Institute If you are employed in the Sheriff’s Department, Police Department, or Correctional Institute, your overtime pay is based on a twenty-eight-day cycle. Your overtime will be paid on every other check. Sat Sun Mon Tues Wed Thu Fri Week 1 Pay Check Week 2 Issued Week 3 Pay Check Week 4 Issued with Overtime Overtime pay is based on ACTUAL HOURS WORKED, the first 160 hours will be paid as Regular Pay, time worked over this up to 11 hours will be paid as Additional Regular Pay, any Time Worked, over 171 hours is paid as Overtime. Any leave time taken during the twenty-eight- day cycle is paid, but changes overtime eligibility. Example 2 Sat Sun Mon Tues Wed Thu Fri Week 1 10 10 10 10 10 Week 2 10 10 10 Week 3 SL8 SL8 10 10 10 Pay Check Issued 10 10 10 10 10 Pay Check Week 4 10 10 Issued with Overtime The first check received in the twenty-eight-day cycle would equal 100 hours regular pay, because the first 160 hours have not been worked. The second check received in the twenty-eight-day cycle would equal 16 hours of Sick leave pay, 44 hours regular pay, 11hours annual leave plus time and an additional 16 hours totaling 27 hours of additional regular pay, and 9 hours of overtime pay. (Notice how the additional regular hours were increased to allow for the sick leave taken). The total number of hours worked in the twenty-eight-day cycle equals 180. Sick leave taken for two days is paid, but it decreases the amount of time worked. The paychecks are paid as follows: Page 33

First Pay Period 100 Hrs Regular Pay Second Pay Period 44 Hrs Regular Pay 16 Hrs Sick Leave Pay Total Hrs Paid 28 Days 27 Hrs Additional Regular Pay Total Hrs Worked 180 9 Hrs Overtime 196 Total Sick Leave Hrs 16 ➜ 196 Hrs (see explanation below) Regular Pay 100 Regular Pay 44 27 (11 hours additional regular pay hours + 16 hours to Additional Regular Pay compensate for sick leave taken) 171 (Total hours paid as regular time) Subtotal 16 (Paid at hourly rate) 9 (Paid at time and one half regular hourly rate) Sick Leave 196 (During the 28-day cycle Regular time worked and Overtime Additional Regular Pay will always equal 171 hours before overtime is paid, unless any type of leave has been taken.) Overall Total → Fire & Emergency Services Department If you are employed in the Fire & Emergency Services Department your pay is based on a twenty- eight-day cycle. Your overtime will be paid on every other check. Sat Sun Mon Tues Wed Thu Fri Week 1 Pay Check Week 2 Issued Week 3 Pay Check Week 4 Issued with Overtime Overtime pay is based on ACTUAL HOURS WORKED, the first 212 hours will be paid as Regular Pay, any Time Worked, over 212 hours is paid as Overtime. Any leave time taken during the twenty-eight-day cycle is paid, but changes overtime eligibility. Page 34

Example 3: Sat Sun Mon Tues Wed Thu Fri 24 24 24 24 Week 1 Week 2 24 24 Pay Check Week 3 Issued SL 24 SL 24 Week 4 24 Pay Check 24 Issued with Overtime The first check received in the twenty-eight-day cycle would equal 120 hours regular pay, because the first 212 hours have not been worked. The second check received in the twenty-eight-day cycle would equal 48 hours of Sick leave pay, 72 hours regular pay. Notice how the regular hours were increased to allow for the sick leave taken. The total number of hours worked in the twenty-eight-day cycle equals 192. Sick leave taken for two days is paid, but it decreases the amount of time worked. The paychecks are paid as follows: First Pay Period 120 Hrs Regular Pay Second Pay Period 72 Hrs Regular Pay 48 Hrs Sick Leave Pay Total 240 Total Actual Hrs Worked 192 Total Sick Leave Hrs 48 ➜ 240 Hrs (see explanation below) During the 28-day cycle Regular time worked and Additional Regular Pay will always equal 212 hours before overtime is paid. If this had been a normal 28 day cycle the First Pay Period would have been 120 Hours worked. The Second Pay Period would have been 96 Hours worked, equaling 216 hours. The Second Pay period would have paid 96 Regular hours and 4 hours half time. Sat Sun Mon Tues Wed Thu Fri Week 1 24 24 24 24 24 Week 2 Paid 120 Reg Hrs Pay Check Issued Week 3 24 24 Paid 96 Reg Hrs Week 4 24 4 Hrs Half Time K 24 24 Pay Check Issued with Overtime Page 35

MERIT INCREASES Full time employees are eligible for merit increases upon satisfactory completion of the 12- month working test period. Subsequent merit increases shall be scheduled twelve (12) months from the initial merit increase date. Merit increases are intended to be granted in recognition of meritorious service, and shall not be automatic based on tenure of service alone. NOTE: Police, Fire, Sheriff, and Corrections serve a twelve (12) month working test period; however, upon obtaining proper certification and having satisfactory performance, employees shall progress to the next level position (i.e., Police Officer, Senior; Firefighter, Senior; Deputy Sheriff, Senior; and Correctional Officer, Senior), and receive a 5% increase. Upon completion of the 12-month working test period, the employee may receive a merit increase provided the above stated provisions are followed. Subsequent merit increases may be granted as of the pay period nearest the completion of twelve (12) months of continuous service since his or her most recent merit or promotional increase and in accordance to the guidelines previously mentioned. The Performance Evaluation Program consists of ten main elements for which an employee will be evaluated. Each element will be rated on a scale of one to five according to criteria determined by the rating supervisor. The scale is as follows: 1 = unsatisfactory performance-improvement is mandatory; 2 = below acceptable performance-needs improvement; 3 = average performance- meets acceptable standards; 4 = above average performance-exceeds acceptable standards; and 5 = outstanding performance. The tally of the scores determines the percentage of merit increase awarded. Elected Officials/Department Heads must certify the cumulative rating of the evaluation through an appropriate Personnel Action Form and a completed report of performance. The minimum total score on the evaluation is ten (10). The maximum score is fifty (50). Employees receiving a rating below 25 points are not eligible for a merit increase. Employees with an overall rating between 25 to 29 points are eligible for a 1.25% increase. Employees with an overall rating between 30 to 34 points are eligible for a 2.5% increase. Employees with an overall rating between 35 to 39 points are eligible for a 3.75% increase. A 5% merit increase is awarded to employees with an overall rating between 40 to 45 points. Employees scoring 46 points or above are eligible to receive a 6.25% merit increase. Upon receiving a merit increase, regardless of the amount of the increase, the employee will not be eligible for any additional merit increase until the next scheduled merit increase date. The next merit increase shall be scheduled twelve (12) months from the normal review date. As provided in another section of these Rules and Regulations, written performance evaluations shall be completed by the Department Head for each employee at least once every twelve (12) months. If a Department Head does not recommend a merit increase at the normal date, he or she shall review with the employee suggestions as to how to improve performance. Subsequent to this action, the Department Head shall monitor the employee’s progress, and may recommend granting the missed pay increase at such time as he or she may deem appropriate. Such withholding of a Page 36

pay increase will not, however, affect the employee’s anniversary date, which will remain the date upon which he or she will become eligible for subsequent increases. Merit increases may be given to employees who earn the increase when funds are budgeted for this purpose. Cost of living increases, uniform to all employees, may be given at the direction of the Board of Commissioners and in the manner of their choice. Managing your career in an effort to grow and succeed takes conscious, proactive steps. Discuss with your colleagues the tools you believe an employee needs to be successful on the job. Tools needed for career success include: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Page 37

NAME: Mary Poppins EMPLOYEE SELF-EVALUATION Employee should use the Performance Evaluation Handbook (Evaluation Elements and Factors) to complete the following sections. Place an \"X\" in the box most representative of your performance for the specific element and write the numerical value in the score box to the right. Total all of the scores. Place the total numeric value in the appropriate box and complete the information at the bottom. APPRAISAL ELEMENT 1234 5 SCORE Attendance Communication Skills (Written & Oral) Decision Making/ Problem Solving Interpersonal Relations Job Skills/Knowledge Productivity/Quantity of Work Public Relations Quality of Work Rule Conformance Safety/Loss Control Supervisory/Management Ability TOTAL SCORE (1) Unsatisfactory Performance - Improvement is Mandatory (2) Below Acceptable Performance - Needs Improvement (3) Average Performance - Meets Acceptable Standards (4) Above Average Performance - Exceeds Acceptable Standards (5) Outstanding Performance GOALS TO IMPROVE PERFORMANCE: AREAS OF EXCEPTIONAL PERFORMANCE: Page 38

SALARY INCREASES UPON PROMOTION A promotion is the advancement of an employee from a position within one class to a position in another class having a higher salary range. If the promotion is one (1) grade higher, employee shall receive a 5% increase. If the promotion is two (2) or three (3) grades higher, employee shall receive a 10% increase. If the promotion is four (4) or five (5) grades higher, employee shall receive a 15% percent increase. If the promotion is six (6) or more grades higher, employee shall receive a 20% increase (This information is outlined in County Resolution 96-73). PROBATION AND PERMANENT STATUS The first 12 months {18 months for Fire Shift Personnel} of service in a classified position to which an employee has been appointed or promoted, under the provisions of these Rules, shall constitute a working test or probationary period. However, the Human Resources Director, with the concurrence of the Civil Service Board, may establish a different length for the working test period as it applies to positions of one or more classes. Any change in length of the working test period must be approved by the Civil Service Board, and shall apply to all positions in the class or classes affected, but shall not affect the length of the working test of employees who are serving in such status at the time of the change. The working test period shall be an essential part of the examination process, and shall be utilized for the most effective adjustment of a new employee into the job and for the elimination of a new employee whose performance does not meet the required standards of work. OVERTIME PAYMENT Overtime shall be paid at one and one-half times employee’s normal hourly rate of pay. In order to be paid overtime, employees must work in excess of the normal 40 hour/week. For sworn personnel to be eligible for overtime in the Police, Sheriff, Fire, Narcotics Unit, and Corrections the established work period shall be 28 days. Employees in the Fire Department must work at least 212 hours in the established work period, before overtime will be paid. Employees from Police, Sheriff, Narcotics, and Corrections must work 171 hours in the work period before earning overtime. All overtime must be pre-approved by your Department Head/Supervisor. CALL BACK PAY An employee, who has left his normal place of work and is called back for emergency duty, shall receive a minimum of three hours of one and one-half times the normal hourly rate of pay. This provision will be allowed only one time in a 24-hour period. Page 39

GENERAL PROVISIONS Attitude and Common Courtesy When contacting the public, County employees shall do so in a courteous manner. All employees shall, at all times, endeavor to conduct themselves in a manner that reflects credit upon their department and the government of Clayton County. Outside Business or Interests No employee shall engage in any business, occupation, or profession which would adversely affect or interfere with his or her duty as a County employee. Employees should discuss any part-time or second jobs with department head to determine possible conflict of interest. Rewards of Gifts No employee shall accept any gift, favor, or reward other than his or her regular salary for any service rendered as an employee of Clayton County. Use of Intoxicants No employee shall use intoxicating beverages or drugs of any kind while on duty, nor shall an employee report to duty while under the influence of an intoxicant or drug. Use of County Equipment No employee shall take for his or her personal use any County owned equipment. All employees shall use County equipment only in the manner authorized by the governing authority. Channel of Communications For all matters to go before the Civil Service Board, the channel of communications should be followed. The written communication may, however, be copied and sent directly to the Human Resources Director. Political Activity An employee may exercise his/her right to run for elective office including County level offices. Please refer to Civil Service Rule 3.110 for rights, privileges, and prohibited activities. Non-Discrimination No discrimination shall be exercised, threatened or promised against, or in favor of any applicant or employee because of race, religion, national origin, political beliefs, age, sex, or disability. Racially Derogatory Terms No employee shall, while performing the duties for or in the employ of the County, use racially derogatory terms or racial slurs directed toward any employee, citizen, or other person. Leave Without Pay Page 40

Regular and employees in a working test period may be recommended, in writing, by the Department Head to be placed in a leave without pay status, provided accrued annual leave has been exhausted. The Civil Service Board shall review all such requests and grant approval at its discretion. Leaves of absence of this type may not exceed 12 months (unless extended by the Civil Service Board). Civil Leave Regular and employees in a working test period shall be entitled to leave of absence from duties, without loss of pay or time and without effect on his or her status, on all days during which he or she shall be subpoenaed by any court to serve as a juror or witness. Employees must submit satisfactory proof of payment to the Department Head, and/or a copy of the subpoena, jury notice or other suitable evidence. The employee shall be paid the difference between his or her regular salary and jury pay. Military Leave Employees who are members of the military or naval forces of the nation shall be entitled to leave of absence from their duties, without effect on their performance ratings, on all days during which they shall be required to perform duty with their service units. Such employees shall be paid for all days of required service which occur on normal County work days, up to 18 per year. The employee must furnish satisfactory proof of military service to the Department Head, who shall forward it to the Human Resources Department for appropriate filing. Absence Without Leave An employee who absents himself for three (3) consecutive days without leave shall be deemed to have resigned. Separations, Layoffs, and Suspensions At any time during the working test period, an employee may be separated from his or her position without the right of appeal. Resignations Resignations of an employee must be made in writing to the Department Head who will forward the notification to the Human Resources Department. Insufficient notice of resignation may be grounds for denial of re-employment. In order to be eligible for re-employment, the employee’s performance must have been sufficiently satisfactory, and he or she must leave in “good standing”. Dismissals and Suspensions A Department Head may dismiss or suspend a regular employee for cause; however, the employee must be given written notice of such action within 72 hours after its effectuation. Suspensions shall not normally be for a period in excess of 30 working days. Below is a partial list of causes for dismissals or suspensions: Page 41

1. Conviction of a criminal offense or a misdemeanor involving moral turpitude; 2. Guilty of an immoral or criminal act; 3. Willful, wanton, or culpable negligence, resulting in brutality to an inmate or prisoner of a County institution or to a person in custody; 4. Willful violation of any provision of the Civil Service Law or the Rules and Regulations established by the Personnel Board; 5. Guilty of conduct unbecoming an employee of Clayton County; 6. Violation of any lawful or official regulation or order, failure to obey any lawful or reasonable directive made by a supervisor, failure to obey that amounts to an act of insubordination, a serious breach of proper discipline which resulted [reasonably expected to result] in loss injury to the County or the public, or to the prisoners or wards of the County; 7. Intoxication on duty or off, bringing reproach upon the County; 8. Guilty actions which amount to insubordination or disgraceful conduct, whether committed on or off duty; 9. Wantonly offensive in conduct or language toward the public or County officers or employees; 10. Incompetent, negligent, or inefficient performance in the duties of the position held; 11. Careless or negligent in the care of property of the County; 12. Habitual failure to pay or make reasonable provision to pay debts; 13. In any manner has guided or is concerned in assessing, soliciting, or collecting money from any employee in the services of the County for political reasons or purposes; 14. Attempts to induce an employee to commit an unlawful act or act in violation of lawful and reasonable departmental or official regulations and orders; accepts any fee, gift or valuable consideration in the course of employment for personal use with or without the hope or expectation of receiving a favor or better treatment than is accorded other employees; Page 42

15. Intentionally falsifies an attendance record or fails to make a timely report of absence from duty to your departmental supervisor; 16. Absence from duty without leave or failure to report for work after leave has expired; 17. Antagonism toward fellow employees or supervisors, interfering with the proper cooperation of employees, otherwise impairing the efficiency of the operation of county business. Confidential. Secure. Anonymous. Upholding our reputation as an ethical and honest county is one of our top priorities. Clayton County employees have the right and responsibility to speak up if they encounter a situation that violates our standards of business conduct. Incident reporting is confidential, secure, and anonymous. If you witness or are concerned about any of the issues below, use the Clayton County incident reporting hotline or website. It is anonymous, free, and always available. This service is operated by Ethical Advocate, a third-party provider. • Accounting irregularities • Improper use of county information • Conflicts of interest • Poor customer service • Dishonest communications • Theft or fraud • Environmental, health, or safety concerns • Violations of county policies/Inappropriate gifts • Harassment or discrimination • Substance abuse Incident Reporting Website: https://ClaytonCounty.ethicaladvocate.com Incident Reporting Hotline: 1/855-487-4844 In addition to the above, you still have the option of providing this information directly to your supervisor, human resources, or any member of management. Confidential. Secure. Anonymous. Page 43

APPEAL INFORMATION In accordance with the Civil Service System Rules and Regulations you can only file an Appeal for the following: demotion, suspension, or termination. You must have successfully completed your probationary period. Probationary employees do not have the right to appeal before the Civil Service Board. Please read the Appeal Information below. Complete, date, and sign the attached form and return to the Clayton County Human Resources Department for processing. You will be notified via certified mail as to the date of the Civil Service Board Meeting. Overview of Appeals Process 1. Civil Service Board proceedings are conducted in the Commissioner’s Board Room located at 112 Smith Street, Jonesboro, Georgia 30236. 2. Appeals must be filed in writing to the Human Resources Director within ten (10) days after the notice of the action being appealed (must have original signature). 3. You must notify the Human Resources Department with your attorney’s contact information as soon as possible, if you are represented by counsel (attorney must file a notice of appearance). 4. Once your appeal has been filed, you will receive a letter stating your appeal has been received and reviewed (approving/denying appeal). 5. You will receive a letter notifying your hearing date and deadlines along with a Hearing Guideline and the Clayton County Civil Service’s Polices on Continuances and Attorney Conflicts; Presentation of Documents and Evidence; Formal Appeal Hearing and Expedited Appeal Hearing along with its Waiver. ❖ List of Witnesses County Employee - must provide full name and department Non-County Employee - must provide full name, title, and company ❖ Human Resources Department will prepare and issue subpoenas to all County employees. Witnesses who are non-County employees, the Human Resources Department will prepare the subpoenas and contact you once the subpoenas are ready for pick-up by you or your office (for you to serve), as our subpoenas are only binding upon County employees. ❖ The subpoenas to non-County employees are non-binding and will need to be issued by the requesting party. Therefore, the attendance of any non-County employee witnesses is your responsibility. PERS AD BF 1208A-AIF 11/02 (REV 26SEP2012) Page 44

❖ Written request for additional time is due forty-five (45) days prior to the next Board Meeting. ❖ Requests for Continuances Must provide appropriate supporting documentation (see Policy on Continuances) The Board will consider all requests for continuances, if they are received and can be substantiated before the deadline. Regardless, if the request is received by the deadline, the request may or may not be approved. The Civil Service’s policy on Continuances leaves this matter to the sole legal discretion of the Board. 6. An agenda for the Civil Service Board’s proceedings will be sent to all pertinent parties involved. 7. After hearing the facts presented, the Board shall approve or disapprove the action taken by the Department Head and may modify the charges in its findings so as to lessen but not increase same. The decision of the Board in cases of appeal are final and binding. 8. The Board will sign their decision at the next month’s hearing. Once the decision is signed, you will be mailed a copy of the decision of your appeal. PERS AD BF 1208A-AIF 11/02 (REV 26SEP2012) Page 45

PERS AD BF 1208A-AIF 11/02 (REV 26SEP2012) Page 46

APPEAL FORM Please complete, date, and sign form. Note: Appeals must be filed in the Human Resources Department ten (10) days from the date of notification of the action. Employee Name: State: Zip: Department: Home Address: Division: City: Cell#: Job Title: Home Phone: Personal E-mail: Please check one of the following: □ Yes □ No I have completed my probationary period and have achieved permanent status. □ Yes □ No I have been demoted, suspended, or terminated. □ Yes □ No I elect one of the following: □ Expedited Appeal Hearing (must complete Waiver) □ Formal Appeal Hearing □ Yes □ No I am represented by an attorney. Attorney Name: Phone#: Address: What action is being appealed: Reason action is being appealed: Action or result you are expecting as a result of the appeal: Date Signature PERS AD BF 1208A-AIF 11/02 (REV 26SEP2012) Page 47

PERS AD BF 1208B-GIF 11/02 (REV 25NOV2008) Page 48

GRIEVANCE INFORMATION ❖ Please read the Grievance Information below. Complete the attached form and return to the Clayton County Personnel Department for processing. You will be notified by mail as to the date of the Civil Service Board Meeting. ❖ If you are represented by counsel, please share this information with your attorney. Grievance Information 1. The purpose of the employee grievance procedure is to determine what is right, rather than who is right. Employee grievances should, whenever possible, be adjusted informally. 2. The employee should put the grievance in writing to the immediate supervisor. The supervisor shall attempt to resolve the problem(s) promptly and fairly. 3. If the employee is dissatisfied with the decision of the supervisor, the grievance should be taken to the Department Director. If the employee is not satisfied with the Department Director’s decision, then the grievance may be presented to the Civil Service Board through the Personnel Director. 4. The plaintiff must bring ten (10) copies of any exhibits that will be presented as evidence at the grievance hearing by the date stated in the letter you will receive. The Civil Service Rules and Regulations are considered to be in evidence in all hearings. 5. In these matters, the authority of the Board shall be limited to the making of informal determinations and offering advisory recommendations. PERS AD BF 1208A-AIF 11/02 (REV 26SEP2012) Page 49

GRIEVANCE FORM Please complete, date, and sign form. Employee Name: State: Department: Home Address: Cell # Zip: Division: City: Phone # Job Title: □ Yes □ No I am represented by an attorney. Attorney:__________________________ Attorney Phone#: ______________________ Address: _______________________________________________________________ Before a grievance can be filed with the Civil Service Board, the employee must present their grievance to their supervisor and Department Director. You must have your Department Director sign this form indicating they have investigated this matter in accordance to Civil Service Rule 11.202. What action is being grieved: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Reason action is being grieved: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Action or result you are expecting: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Date ____________________________________ Signature PERS AD BF 1208B-GIF 11/02 (REV 25NOV2008) Page 50