Anniversary Year - Twelve (12) consecutive calendar months beginning with the employee’s date of hire.

Annual Leave - A period of time when a qualified employee receives pay when not physically present at an assigned duty station, granted specifically for the purpose of "vacation" in compliance with and subject to all the provisions of the applicable rule and regulation. This definition shall not be construed to conflict with any other type of authorized leave or "time off" authorized by these Rules and Regulations.

Applicant or Candidate - A person who has made application for a position in the combined Classified Service of Civil Service and/or the General Personnel System.

Appointing Officer - A person authorized by statute, ordinance or rule or by lawfully delegated authority to effect personnel transactions as defined herein (City Manager and City Auditor and Clerk, for their respective employees).

Base Rate of Pay - The base rate of pay is the hourly, weekly or other periodic rate of pay for a position.

Blood Relative - A father, mother, son, daughter, brother, sister, grandparent or grandchild, natural or by adoption.

Calendar Week - Seven (7) consecutive calendar days.

Calendar Year - Twelve (12) consecutive complete calendar months commencing with January 1st.

Career Development - The personnel program in the City that informs employees of available positions within the City and allows them to be considered for promotion and transfer to such positions, providing they have the required skill, ability and experience. It offers to those employees who have attained additional training and skill, through self-improvement, promotions within the City employment and the opportunity to assume greater responsibility.

Charter - Charter of the City of Sarasota as adopted September 3, 1996, and all subsequent amendments.

Charter Official – See City Charter. Currently City Manager, City Auditor and Clerk and City Attorney.

City Commission - The governing body of the City with authority to pass ordinances and resolutions, approve regulations and exercise all other powers provided in the Charter of the City of Sarasota.

Class Probation - A working test period, normally six (6) months in duration, after a promotion, recall from layoff of employee within six (6) months following layoff, or re-hire of an employee, in first six (6) months after resigning in good standing. This is a part of the examination process, where the employee is required to demonstrate fitness for the position by satisfactory conduct and by the satisfactory performance of the established duties of the position.

Classifications - A group of positions so sufficiently similar in duties and responsibilities that the same descriptive title may be reasonably applied to each position therein, the same qualifications may be reasonably required and the same salary range applied.

Compensation - Wages, salary, fees, allowances and all other forms of valuable consideration, or the amount of any one or more of them paid to any employee, by reason or service rendered in any position, but not including any allowance for expenses authorized and incurred as incidental to employment and which are separately authorized and reimbursed.

Compensation Plan - A schedule of compensation established for the classes of positions recognized in the Classified Service, so that all positions of a given class will be paid within the same wage or salary range established for the class.

Compensatory Time - The time off with pay granted in the pay period or in a subsequent pay period for work in excess of an employee's scheduled workweek.

Department Head - Shall include any employee who is in charge of or responsible for a Department.

Demotion - Change of an employee from one position to another position for which a lower minimum and maximum rate of pay is established, or which requires a lower level of responsibility.

Discipline, Progressive - A system for obtaining and enforcing employee adherence to the established City departmental, and statutory rules, regulations and procedures.

Disciplinary Action - That action taken by a supervisor, Department Head, the City Manager or City Auditor and Clerk, for their respective employees to discipline an employee as provided in these Rules and Regulations.

Dismissal - The discharge of an employee by the City Manager or City Auditor and Clerk, for their respective employees.

Elected Official – Same as City Commission.

Employee - A person occupying a position in the service of the City of Sarasota, Florida, as follows:

1. Contract Employee - Any temporary person full-time or part-time hired by the City of Sarasota by a written contract stating the length of contract service, what types of benefits received, not to include pension, and whose regularly scheduled work week is at least forty (40) hours per week for full-time employees and having fewer than thirty (30) hours per week for part-time employees.
2. Employment Agreement Employee (Special Category Employee) - Any person who has been appointed by and serves at the discretion of the City Manager or City Auditor and Clerk, for their respective employees, or his or her designee.
3. Exempt Employee - A salaried employee who normally supervises other employees and/or accomplishes executive/administrative type duties or performs other various related duties which may be performed on other than normal duty hours.
4. General Employees - Employees who are not classified as uniform services employees of the Police Department.
5. Non-Exempt Employee - One who normally does not perform supervisory, professional or executive type duties or qualify for exempt status in accordance with the Fair Labor Standards Act.
6. Part-time Employee - A person who is employed with a work schedule having fewer than thirty (30) hours per workweek.
7. Permanent Trainee - A Police Officer who has satisfactorily completed his or her probationary period.
8. Police Officers - Employees of the uniform services of the Police Department.
9. Probationary Employee - Any person regularly and legally appointed under the provisions of the personnel system as set forth in the Charter, the General Personnel System Ordinance and these Rules and Regulations, who meets, or may meet, the criteria as specified herein. The probationary period is of six (6) months duration but may be extended as provided in these Rules and Regulations.
10. Regular Employee - A probationary General Employee or Police Officer who has satisfactorily completed his/her permanent trainee period, or any other probationary employee who has satisfactorily completed his/her probationary period. Except that a Department Director shall not be considered a regular employee but shall be considered exempt.
11. Special Category Employee - All Department Directors, who have an Employment Agreement shall be considered special category employees and shall serve at the pleasure of the City Manager or City Auditor and Clerk, for their respective employees.
12. Temporary Employee - A person who is employed for a predetermined short period of time for the performance of temporary or emergency work of limited duration or as designated by the Department Head within a Fiscal Year. A temporary position is filled by appointment without competition and temporary employees must be terminated prior to the end of each Fiscal Year. (Employment of temporary employees is based on a Fiscal Year only, subject to the Department budget.)

Equal Employment Opportunity - The principle of non-discrimination on account of age, sex, race, creed, national origin or disability in the employment and application of the terms and conditions of employment.

Fiscal Year - Twelve (12) consecutive complete calendar months commencing October 1st and ending September 30th.

Full-Time Work Schedule - Work schedule covering all days or hours of work in accordance with the official work schedule and a minimum of thirty (30) hours per week to which the class of positions is allocated pursuant to these Rules.

Grievance - A problem or disagreement of a permanent, full-time employee in regard to the interpretation or application of the Personnel Rules and Regulations except in the following areas which are not proper subjects for a grievance: sexual harassment, discrimination, demotion, suspension, dismissal, layoff and the establishment and approval of levels of compensation for eligible employees.

Hearing Officer: An individual designated as qualified to review employee appeal of disciplinary action. A list of Hearing Officers will be maintained in the Department of Human Resources.

Layoff - Separation of an employee from employment due to a reduction in workload, a lack of funds, abolishment of the position, reorganization or for other work-related reasons.

Minimum Wage or Salary - Minimum wage or salary permitted by the City Salary Ordinance or Compensation Plan to be paid for work or services.

Name-Clearing Hearing - A Name-Clearing Hearing is a hearing that provides a qualifying employee with the opportunity to contradict a charge or accusation that has been made against the employee in order to show the error in the charge or accusation. A Name-Clearing Hearing is not a hearing that provides an opportunity to challenge the propriety of the City's decision to hire, promote, reject, suspend, demote, dismiss or seek a coerced resignation, reference Rule 5.9.

Nepotism - Employment of relatives as defined more specifically in Rule 2.6.

Normal Work Day - Normal workday means eight (8) hours of work per day except where otherwise scheduled, based upon "Contract Agreements" and/or the Departmental operational requirements.

Normal Work Week - Normal workweek means forty (40) hours of work per week except as may be otherwise scheduled, based upon "Contract Agreements" and/or on Departmental operational requirements.

Ordered Extra Duty - The extra duty work time ordered by the Department Head and performed by an employee, which is in excess of the normal hours in the assigned work period of such employee.

Overtime - Time worked by an employee in addition to his or her regularly assigned workweek in accordance with the Fair Labor Standards Act.

Overtime Pay - Overtime pay is the compensation for overtime work as defined in these Rules and the Fair Labor Standards Act.

Part-Time Position - A position, which is established with a work schedule having fewer than thirty (30) hours per workweek

Pay Week – The pay week for the City is from Wednesday through Tuesday.

Position - An employment, whether temporary or regular, part-time or full-time, occupied or vacant, involving an aggregation of duties to be performed and responsibilities to be discharged by an employee as outlined in the Position Classifications.

Pre-Shift Overtime - The authorized scheduled fifteen (15) minute reporting time worked immediately before the commencement of the employee's normally scheduled workday.

Probationary Period - A working test period and a part of the examination process, during the probationary status, where the employee is required to demonstrate satisfactory performance of the established duties of the position; as a prior condition to receiving regular/permanent trainee status.

Promotion - Change of an employee from one position to another position for which a higher minimum and maximum rate of pay is established, and a higher level of responsibility.

Public Official - An officer, including Charter Officials, City Manager, City Auditor and Clerk and City Attorney, or an employee of the City in whom is vested the authority by law, rule or regulation, or to whom the authority has been delegated, to appoint, employ, promote, or advance individuals or to recommend individuals for appointment, employment, promotion or advancement in connection with employment with the City.

Reinstatement - Reinstatement of a separated employee as a result of a finding in favor of the employee at any step in either the Employee Review Request procedure in these Rules and Regulations or the grievance procedure which may be provided for by an applicable collective bargaining agreement.

Rejection - The separation from service of an employee during or at the end of a probationary appointment or promotion because of failure to satisfy the requirements of the position or of these Rules.

Relative - A spouse, father-in-law, mother-in-law, brother-in-law, daughter-in-law, sister-in-law, son-in-law, stepfather, stepmother, stepson, stepdaughter, stepbrother, stepsister, half brother or half sister, uncle, aunt, nephew, niece, first cousin, or a blood relative (See Blood Relative definition) (Also see specific requirements in Rule 2.6A - Nepotism Definitions and Rule 9.12 - Bereavement Leave)

Removal - A complete separation of an employee from the Classified Service of the City for cause as defined in these Rules.

Reprimand - A reprimand is a formal written record advising an employee that more serious action will be taken unless there is immediate improvement in his or her behavior, conduct or performance.

Resignation - The termination by an employee of his or her employment with or without notice.

Retirement - Separation of an employee from his or her position with the City of Sarasota in accordance with the provisions of the City's applicable retirement plan.

Seniority (Departmental) - An employee's period of continuous service in a grade or position classification within a department.

Spouse - A wife or husband depending on gender.

Straight-Time Pay - Salary or wages as defined in these Rules that includes the regular rate of pay and excludes overtime pay.

Subject to Recall - An employee does not have to remain on the employer's premises and is free to engage in his or her own pursuits, subject only to the understanding that word be left with the supervisor where he or she may be reached for potential recall to duty as may be required in accordance with the Fair Labor Standards Act and collective bargaining agreements, as applicable.

Suspension - Enforced leave of absence with or without pay of an employee for disciplinary purposes, or during the investigation of alleged misconduct by the employee.

Transfer – The change of an employee from one department to another in a position, which has the same minimum and maximum rate of pay.Vacation - Annual period of leave granted employees for rest and recreation, with or without pay, in accordance with these Rules.

Workweek - The workweek is hours of work in a calendar week in a duty schedule for applicable employees as set forth by Ordinance and/or these Rules and Regulations and/or Departmental requirements or codes.

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