In Administrative Memos

Teleworking is an arrangement that allows employees of the County of San Mateo to conduct their work remotely, from a designated area outside the office. Teleworking is a cooperative arrangement between employees, supervisors, and employing departments. The County’s Telework Guide and Agreement outlines position and employee eligibility, procedures, and expectations regarding employees working remotely. All employees who are teleworking are expected to have a signed Telework Agreement on file and the conditions of that agreement must be revisited and agreed to on at least an annual basis. Although the pandemic emergency increased the opportunities for some County employees to telework, this memo is clarifying thatRead More →

In County Policy, COVID-19

This policy was updated 01/05/2021. COVID-19 EMERGENCY SICK LEAVE COVID-19 EMERGENCY FMLA LEAVE FOR SCHOOL AND CHILD CARE CLOSURE COVID-19 EMERGENCY SICK LEAVE: What is it? Paid sick leave for certain reasons associated with the COVID-19 Public Health Emergency. COVID-19 Emergency Sick leave is provided pursuant to the Families First Coronavirus Response Act: Emergency Paid Sick Leave Act.   However, the County has amended this policy and is expanding the application of County COVID-19 Emergency Sick Leave to  February 23, 2021.  This extension goes beyond the December 31, 2020, expiration of the Families First Coronavirus Response Act: Emergency Paid Sick Leave Act.  As a result,  leave provided after December 31, 2020 isRead More →

In County Policy

Leave for My Military Service The provisions of the Military and Veterans Code of the State of California and the federal Uniformed Services Employment and Reemployment Rights Act shall govern military leave of County employees. In addition to these laws, the County provides some added benefits for employees on certain types of military leave. The parameters of military leave under the state and federal law are broad and varied. The following policy highlights some of the most common questions and scenarios as well as County specific benefits that go beyond the requirements of state and federal law. The policy is not intended to cover everyRead More →

In County Policy

I. PURPOSE It is the purpose of this policy to establish guidelines for promoting a supportive work environment for County employees who choose to express breast milk for their infant child. II. POLICY Right to Reasonable Break Time: County employees who choose to express breast milk for their infant child have the right to a reasonable amount of break time each time they need to express milk for their infant child. The break time shall, if possible, run concurrently with any break time already provided to the employee. Paid and Unpaid Break Time: The break time will be paid when it runs concurrently with anyRead More →

In County Policy

Leave for Victims of Domestic Violence, Sexual Assault or Stalking What is it? Employees who are victims of domestic violence, sexual assault or stalking are entitled to unpaid, job-protected leave to seek services that protect themselves and their children or to attend court proceedings. Services may include: Medical attention for injuries; Referrals to a domestic violence shelter, program or rape crisis center Psychological counseling; Safety planning and other actions to increase safety from future domestic violence or sexual assault, including temporary or permanent relocation; or Temporary restraining orders, permanent restraining orders or other injunctive relief. You cannot be fired or retaliated against because you areRead More →

In County Policy

Overview The County’s telephone and voicemail systems are customer service tools that enable the public to communicate with County agencies and receive timely assistance. These systems promote prompt and courteous customer service and are intended for official County use only. Purpose The purpose of this policy is to establish parameters for appropriate use of the County’s telephone and voicemail systems. It is also to establish responsibility for and management of the telecommunications systems for the County. Scope The scope of this policy includes all users of the County of San Mateo’s telephone system, including vendors, contractors, volunteers, temporary consultants, and any party who provides servicesRead More →

In County Policy

Overview The installation and running of unlicensed software on the County network and/or County devices is strictly prohibited. With few exceptions, software is protected pursuant to relevant copyright laws and licensing agreement for its use, distribution, and reproduction. Any installation of unlicensed software is likely in violation of copyright protections. Furthermore, installation of unlicensed software could introduce malware to the County’s network, making it vulnerable to outside attack. Policy Purpose The purpose of this policy is to ensure that all software purchased for and installed on County computers and servers is appropriately evaluated, licensed, installed, and used in accordance with its license agreement, County policies,Read More →

In County Policy

Overview Cloud computing is defined as on-demand delivery of information technology (IT) resources through the Internet. Such services use a pool of shared resources to achieve economies of scale, provide greater flexibility, and support communication, collaboration, scheduling, sharing, and storage. In most cases, these services are provided on a contractual basis by a third-party vendor and essentially becomes an extension of the County’s network. Security concerns in cloud computing include, but are not limited to: Loss of control over the maintenance and protection of the data Potential loss of privacy due to aggregation of data from other cloud consumers Reliance on vendor’s services for theRead More →

In County Policy, COVID-19

All employees in AFSCME, SEIU, CNA, UAPD classifications (Permanent, Limited Term and Extra-Help) will receive up to 80 hours of Emergency COVID-19 paid Sick Leave to be used for one of the six reasons defined in the FFCRA policy to address the Public Health Emergency from April 1, 2020 to December 31, 2020. Part time employees will receive a pro-rated amount based on average hours worked Six (6) reasons defined in the policy to allow use of the COVID-19 Paid Sick Leave hours. You must meet one of the following criteria to use up to the 80 hours: The employee is subject to a Federal, State, orRead More →

In County Policy, COVID-19

These policies are only applicable to employees in positions represented by the following labor organizations: American Federation of State, County and Municipal Employees (AFSCME), the California Nurses Association (CNA), the Service Employees International Union (SEIU), and the Union of American Physicians and Dentists (UAPD). Extra help and limited term employees who are in classifications in which regular employees holding those classifications are subject to the AFSCME, CNA, SEIU and UAPD collective bargaining agreements are also covered under this policy. COVID-19 Emergency Paid Sick Leave COVID-19 Emergency FMLA Leave for School and Child Care Closure COVID-19 EMERGENCY SICK LEAVE What is it? Paid sick leave for certainRead More →

In County Policy, COVID-19

This emergency policy addresses employee use of leave and the continuation of work during the current public health emergency. This is a non-precedent setting emergency policy put in place to address the public health emergency caused by COVID-19. This emergency policy is only applicable to employees in positions represented by the following labor organizations: Deputy Sheriff’s Association (DSA), Law Enforcement Unit (LEU), Organization of Sheriff’s Sergeants (OSS), Probation Detention Association (PDA), San Mateo County Council of Engineers (SMCCE) and Building Trades and Construction (BCTC) as well as Management, Attorney and Confidential employees. Extra help and limited term employees who are in classifications in which regularRead More →

In County Policy, COVID-19

These policies are only applicable to employees in positions represented by the following labor organizations: Deputy Sheriff’s Association (DSA), Law Enforcement Unit (LEU), Organization of Sheriff’s Sergeants (OSS), Probation Detention Association (PDA), San Mateo County Council of Engineers (SMCCE) and Building Trades and Construction (BCTC) as well as Management, Attorney and Confidential employees. Extra help and limited term employees who are in classifications in which regular employees holding those classifications are subject to the DSA, LEU, OSS, PDA, SMCCE and BCTC collective bargaining agreements and Management, Attorney or Confidential resolutions are also covered under this policy. COVID-19 EMERGENCY SICK LEAVE COVID-19 EMERGENCY FMLA LEAVE FORRead More →

In County Policy, Procedures, COVID-19, COVID-19 Policy, COVID-19 Procedure

IMPORTANT INFORMATION COUNTY OF SAN MATEO FAMILIES FIRST CORONAVIRUS RESPONSE ACT 04-01-2020 The recently enacted Families First Coronavirus Response Act (FFCRA or Act) requires certain employers to provide their employees with paid sick leave and expanded family and medical leave for specified reasons related to COVID-19. The provisions of the new law will apply from April 1, 2020 through December 31, 2020. The County of San Mateo is finalizing a policy implementing the FFCRA and circulating it to County labor representatives. It is expected that this policy will be sent for Board approval on April 14, 2020. In the meantime, this leave is currently availableRead More →

In Administrative Memos, County Policy, Human Resources

County Policy It is the policy of San Mateo County that any department considering hiring a retired County employee (SamCERA retiree) as extra help[1] or engaging their services through a contract must follow all applicable state and federal requirements. Failure to comply may result in the termination of the employee’s extra help status or contract.  It is also the policy that if the department is hiring a SamCERA retiree in a capacity other than a contract or extra help (e.g. in a permanent full time or part-time) then the retiree must unretire and become an active member of SamCERA.  Such re-employment must follow the stateRead More →

In County Policy

Congratulations on the new child in your home! The information below will help you understand the leave, pay and benefits that may be available to you as a County employee.  If you need more information, please call: The County’s Leave Management Specialist at (650) 363-7882 for questions regarding leave entitlements; The Benefits Division at (650) 363-1919 or email benefits@smcgov.org for questions regarding your benefits; The Controller’s Office at (650) 363-4777 for questions regarding integration of SDI, PFL and Short Term Disability payments. Frequently Asked Questions about Leaves Associated with Pregnancy Disability, Child Bonding and Caregiving: Pregnancy Disability Leave County Parental Leave Policy (Child Bonding) FMLA/CFRA: Child Bonding Leave Intersection of typesRead More →

In County Policy

2019 Transgender Policy (PDF) Purpose This transgender policy reaffirms the County’s commitment to providing a welcoming, safe, and inclusive environment for all employees. This policy supports the County’s Equal Employment Opportunity (EEO) Policy which prohibits discrimination on the basis of certain protected characteristics such as sex, sexual orientation, gender identity, or gender expression. This policy provides guidance to address the issues that arise pertaining to transgender and transitioning employees, clarifies the expectations and process for managers, supervisors, and employees, and creates a safe and productive work environment for all employees. This policy does not anticipate every situation that might occur with respect to transgender orRead More →

In County Policy

Please download & read the policy in its entirety: SocialMediapolicyRevised2015 (PDF) We have highlighted some sections that are applicable to all employees using social media:​ 1.1.1. Executive Summary of Steps for Departmental Use of Social Media This policy outlines what a County department should do when using social media for official purposes. In summary, a department that is looking to use social media or that is already using social media should be sure that it follows the following steps for each use of social media (for example, go through the steps for the department’s use of Facebook and separately for the department’s use of Twitter): ConsiderRead More →

In County Policy

SAN MATEO COUNTY EMPLOYEE  AND PUBLIC SERVICES DEPARTMENT Inter-Departmental Correspondence DATE: June 12, 2003 TO: Department/Division Directors FROM: Mary Welch, Employee and Public Services Director SUBJECT: Restoration of Sick Leave and Advanced Vacation Accruals Memo Sick Leave restoral 6_12_03 Sick Leave Restoration Resolution On January 29, 2002, the Board of Supervisors. adopted a resolution enabling the County to restore sick leave and grant advanced vacation accruals to former County employees hired on or after January 1, 2002 who are re-hired within two years of separation. On June 10, 2003, the Board of Supervisors adopted a resolution (attached) enabling the County to restore sick leave andRead More →

In County Policy, Limited Term Employee Handbook

About Limited Term Employment In our efforts to become a more agile organization, the County of San Mateo created limited term employment. Limited term employees are employees who serve the County for a period of up to 6,240 hours. Limited term employees are typically brought on to work on special projects, help the department address a significant spike in workload, or backfill for a regular employee who is on leave or working out of class. Limited term employees subject to the AFSCME/SEIU Extra-Help MOU can only be used in circumstances outlined in the AFSCME/SEIU Extra-Help MOU. To the extent limited term employees are hired toRead More →

In County Policy

SAN MATEO COUNTY EMPLOYEE AND PUBLIC SERVICES DEPARTMENT Inter-Departmental Correspondence DATE:                       February 5, 2002 TO:                             Department/Division Directors FROM:                       Mary Welch, Employee and Public Services Director SUBJECT:                Restoration of Sick Leave and Advanced Vacation Accruals   On January 29, 2002, the Board of Supervisors adopted a resolution (Sick Leave Restoration Resolution) enabling the County to restore sick leave and grant advanced vacation accruals to former County employees hired on or after January 1, 2002 who are re-hired within two years of separation. A number of former County employees have expressed an interest in returning to employment with the County. Under the attached program, I wouldRead More →

In County Policy

Date Established: November 1, 2004 I. Introduction Overview The purpose of this policy is to ensure the integrity, reliability and good performance of San Mateo County computing resources through the effective and efficient prevention of computer virus outbreaks and network security attacks involving computers and fileservers attached to the San Mateo County Network by the implementation of proactive, centrally administered virus protection and Operating System patch management. Virus protection is most effective if every computer and fileserver on the San Mateo County network has anti-virus software installed and is configured to receive updates from a centrally located anti-virus server. Operating system updates are most effectiveRead More →

In County Policy

Public Safety Officers Procedural Bill of Rights Act Government Code Sections 3300-3312 3300 – Title This chapter is known and may be cited as the Public Safety Officers Procedural Bill of Rights Act. 3301 – Definition; Legislative findings and declaration For purposes of this chapter, the term public safety officer means all peace officers specified in Sections 830.1, 830.2, 830.3, 830.31, 830.32, 830.33, except subdivision (e), 830.34, 830.35, except subdivision ©, 830.36, 830.37, 830.38, 830.4, and 830.5 of the Penal Code. The Legislature hereby finds and declares that the rights and protections provided to peace officers under this chapter constitute a matter of statewide concern.Read More →

In County Policy

Policy approved by the Board of Supervisors on January 9, 2001 If you have questions or concerns about this policy, please contact Employee & Labor Relations See also: Report of Incident or Unsafe Condition Form I. POLICY A. Purpose The purpose of this policy is to: Establish a strong commitment to provide a safe work environment free of violence and threats of violence in all the facilities of the County of San Mateo; Heighten awareness of domestic violence and use early prevention strategies to avoid or minimize the occurrence and effects of domestic violence in the workplace; Provide for training and education of all employeesRead More →

In County Policy

GENERAL. Medical authorities and rehabilitation specialists agree that most temporarily disabled employees benefit both psychologically and physically from returning to work at the earliest feasible date. The concept of returning injured employees to work early under a temporary modified work assignment is an underlying philosophy of the Workers’ Compensation system. Supervisors demonstrate interest in disabled employees and recognize the importance and contribution of these employees by arranging meaningful work at the earliest medically feasible date. Injured employees can quickly recognize when they are being ignored by supervisors who do not want to be bothered. Such experiences are humiliating and could directly contribute to extended recuperation periods.Read More →

In County Policy

San Mateo County encourages the use of teleworking as a viable, voluntary option for County employees. San Mateo County Departments are encouraged to review their operations, if appropriate,  and establish a formal telework program for their department, as successful telework programs are tailored to the environment in which they operate. The County recognizes the benefits of telework, including: Boosting employee morale and productivity; Promoting options for employees to effectively balance work-life commitments; Providing an additional employee recruitment and retention tool and increasing the County’s competitive advantages by positioning the County as “an employer of choice”; Boosting employee job satisfaction; Reducing absenteeism; Increasing the County’s abilityRead More →

In County Policy

Purpose The Smoking Pollution Control ordinance prohibits smoking in all County offices. Smoking by a County employee in a County building at any time may result in disciplinary action. Accommodation for Smokers Appropriate outdoor accommodations, including benches, receptacles and overhead shelters, are provided. For some buildings and work areas next to buildings with no overhangs, smoking shelters have been installed. Employee Complaints If you have a complaint about a co-worker who smokes in your building, notify your supervisor verbally or in writing immediately. Resources for Quitting Smoking It’s tough to be a smoker in an increasingly smoke-free world. The County is strongly committed to yourRead More →

In County Policy

The California Occupational Safety and Health Administration, CAL/OSHA Title 8, Section 5144 and Section 5199 require that San Mateo County develop a respiratory protection plan to maintain a safe and healthy work environment. The plan has been developed to provide guidelines to employees to minimize the risk of occupational diseases caused by breathing air contaminated with harmful dusts, fogs, fumes, gases, smokes, sprays, or aerosols. This respiratory protection plan focuses on source control, control of the environment, safe work practice habits and respiratory protection devices. When effective engineering or administrative controls are not feasible or practical, or in emergency situations, the use of personal respiratoryRead More →

In County Policy

If you have questions or concerns about this policy, please contact Employee & Labor Relations Policy revised on March 29, 1999 Any County employee who is convicted of a felony or a misdemeanor subsequent to employment must report such conviction to the Employee Relations Division of Employee and Public Services within seventy-two hours of the conviction. A conviction will not necessarily result in dismissal. Each conviction will be reviewed/investigated to determine if it is substantially related to the responsibilities of the job prior to making a determination about potential action. Failure to report a conviction within seventy-two hours of the conviction may result in disciplinaryRead More →

In County Policy

Policy created on April 28, 2003 If you have questions or concerns about this policy, please contact your Ron Davis at 650-573-2054. I. PURPOSE The County of San Mateo has adopted this Sanction Policy to comply with the Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the federal regulations promulgated there under as well as the California Confidentiality of Medical Information Act. There are several countywide (E-Mail Policy, Internet Usage, and Information Systems Security among others) and departmental policies that require officers and employees to protect information that is considered private, confidential or sensitive. These policies provide that failure to adhere to themRead More →

In County Policy

If you have questions or concerns about this policy, please contact the ISD Help Desk at 650-363-4108. I.      INTRODUCTION Overview Policy created on April 28, 2003 This  policy  outlines  the  proper  use  of portable  computers  and  portable  computing  devices available to or used by County of San Mateo employees in support of their assigned duties. Background In recent years an increasing number of County employees have acquired access to portable computers to enhance their work. Additional y new portable computing technologies, including Personal Data Assistants (PDA), have become common with employees uploading and downloading County information to these devices. In some cases these tools, bothRead More →

In County Policy

Memo revised on November 18, 2021 If you have questions or concerns about this policy, please contact your department’s County Counsel representative. The following are examples of inappropriate and appropriate activities. This is not an exhaustive list. DON’T County officials and employees may not: Distribute campaign literature through the County’s internal mail system. Place campaign literature on employee bulletin boards, on the County’s website, or elsewhere on County government premises. Make public appearances speaking in favor of a ballot measure or candidate during compensated work hours. Make telephone calls about a campaign during compensated work hours. Walk precincts, draft campaign ads, or perform other campaignRead More →

In County Policy

All County of San Mateo Employees, Attached is a new one-time notice that is being sent to you in accordance with the Patient Protection and Affordable Care Act (ACA) of 2010 (sometimes referred to as “Obamacare”). This notice, designed by the Federal Department of Labor, is intended to inform you about the following: Effective January 1, 2014, every U.S. citizen and legal resident will be required to obtain qualifying health insurance coverage. This requirement is referred to as the “individual mandate”. The health insurance coverage must meet certain minimum standards. The health plans offered by the County of San Mateo meet the standards required byRead More →

In County Policy

On July 27, 2004, the Board of Supervisors adopted the County’s “Whistleblower Ordinance” establishing procedures for the reporting of improper governmental activity.  The County Manager’s Administrative Memo C-5 provides further guidance on the County’s reporting process. On November 20, 2012, and February 12, 2013, the Board of Supervisors approved additional funding to enhance the County’s efforts to eliminate suspected improper governmental activity by, among other things, establishing a “Whistleblower Hotline” as well as a web-based reporting system and developing an ethics training program for all County employees. Related Links File a complaint online at www.reportlineweb.com/smcgov San Mateo County Ordinance Code Sections 2.14.060 through 2.14.100 SanRead More →

In County Policy

Policy & Procedures for Participating in Online Training Programs (Approved by Executive Council, January 26, 2009) POLICY STATEMENT: San Mateo County encourages and supports employees to participate in online training programs in order to promote employee development, partnership, and organizational enrichment. BACKGROUND: The County initiated online training programs with the mandated AB1825 training on Preventing Sexual Harassment in 2005. Due to the success of that program, the County has expanded its online offerings in conjunction with the implementation of the County’s Learning Management System in 2007. A variety of programs is offered in the online format, including Introduction to Employee Development Plans ATKS Since itRead More →

In County Policy

Building and maintaining a safe working environment for County employees and the public requires more than just this Plan. It requires the active and constructive participation of all employees at all levels and in all aspects of County service. There are many opportunities to make a contribution to workplace safety whether serving on a committee, helping to identify and correct an Occupational Health and Safety problem, implementing a new program or policy, or educating oneself. Help us meet the challenge of keeping San Mateo County a safe and healthy place to work. Occupational Health & Safety Plan 2012-2016Read More →

In County Policy

Date Established, January 01, 2005 Only for Sheriff’s Safety / Probation Safety Retirement members and extra help employees COUNTY OF SAN MATEO STATEMENT CONCERNING YOUR EMPLOYMENT IN A JOB NOT COVERED BY SOCIAL SECURITY Employee Name:______________________________ Employee ID:____________ Your earnings from this job are not covered under Social Security. When you retire, or if you become disabled, you may receive a pension based on earnings from this job. If you do, and you are also entitled to a benefit from Social Security based on either your own work or the work of your husband or wife, or former husband or wife, your pension may affectRead More →

In County Policy

I, _________________________, do solemnly swear (or affirm)  that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will well and faithfully discharge the duties upon which I am about to enter. Loyalty Oath Signature FormRead More →

In County Policy

Policy revised on: March 24, 2003 If you have questions or concerns about this policy, please contact the ISD Help Desk at 650-363-4108 I. INTRODUCTION Overview This policy outlines the proper use of Information Technology resources owned or operated by the County of San Mateo and establishes standards for the base configuration and operation of those resources. The policy applies to employees, contractors, consultants, temporary and other workers at County offices, including all persons affiliated with third parties. The policy applies to all computer equipment and related devices owned or operated by San Mateo County, to all computers and communications devices not owned or operatedRead More →

In County Policy

The purpose of the County’s written Hazard Communication Plan is to comply with Cal/OSHA’s Hazard Communication Standard and to guide departments in the development of their site-specific Hazard Communication Programs. Globally Harmonized System of Classification and Labelling of Chemicals (GHS) Presentations are based on the fourth revised edition of the GHS (GHS Rev.4) and have been prepared by the UNECE secretariat Hazard Communication Program-Including GHS Updates-2013Read More →

In County Policy

Statement of Policy: San Mateo County provides leave to eligible employees in accordance with the Federal Family and Medial Leave Act (FMLA) and the California Family Rights Act (CFRA) as well as the County’s other leave policies.  Unless otherwise provided by this policy, “leave” under this policy shall mean leave pursuant to the FMLA and CFRA. ELIGIBILITY FOR FMLA/CFRA LEAVE: If you have been employed by the County of San Mateo for at least 12 months and you have worked at least 1,250 hours during the 12 months immediately preceding your leave, you are covered by the provisions of FMLA/CFRA.  If you are an employeeRead More →

In County Policy

As an employer, San Mateo County has the responsibility to minimize hazards in the workplace. This policy sets forth accepted guidelines for personal computer and video display terminal (VDT) use. It updates information and guidance for the proper selection and use of equipment based on changing technology as well as increased knowledge and experience to assist in assuring employee health and safety. Ergonomic Office Standards – 2014 Ergonomic Evaluation Form for San Mateo County Employees Department Ergonomic Coordinator List – July 2014 Ergonomic Policy for Computer Operations – 2014Read More →

In County Policy

The goal of this policy is to encourage and increase the use of environmentally preferable products and services in San Mateo County. By including environmental considerations in procurement decisions, San Mateo County can promote practices that improve public and worker health, conserve natural resources, and reward environmentally conscious manufacturers, while remaining fiscally responsible. The policy objectives are to: Expand the procurement of environmentally preferable products; Identify environmentally preferable alternatives; Recommend as goals for San Mateo County operations, the adoption of alternative processes, where practicable, that will reduce the use and disposal of hazardous substances as well as promote resource conservation; and Collect and maintain up-to-dateRead More →

In County Policy

BOARD OF SUPERVISORS’ COMMITMENT TO EQUAL EMPLOYMENT OPPORTUNITY The Board of Supervisors of the County of San Mateo takes this opportunity to express its philosophy that an essential component of excellence in County government is the diversity of its community. As a result of our long-standing commitment to equal employment opportunity, the County of San Mateo has become a model of diversity among public sector entities. We recognize, welcome, and appreciate our diverse and multi-cultural workforce. Our diversity allows us to respond to the needs of our customers in a more effective and culturally sensitive manner and provides a reflection of the community we serve.Read More →

In County Policy

This policy establishes when an electronic or facsimile signature may replace a hand-written (wet) signature, with the goal of encouraging the use of paperless, electronic documents whenever appropriate. This policy applies to all signatures used in processing independent contracts and requests for proposals as well as internal communications, routing slips, external correspondence, and other official activities. However, this policy does not require any department to use electronic signatures. Electronic and Facsimile Signatures: Administrative Memo B-29Read More →

In Information Services

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Open Data Policy and Reporting Process RESPONSIBLE DEPARTMENT: Information Services Department NUMBER: F-5 Background an Policy Overview On January 29, 2013 the Board of Supervisors adopted the County’s Community Impact Goals and initial Outcome Measures, and directed the County Manager and Chief Information Officer to develop an Open Data Policy and reporting process consistent with the following: Formation of an internal County Open Data Committee; Designation of an Open Data Manager in the Information Services Department (ISO); Designation of Department contact person(s) to work with internal/external auditors, County staff and Measure A Oversight Committee members, with respect to dataRead More →

In Information Services

ADMINISTRATIVE MEMORANDUM ­ COUNTY OF SAN MATEO NUMBER: F-4 SUBJECT: Electronic Document Management Systems Standards and Guidelines RESPONSIBLE DEPARTMENT: Information Services DATE: September 26, 2000 Overview This policy defines departmental responsibility in the selection and implementation of Electronic Document Management Systems (EDMS). Electronic Document Management Systems include software applications that provide Imaging, Document and Information Management, Workflow process automation, Electronic Forms processing, Optical Storage, and COLD/ERM (Computer Output to Laser Disk/Enterprise Report Management). Background The Information Services Department, with the sponsorship ofthe County Manager;s Office and review by the EDMS Standards Committee, has recently established standards and guidelines for the selection and implementation of EDMS.Read More →

In County Policy, Information Services

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: F-3 SUBJECT: Internet Usage Policy RESPONSIBLE DEPARTMENT: Information Services Department APPROVED: John L. Maltbie, County Manager DATE: October 27, 2014 1. Policy Purpose The purpose of this policy is to outline appropriate use of the Internet resources available to San Mateo County workforce members and the public. Access to the internet through the County’s network is a privilege and carries responsibilities reflecting responsible and ethical use. The County supports Internet use that enables County workforce members to perform their job faster and smarter, and encourages its end users to develop Internet skills and knowledge. The County also provides Public WiFi access toRead More →

In Administrative Memos, County Policy, Information Services

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: F-2 SUBJECT: E-Mail Policy RESPONSIBLE DEPARTMENT: Information Services Department (ISO) DATE: April 27, 2015 1. Policy Purpose This policy outlines the proper use of E-mail resources available to County of San Mateo Workforce Members in order to assure that County-provided E-mail services are used in compliance with applicable laws and County policies. Users of E-mail services should familiarize themselves with this policy including its explanation of County E-mail privacy and security issues. By complying with this policy, County Workforce Members can ensure that disruptions to the County’s E-mail services are minimal and that the County can continue toRead More →

In Information Services

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: F-1 SUBJECT: Destruction of Confidential Documents RESPONSIBLE DEPARTMENT: Information Services DATE: March 28, 1997 The Information Services Department, through the Central Records Center, provides a service for the destruction of obsolete and confidential records. All documents will be recycled by a recycling company, and confidential documents will be shredded prior to recycling. Procedures for use of this service are as follows: A memorandum addressed to the Administrator, Central Records Center, Pony ISD336 is required for the removal and destruction of the records. The memorandum should address: The number of boxes or files The general content of the materialRead More →

In Human Resources

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: E-15 DATE: February 22, 2002 SUBJECT: Disciplinary Action and the Fair Labor Standards Act RESPONSIBLE DEPARTMENT: Employee and Public Services Background The Fair Labor Standards Act (FLSA) provides for certain policies and practices in relation to overtime payment for employees. Under the Act, employees are either covered or exempt based on the nature of their work, duties and responsibilities, assignments and related job factors. Employees covered under FLSA must receive overtime pay and exempt employees receive a compensation as determined by the County. All County classifications have been assessed and allocated to either covered or exempt status relativeRead More →

In Human Resources

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: E-14 SUBJECT: Guidelines for Printing and Standards for Purchasing Recycled Paper RESPONSIBLE DEPARTMENT: Employee and Public Services DATE: May 10, 1994 The purpose of these standards and guidelines is three-fold: first, the recycled paper standards will align the County with the federal mandates for post-consumer content* in paper; second, the printing guidelines will provide direction for departments on printing practices which could achieve significant cost savings; third, the printing guidelines will standardize the image of County government to the public. On October 20, 1993, President Clinton signed an executive order mandating comprehensive recycling programs and the purchase ofRead More →

In Human Resources

ADMINISTRATIVE MEMORANDUM COlUNTY OF SAN MATEO SUBJECT: Employee Performance Evaluations RESPONSIBLE DEPARTMENT: Employee & Public Services NUMBER: E-13 DATE: January 24, 1996 This memorandum replaces County Administrative Memorandum E-13, dated June 14, 1985. Evaluating employee performance is one of the most important responsibilities of a manager or supervisor. Evaluations provide a framework for setting and accomplishing organizational and individual goals and objectives. An effective evaluation process lets employees know what is expected of them, how they are performing, and how they can improve and/or take advantage of growth and career opportunities. This Memorandum replaces E-13, dated June 14, 1985. Policy Guidelines Timeliness: It is strongly encouragedRead More →

In Human Resources

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO . SUBJECT: Voluntary Reduced Work Hours RESPONSIBLE DEPARTMENT: Personnel NUMBER: E-12 DATE: February 1, 1984 The Voluntary Reduced Work Hours Program consists of the following three options: ” 5% Plan” – 5% less in salary gives an employee an additional 104 hours (13 days) off. “10% Plan” – 10% less in salary gives an employee an additional 208 hours (26 days) off. “20% Plan” – 20% less in salary gives an employee an additional 416 hours (52 days) off. An employee may apply for the Voluntary Reduced Work Hours Program by submitting the appropriate application/agreement to their department head in May. If participation isRead More →

In Human Resources

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Personnel Records NUMBER: E-11 DATE: February 1, 1984 Every county employee has the right to inspect and review any official record relating to his or her performance as an employee or to a grievance concerning the employee which is kept or maintained by the county, except letters of reference. The contents of these records shall be made available to the employee for inspection and review at reasonable intervals during the regular business hours of the county. The county shall provide an opportunity for the employee to respond in writing, or personal interview, to any information about which he or sheRead More →

In Human Resources

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT. Hazardous Working Conditions RESPONSIBLE DEPARTMENT: Personnel NUMBER: E-10 DATE: February 1, 1984 When a health or safety hazard arises due to temporary loss of electricity, mechanical breakdown, construction activities or the threat of violence including bomb threats, he following guide­ lines should be followed: Temporary Electrical or Mechanical Breakdowns During a temporary electrical or mechanical failure, the person in charge should immediately inform the General Services Maintenance Services Center.  General-Services will ascertain the nature of the failure, take whatever remedial action is possible, and determine when services can be restored. The person in charge should also immediately inform theRead More →

In Human Resources

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: E-9 SUBJECT: Alternate Work Schedule Policies RESPONSIBLE DEPARTMENT: Human Resources APPROVED: John L. Maltbie, County Manager DATE: June 17 2013 Introduction This Administrative Memorandum replaces an earlier version dated September 3, 1985 establishing policies and procedures for alternate work schedule policies. Countywide Policy San Mateo County Departments may develop and implement alternative work schedule policies for their staff. The terms of the policies may vary by Department, but all policies must consider the Countywide performance criteria. Details and resource recommendations on schedule options, the Countywide performance criteria and policy issues are detailed below. Alternative Work Schedule Options SanRead More →

In Human Resources

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Administrative Leave RESPONSIBLE DEPARTMENT: Personnel NUMBER: E-8 DATE: February 1, 1984 Educational Leave Employees assigned, as part of their work, to attend educational programs will be reimbursed by the county for all costs associated with attending the program, this includes the employee’s time, transportation, meals, lodgings, and program costs. If attendance at a program is not assigned, but the department wishes to absorb the salary cost, then the department head should ask the Personnel Director to approve educational leave with pay in accordance with Section 2232.2(h) of the County Ordinance Code and the provisions of most memoranda ofRead More →

In Human Resources

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: E-7 SUBJECT: Pre-employment Physical Examinations RESPONSIBLE DEPARTMENT: Human Resources APPROVED: John L. Maltbie, County Manager DATE: October 27, 2014 No new employee (permanent or Extra Help) in a classification requiring a pre-employment physical examination will begin work until the results of the pre-employment physical examination have been reported to the hiring department and County Human Resources. As part of the standard new hire process, when the person to be hired has been selected, the department payroll clerk or his/her designee, will schedule the prospective new hire for a pre-employment physical examination through the County’s Occupational Health provider. Upon completionRead More →

In Human Resources

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Suspension, Demotion or Termination of Personnel RESPONSIBLE DEPARTMENT: Personnel NUMBER: E-6 DATE: February 1, 1984 To suspend, demote or terminate a permanent classified employee the department head must take the following steps: The employee must be notified in writing of the impending action and why it is being taken. The employee must be allowed the opportunity to examine any material on which the action is based. In the initial letter to the employee, the department head should set a specific timer usually five (5) days, in which the employee can respond to the charges, verbally or in writing. The responseRead More →

In Human Resources

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Denial of Merit Increase RESPONSIBLE DEPARTMENT: Personnel NUMBER: E-5 DATE: February 1, 1984 When a merit increase is denied because of below standard perform­ ance, a Performance Evaluation report is required every two pay periods until the performance is standard or the employee is terminated. Assuming standard performance is achieved, a merit increase should be granted effective the following pay period.Read More →

In Human Resources

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Contracts with Employee Organizations RESPONSIBLE DEPARTMENT: Personnel NUMBER: E-4 DATE: February 1, 1984 Department heads and management personnel must contact the Personnel Department or the Employee Relations Officer before participating in any meeting where a business agent or other professional staff member of an employee organization is present. The intent of this requirement is to provide, either through the county Personnel Department or through consultants, professional assistance in dealing with professional labor representatives. Changes which· appear desirable in one department could have an undesirable effect elsewhere. Therefore, changes in any of the agreements must be coordinated county-wide. The PersonnelRead More →

In Human Resources

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Section 504 Requirements in County Contracts NUMBER: E-3 DATE: February 1, 1984 Objective All services contracted for by San Mateo County shall be accessible to handicapped persons and in compliance with Section 504 of the Federal Rehabilitation Act of 1973. Federal regulations re­ quire that each county program or activity “when viewed in its entirety, is readily accessible to (qualified) handicapped per­ sons.” In establishing public service contracts with non-county organizations, at least one of each kind of service needs to be accessible to persons with sight, hearing or mobility impairments. Public Service Contracts with Organizations of 15Read More →

In Human Resources

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Discrimination Complaint Procedure RESPONSIBLE DEPARTMENT: Personnel NUMBER: E-2 DATE: February 1, 1984 If employees or applicants for employment feel they have been discriminated against by the county or one of its departments, there are several recourses available to them. Complaints of alleged discrimination can be filed with the Affirmative Action Officer, the Civil Service Commission, the employee’s designated employee organization, or with any other agency which handles these complaints. Employees are encouraged to discuss the complaint with their immediate supervisor. However, if this is inappropriate in the judgment of the complainant or if the complaint is not resolved throughRead More →

In Human Resources

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Affirmative Action RESPONSIBLE DEPARTMENT: Human Resources NUMBER: E-1 DATE: August 24, 1989 Objectives   San Mateo County is committed to a system of equal employment opportunity that provides all persons with equal access to positions and a work environment free of discrimination as a basic merit system principle. There shall be no discrimination in any employment action because of age (over 40), ancestry, creed, color, disability, marital status, medical condition, national origin, political or religious affiliation, race, sex, sexual orientation or any non-job-related criteria. Sex, age, and physical condition may be a consideration in employment only in the case ofRead More →

In Memos Being Updated

  ADMlNISTRATIVE MEMORANDUM COUNTY OF SAN MATEO Number: D-14 SUBJECT: Mail Bag Security RESPONSIBLE DEPARTMENT: Employee and Public Services APPROVED: County Manager Date: June 28, 2000 This memorandum revises Mail security bags/treasurer deposit bags should not contain in excess of $4,000 in cash. The following procedures ensure the safe handling of money and other negotiable instruments by the County’s inter-office motorized Mail Service. All currency and other readily negotiable instruments carried by the County’s inter-office Mail-Service shall be transported in locked security bags supplied by Mail Services. The security bags used by departments are to be numbered sequentially to separately identify each bag and to provide properRead More →

In Memos Being Updated

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Property Found at County Facilities RESPONSIBLE DEPARTMENT: General Services APPROVED: County Manager NUMBER: D-12 DATE: November 5, 1986 The following outlines the procedures to be used in handling lost and found items. Items with a Value of Less Than $10.00 Lost items which are discovered by a county employee or by a member of the public should be taken to the nearest county office. That office will hold the property for three days and, if unclaimed, the property will be delivered to the.Building Services Unit of the General- Services Department in Redwood City. If necessary, a day service worker from theRead More →

In Memos Being Updated

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Travel Arrangements RESPONSIBLE DEPARTMENT: General Services NUMBER: D-11 APPROVED: County Manager DATE: August 10, 1984 Each fiscal year the Chair of the Board of Supervisors designates the official travel agent that will make travel arrangements for county travel. Departments process travel authorizations directly to the travel agent. Payment is made on a direct claim (blue claim). Travel arrangements should be made by departments as early as possible. This becomes particularly important in view of the fact that some airlines offer substantial discounts if reservations are made a month or more in advance. All department heads should take fullRead More →

In Memos Being Updated

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: D-10 SUBJECT: County Collection Policy RESPONSIBLE DEPARTMENT: Employee & Public Services APPROVED: County Manager DATE: August 8,2000 This memorandum establishes guidelines and procedures for the disposition of delinquent accounts receivable for County funded programs. Delinquent Accounts/Returned Checks An account is delinquent when: 1) a check is returned unpaid; 2) payment has not been received 60 days after the first billing; 3) the bill is returned to the County because of a change of address; 4) a County department has reason to believe that the debtor will not make payment. All delinquent accounts should be turned over to RevenueRead More →

In Memos Being Updated

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: D-9 SUBJECT: Loss of Money and Securities RESPONSIBLE DEPARTMENT: Human Resources APPROVED: John L. Maltbie, County Manager DATE: October 27, 2014 County funds, securities, equipment and personal property are occasionally lost because of theft or other disappearance. The County, through the Risk Management Division of the Human Resources Department, insures against these types of losses through a crime policy or fidelity. In the case of a loss, the affected department should immediately contact the Sheriff’s Office or the local police department that has jurisdiction. It is also essential that the Risk Management Division, Controller’s Office and District Attorney’s Bureau ofRead More →

In Memos Being Updated

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO RESPONSIBLE DEPARTMENT: County Manager SUBJECT: Data Processing Committees APPROVED: County Manager NUMBER: D-8 DATE: February 1, 1984 Data Processing Advisory Committee The major users of data processing services are appointed by the County Manager as members of the Data Processing Advisory Committee. The quarterly committee meetings provide a forum for the Manager of Data Processing to discuss plans, priorities, problems and project status with users. The meetings also offer the users an opportunity to ask questions, comment on data processing issues and maintain an awareness of the state of data processing in the county. Data Processing Coordinating Committee The role ofRead More →

In Memos Being Updated

ADMINISTRATIVE MEMORANDUM COUNTY OF’ SAN MATEO SUBJECT: Office Maintenance RESPONSIBLE DEPARTMENT: General Services APPROVED: County Manager NUMBER: D-7 DATE: February 1, 1984 Routine Office Maintenance All requests for routine maintenance should be directed to the appropriate supervisory Stationary Engineer assigned to the department facility requiring service. The Stationary Engineer will determine if the request can be accomplished within the General Services maintenance budget-or whether it must be deferred for later funding through the Special Job/Capital Project major maintenance process. Department heads should inform the Director of General Services, in writing, of the names of supervisors authorized to place maintenance requests. Safety Hazards Locations for telephone andRead More →

In Memos Being Updated

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Offers of Art Work RESPONSIBLE DEPARTMENT: General Services APPROVED: County Manager NUMBER: D-6 DATE: February 1, 1984 At the earliest possible opportunity the Board of Supervisors should be made aware of art offered to the county for permanent display or installation in county facilities. The Board will make an initial determination regarding the location, medium and general subject of the art work. The proposed project will then be referred to the Director of Community Services who will obtain a recommendation from the San Mateo County Arts Council. After consulting with the County Manager and the Director of General Services, theRead More →

In Memos Being Updated

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: D-5 SUBJECT: Use of Cars for County Business RESPONSIBLE DEPARTMENT: General Services DATE: August 2, 1993 Use of County Cars County cars may not be used to conduct personal business. Seat Belts When on County business, whether in County-owned or privately-owned automobiles, drivers and passengers must use seat belts. If seat belts in County vehicles are in any way defective, the vehicle may not be used and the motor pool notified immediately. All privately owned vehicles used for County business must have working seat belts. Accident Reporting Instructions for accidents and en1ergencies may be found in the gloveRead More →

In Memos Being Updated

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Office Space Request RESPONSIBLE DEPARTMENT: General Services NUMBER: D-3 DATE: February 1, 1984 All requests for additional office space should be included in departmental budget requests. Departments should consult General Services by November 15, regarding any change in office space during the ensuing fiscal year. Requests for new office space must include a complete description of the activities to be conducted and the number and type of positions involved. New space requests must include furniture requirements for each person and any special needs such as laboratories, or waiting rooms of a specific size. If there is a requirement thatRead More →

In Memos Being Updated

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: D-2 SUBJECT: Office Lighting Levels RESPONSIBLE DEPARTMENT: General Services APPROVED: County Manager DATE: February 1, 1984 As part of the county’s ongoing energy management program, the following light levels have been established for all county facilities: Footcandles Illumination Normal office work (reading, writing, intermittent filing) 50 +/- 10 Office work requiring extensive filing, taking shorthand or frequent bookkeeping or drafting 75 +/- 15 Office work requiring extensive bookkeeping, drafting or other visually difficult critical tasks 100 +/- 20 Work and circulation areas surrounding work stations 30 +/- 5 Hallways and corridors 10 +/- 5 Restrooms 20 +/- 5 Outdoor securityRead More →

In County Counsel

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: C-6 SUBJECT: Reporting of Improper Governmental Activity RESPONSIBLE DEPARTMENT: County Counsel APPROVED: John L. Maltbie, County Manager DATE: January 26, 2005 Purpose The purpose of this memo is to establish the administrative policies and procedures to implement the County’s whistleblower ordinance. (Chapter 2.206 of the San Mateo County Ordinance Code.) The ordinance seeks to protect the integrity of the County’s governmental institutions by providing a mechanism for reporting of improper governmental activity, including but not limited to violating local campaign finance laws, conflict of interest laws, or governmental ethics; misusing County resources; or using a County position to advanceRead More →

In County Counsel

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Employee Political Activities RESPONSIBLE DEPARTMENT District Attorney’s Office NUMBER: C-5 DATE: February 1, 1984 Federal, state, and local laws restrict political activities of county officers and employees. The applicability of these restrictions varies according to circumstance. Therefore, this memorandum serves only as a general guideline for employee conduct. Specific questions should be directed to the District Attorney’s Office.   Solicitation of political contributions from county officers or employees. A county officer or employee may not knowingly solicit political funds or contributions from county officers or employees. However, a county officer or employee may solicit political funds or contributions from the general public even ifRead More →

In County Counsel

ADMINISTRATIVE MEMORANDUM COUNTY OF’ SAN MATEO SUBJECT: Individual Contractors APPROVED: County Manager NUMBER: C-4 DATE: February 1, 1984 Due to potential legal conflicts and increased financial risks to the county, individuals performing professional and specialized services should either be in employee status or be covered by a written agreement firmly establishing an independent contractor’s status.  Expert witnesses and election precinct workers may be paid on “Blue Claim” without a contract.  Any other exceptions must be approved in advance by the District Attorney. The following criteria should be used as a guideline for determining whether persons performing specialized or professional services should be independent contractors orRead More →

In County Counsel

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: C-3 SUBJECT: Incompatible Activities and Conflict of Interest RESPONSIBLE DEPARTMENT: County Counsel APPROVED: John L. Maltbie, County Manager DATE: January 26, 2015 This Administrative Memorandum rescinds and replaces Administrative Memorandum C-3, dated February 1, 1984, revising the policy of Incompatible Activities and Conflict of Interest. Departments have adopted conflict of interest codes. Department heads are responsible for assuring that all affected employees are aware of and abide by the Board approved regulations regarding incompatible activities and conflict of interest codes.Read More →

In County Counsel

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: C-2 SUBJECT: Receipt of Legal Documents RESPONSIBLE DEPARTMENT: County Counsel APPROVED: John L. Maltbie, County Manager DATE: January 26, 2015 This Administrative Memorandum rescinds and replaces Administrative Memorandum C-2, dated February 1, 1984, and it revises the County’s policy for the receipt of legal documents. Purpose The purpose of the policy is to ensure that “legal documents” are handled properly. The term “legal documents”, includes claims for money or damages under the Government Claims Act, pleadings, subpoenas and any notices that reference a court case. Policy County departments and divisions shall take the following actions when they receive legal documents. The document(s) shallRead More →

In County Policy

Drug-free Policy Policy revised on April 8, 1999 PURPOSE This policy reflects San Mateo County’s position on alcohol and drug problems. It is intended to negate informal practices that may exist in connection with alcohol and drug problems, especially those that lead to the cover-up and protection of the abuser. It puts a responsibility on all levels of management to be alert to unsatisfactory or still acceptable but deteriorating job performance, and to follow the Program whenever this occurs. POLICY San Mateo County recognizes alcohol and drug problems as treatable. For the purpose of this Policy, alcohol and drug problems exist when an employee’s consumptionRead More →

In County Counsel

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: C-1 SUBJECT: Hold Harmless and Insurance Language for Agreements with Independent Contractors RESPONSIBLE DEPARTMENT: County Counsel APPROVED: John L. Maltbie, County Manager DATE: January 26, 2015 This Administrative Memorandum rescinds and replaces Administrative Memorandum C-1, dated February 1, 1984, revising the policy of Hold Harmless and Insurance Clauses for Agreements with Independent Contractors. To protect the County’s self-insurance program and to assure excess insurance carriers that the County is dealing with responsible contractors, and to effectuate the public policy that contractors take appropriate legal responsibility for their actions, the following hold harmless and insurance language will be included in contracts withRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-29 SUBJECT: Electronic and Facsimile Signatures RESPONSIBLE DEPARTMENT: County Manager APPROVED: John L. Maltbie, County Manager DATE: July 1, 2013 Purpose This policy establishes when an electronic or facsimile signature may replace a hand-written (wet) signature, with the goal of encouraging the use of paperless, electronic documents whenever appropriate. This policy applies to all signatures used in processing independent contracts and requests for proposals as well as internal communications, routing slips, external correspondence, and other official activities. However, this policy does not require any department to use electronic signatures. Background and Definitions An electronic signature is defined as a signatureRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-28 SUBJECT: Guidelines for Indoor Thermal Comfort and Ventilation RESPONSIBLE DEPARTMENT: County Manager APPROVED: John L. Maltbie, County Manager DATE: January 26, 2015 This Administrative Memorandum rescinds and replaces Administrative Memorandum B-28, dated July 28, 2003, revising the policy of Guidelines for Indoor Thermal Comfort and Ventilation. Purpose This memorandum establishes an acceptable temperature range for buildings with Heating, Ventilating and Air Conditioning (HVAC) temperature controlled areas. Background The cost of gas and electricity used to heat, cool, light and power county buildings and equipment represent approximately forty (40) percent of the facility charges that Departments pay. ARead More →

In County Manager, County Policy

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-27 SUBJECT: Protected Health Information Sanction Policy RESPONSIBLE DEPARTMENT: County Manager / Clerk of the Board APPROVED: John L. Maltbie, County Manager DATE: June 26, 2014 I. Purpose The County of San Mateo has adopted this Sanction Policy to comply with the Health Insurance Portability and Accountability Act (HIPAA) of 1996 as amended, the Health Information Technology for Economic and Clinical Health (HITECH) Act as implemented through the revised HIPAA Omnibus Rule published on January 17, 2013, see 78 Fed. Reg. 5565 (Jan. 25, 2013) amending C.F.R. Parts 160 and 164, and the California Confidentiality of Medical Information ActRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-26 SUBJECT: Departments, or portions thereof, designated as Health Care Components pursuant to the Health Insurance Portability and Accountability Act (HIPAA) of 1996, 45 C.F.R. §164.105(c)), as amended and supplemented by Subtitle D of the Health Information Technology for Economic and Clinical Health Act (HITECH Act) of the American Recovery and Reinvestment Act of 2009 and the HIPAA Omnibus Rule, 78 Fed. Reg. 5565 (Jan. 25, 2013), amending C.F.R. Parts 160 and 164. RESPONSIBLE DEPARTMENT: County Manager / Clerk of the Board APPROVED: John L. Maltbie, County Manager DATE: June 26, 2014 I. Purpose This Administrative memorandum identifies the County departmentsRead More →

In County Manager, County Policy

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-25 SUBJECT: Privacy Policy pursuant to the Health Insurance Portability and Accountability Act (HIPAA) of 1996, 45 C.F.R. §164.105(c)), as amended and supplemented by Subtitle D of the Health Information Technology for Economic and Clinical Health Act (HITECH Act) of the American Recovery and Reinvestment Act of 2009 and the HIPAA Omnibus Rule, 78 Fed. Reg. 5565 (Jan. 25, 2013), amending C.F.R. Parts 160 and 164. RESPONSIBLE DEPARTMENT: County Manager / Clerk of the Board APPROVED: John L. Maltbie, County Manager DATE: June 26, 2014 I. INTRODUCTION The federal Health Insurance Portability and Accountability Act of 1996, HIPAA, was established,Read More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-24 DATE: November 14, 2001 SUBJECT: Smoking Control Policy for County-Owned Vehicles RESPONSIBLE DEPARTMENT: County Manager’s Office Purpose/Intent To protect County employee’s health and welfare by establishing a Countywide prohibition on smoking in County-owned vehicles, which is construed as a place of employment, Background On July 17, 1990, the Board of Supervisors enacted the Smoking Pollution Control Ordinance No. 03239. The Ordinance prohibits smoking in all County owned buildings and County-leased portions ofbuildings effective August 16, 1990. Due to this ordinance, smoking is prohibited in all County facilities at all times. Policy There will be no smoking inRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-23 SUBJECT: OVERTIME USE POLICY RESPONSIBLE DEPARTMENT: County Manager DATE: June 19, 2000 Purpose: The purpose of this new policy is to establish Countywide guidelines for use of overtime that balances the need to provide services withe health, safety and well-being of employees and those we serve. Coverage: This policy applies to all County positions except for sworn law enforcement and Correctional Officer positions in the Sheriffs Office. The Sheriffs Office General Orders cover overtime usage for sworn personnel and Correctional Officers in the Sheriffs Office. Background: One of the major reasons the County utilizes overtime is toRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-22 SUBJECT: Donations of Surplus Property to Nonprofit Organizations and Public Schools RESPONSIBLE DEPARTMENT: County Manager APPROVED: John L. Maltbie, County Manager DATE: November 24, 2014 This Administrative Memorandum rescinds and replaces Administrative Memorandum B-12, dated October 22, 2007, revising the policy of donations of surplus property to nonprofit organizations and public schools. I. INTRODUCTION Overview This Administrative Memorandum establishes policies and procedures for the donation of County-owned surplus property other than vehicles, including electronic equipment, to nonprofit organizations and public schools. Computer equipment includes personal computers, cell phones, personal digital assistants (PDA’s), monitors, printers, operating system software, and other related items. Background As the County becomes moreRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-21 SUBJECT: Selection of Construction Contractors RESPONSIBLE DEPARTMENT: County Manager/Clerk of the Board DATE: 3/14/06 PURPOSE The purpose of this new memorandum is to establish policies and procedures, in addition to the requirements of Administrative Memorandum B-1 Selection of Independent Contractors, to be followed in contracting for construction1 work on County facilities. If there is a question whether work constitutes construction work, the County Counsel’s office should be contacted. The Public Contract Code allows the County to have construction projects performed under three categories: 1. Contracts under $6,500 which do not require formal bidding; 2. Contract between $6,501Read More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-20 SUBJECT: Building Access and Cardkey Policy RESPONSIBLE DEPARTMENT: County Manager / Clerk of the Board DATE: January 2, 2014 I. INTRODUCTION Overview This policy outlines the building access guidelines and expectations for all individuals who possess County cardkeys. Each cardkey shall contain the individual’s legal name as it appears on a government-issued identification such as a driver’s license (no nicknames are allowed), their photograph, and their department or other designation, such as County Bar Association, Grand Juror, Vendor, etc. Each cardkey will have the level of access specifically recommended for that cardholder by his/her Department head or other authorizedRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-19 SUBJECT: Mobile Technology Use Policy RESPONSIBLE DEPARTMENT: County Manager / Clerk of the Board APPROVED: John L. Maltbie, County Manager DATE: May 5, 2014 This memorandum replaces an earlier version of Memorandum B-19 dated October 22, 2007, which was limited to the acquisition and use of cellular telephones and personal digital assistants. This memorandum revises and expands the policy to cover the County’s acquisition of “mobile devices” and provision of such devices to employees. This memorandum also covers the use of such mobile devices to transact County business (including but not limited to accessing County information systems and technology)Read More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-18 SUBJECT: Extra Help Policy RESPONSIBLE DEPARTMENT: County Manager DATE: January 6, 1997 It is the policy of San Mateo County to use Extra Help employees only in the following circumstances and for a limit of 1,040 hours per fiscal year per employee: 1. Temporary absence of incumbent. 2. Short-term variations in workload, including seasonal work (e.g. elections, lifeguards). 3. Short-term special projects/assignments/pilot programs. 4. Temporary filling of vacant positions. 5. Intermittent work (e.g. library pages, on-call nurses) 6. Temporary staffing prior to implementation of organizational or technological changes (e.g. computer programmers) The County Manager’s Office (CMO) provides fiscalRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-17 SUBJECT: Coin-operated Vending Machines RESPONSIBLE DEPARTMENT: County Manager APPROVED: John L. Maltbie, County Manager DATE: November 24, 2014 This Administrative Memorandum rescinds and replaces Administrative Memorandum B-17, dated July 25, 2003, revising the policy of privately-owned and operated vending machines placed in County Facilities. This memorandum excludes machines under agreements with the State Department of Rehabilitation. The Department of Human Resources Procurement Division will be responsible for administering a countywide contract for the placement of vending machines in County facilities. All vendors must comply with the County of San Mateo Wellness Policy. The Procurement Division will work with the DepartmentRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-16 SUBJECT: County Travel Policy RESPONSIBLE DEPARTMENT: County Manager DATE: April 2, 2013 This memorandum replaces the prior Administrative Memorandum B-16 dated January 7, 1997, revising the County policy for travel. The County Travel Policy is intended to establish consistent, efficient, and effective guidelines for County employees and officials when traveling on County business. I. Purpose and Appropriateness of Travel Travel on County time and at County expense will be permitted for bona fide business reasons that will benefit the County. Travel for attending business conferences, services, and meetings will be permitted only if there is a clear benefitRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-15 SUBJECT: Appropriation Authority RESPONSIBLE EPARTMENT: County Manager DATE: February 25, 2014 The Board of Supervisors, through the budget approval process, appropriates funds for each budget unit at an object level (Salaries and Benefits, Services and Supplies, Other Charges, Fixed Assets, Other Financing Uses and lntrafund Transfers). Pursuant to the Government Code, departments are only authorized to expend funds within the amount appropriated by the Board of Supervisors for each budget unit-object level. As set forth herein, departments must request any necessary appropriation adjustments at an object level, and obtain the necessary approvals for such adjustments, prior toRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-14 SUBJECT: Duplex Copying of All County Documents RESPONSIBLE DEPARTMENT: County Manager DATE: March 25, 1991 This memorandum serves to reinforce a policy that was made by the Board of Supervisors over a year ago that encouraged all county departments to duplex documents. Administrative Memorandum B-4 specifies that the documents prepared for the Board of Supervisors’ agenda packets be duplexed. In the interest of reducing paper and copier-associated costs countywide, &l documents produced by county departments where duplicating of original documents is necessary must be duplexed. Furthermore, all duplicating jobs performed by Reprographics or referred to an outside print shop willRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Second in Command RESPONSIBLE DEPARTMENT: County Manager NUMBER: B-13 DATE April 17, 1987 It is essential that a clear line of authority be established when the Department Head is absent from the job. In those departments having an Assistant Department Head, that position assumes the responsibility automatically.  However, several departments do not have an Assistant Department Head position. In those departments when the Department Head will be absent five days or more, the Department Head shall communicate, in writing, to the County Manager indicating the person by name and title who will serve as acting Department Head during the DepartmentRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-12.2 SUBJECT: Department Participation in Non-County Sponsored Events and Activities RESPONSIBLE DEPARTMENT: County Manager/Clerk of the Board DATE: 2-27-13 PURPOSE The purpose of this memo is to establish policies, procedures and a required approval form for County employees and/or County resources to participate in events and activities that fall outside of the direct provision of services by a department, but benefit the County. An example of an event that would require prior approval is a fundraiser for a community group or a non-profit partner. Prior approval would be required. Upon prior approval, the expenses for on-duty personnel, and/or theRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Legislative Program RESPONSIBLE DEPARTMENT: County Manager’s Office NUMBER: B-11 DATE: June 16, 1986 Legislative Program The county legislative program is established by the Board of Supervisors and is coordinated through the County Manager’s Office. Individual departments, with assistance from the County Manager’s Office, the County Supervisors Association, and other associations will monitor state and federal legislation in their areas of responsibility. Legislation will be presented to the Board of Supervisors when there is a controversial subject or major public policy issue and Board direction is needed, or where it is clear that a Board position will have an impactRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-12.1 SUBJECT: Department Hosting Authority for County Sponsored Events and Activities RESPONSIBLE DEPARTMENT: County Manager/Clerk of the Board DATE: 2-27-13 PURPOSE The purpose of this memo is to establish policies and procedures consistent with Section 2.12.290 of the San Mateo County Ordinance Code, related to the hosting of events that will be of benefit to the County such as conventions, conferences, trainings, or special meetings. When the employees or officers of the County of San Mateo act as host for a convention, conference, training, or special meeting, the expenses may be paid by the County. These events mayRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Travel Expenses Financed by Others RESPONSIBLE DEPARTMENT: County Manager NUMBER: B-10 DATE: February 1, 1985 In most cases travel expenses which benefit San Mateo County are authorized by established procedures and are financed by the county. There are occasions when transportation and lodging expenses can be paid by sources other than the county. In specific cases these expenses can be paid by private businesses or consultants. In these instances the following conditions shall apply: The travel of a county employee will enhance the information or knowledge necessary to facilitate the most appropriate decision from the county’s point of view.Read More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-9 SUBJECT: Smoking Control Policy Guidelines RESPONSIBLE DEPARTMENT: County Manager’s Office DATE: December 7, 1990 On July 17, 1990, the Board of Supervisors enacted the Smoking Pollution Control Ordinance No. 03239 (attached). The Ordinance prohibits smoking in all County-owned buildings and County-leased portions of buildings effective August 16, 1990. This action supersedes the provisions formerly prescribed in Administrative Memorandum B-9, which allowed smoking in county facilities in areas designated by department heads or the County Manager. Due to the Smoking Pollution Control Ordinance, smoking is prohibited in all County facilities at all times. ORDINANCE NO. 03239 BOARD OFRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF’ SAN MATEO SUBJECT: Policy Regarding Consumption of Alcohol in County Facilities RESPONSIBLE DEPARTMENT: County Manager NUMBER: B-8 DATE: December 20, 1984 On December 18, 1984, the Board of Supervisors modified the policy regarding the consumption of alcoholic beverages in county facilities. The new policy restricts the consumption of alcoholic beverages in county facilities so that only beer and wine can be consumed and only with the prior approval of the County Manager or the appropriate Department Head.Read More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-7 SUBJECT: Use of Public Parking Spaces RESPONSIBLE DEPARTMENT: County Manager DATE: August 28, 1998 Metered and non-metered curbside parking spaces near county buildings are not intended for all- day employee parking. They are for transient public parking and for residents who live in the area. County employees should park their vehicles in the county parking lots or in designated public all-day metered spaces. Employees taking time out from their work during the day to “feed the meter” or to move their cars from restricted parking zones misuse county time as well as the residential space and transient parking space designed forRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Policy Issues Involving Cities RESPONSIBLE DEPARTMENT: County Manager’s Office NUMBER: B-6 DATE:  February 1, 1984 Periodically issues affecting San Mateo County also affect the cities in the county. Often, in these cases, department heads and other staff are responsible for contacting the cities in an attempt to establish a uniform position. Prior to these contacts the Board of Supervisors should be consulted during a regular Board meeting in order for it to advise county staff of the position to be taken in the discussions.  Read More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-5 SUBJECT: Grant Applications RESPONSIBLE DEPARTMENT: County Manager APPROVED: John L. Maltbie, County Manager DATE: October 27, 2014 Purpose/Intent The purpose of this memorandum is to bring current the established guidelines for applying for grant funding and authorize departments to apply for grants which are within the operational scope of their department. This Administrative Memorandum rescinds and replaces Administrative memorandum B-5 (December 2, 1996). Background Prior to 1996, the County’s policy required County Manger and Board of Supervisors approval prior to submitting a grant application to a prospective funding source. This policy constrained departments when applying for grants asRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-4 SUBJECT: Board Agenda Procedures RESPONSIBLE DEPARTMENT: County Manager/Clerk of the Board APPROVED: Signature on file in the County Manager’s Office DATE: 9/28/2006 PURPOSE The purpose of this memo is to establish policies and procedures related to the process for preparing Board agenda items. These procedures streamline and improve the Agenda process. Any questions or requests for exceptions to these guidelines should be directed to your assigned County Manager Analyst. This memorandum replaces Administrative Memorandum B-4 dated March 14, 2006. Revisions include updates to incorporate current practice, County Manager consideration/approval of late items submitted during the agenda process,Read More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-3 SUBJECT: Gifts RESPONSIBLE DEPARTMENT: Employee and Public Services APPROVED: John L. Maltbie, County Manager DATE: December 2, 1996 Definition of Gift 1. “Gift” includes not only tangible items but also includes the provision of meals, services, favors or other non-tangible items. 2. “Gift” does not include any award presented publicly to an officer or employee of the County of San Mateo in recognition of professional achievement or in recognition of service to the public. 3. In determining the value of a gift, the fair market value that would be charged in the open market should be considered andRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-2 SUBJECT: Decorations in County Facilities RESPONSIBLE DEPARTMENT: County Manager APPROVED: John L. Maltbie, County Manager DATE: November 24, 2014 This Administrative Memorandum rescinds and replaces Administrative Memorandum Number B-2, dated February 4, 2000. Holiday trees and decorations are permitted in County facilities under the following conditions: If employees wish to have holiday decorations, they must provide them at their own expense. County funds are not to be used to purchase holiday trees or decorations. The only exception is in connection with programs where children are housed overnight during the holiday season. The department director must approve any purchase for this purposeRead More →

In County Manager

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: B-1 SUBJECT: Selection of Independent Contractors RESPONSIBLE DEPARTMENT: County Manager/Clerk of the Board DATE: 09/24/2012 PURPOSE The purpose of this memo is to establish policies and procedures for the selection of independent contractors to perform seNices for the County, and for the preparation and processing of agreements for their seNices. This memo covers the acquisition of seNices (including seNices with goods), and does not apply to contracts solely to acquire items, whether by purchase, lease, or lease-purchase, which are covered separately in Chapter 2.92 of the Ordinance Code. For step-by-step instructions on the selection of independent contractors andRead More →

In Controller

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Accounting for Capital Assets NUMBER: A-7 RESPONSIBLE DEPARTMENT: Controller DATE: September 22, 2014 This Administrative Memorandum rescinds and replaces Administrative Memorandum Number A-7 dated August 2, 1993. The Controller’s Office has the responsibility of maintaining records for the County’s capital assets. The definition of a capital asset includes only those items which cost $5,000 or more with a useful life greater than one year. For depreciation purposes, the estimated useful lives for various assets are as follows: Infrastructures = 20 to 50 years Structures and improvements = 50 years Equipment = 3 to 15 years Software = 3 to 5 years When determiningRead More →

In Controller

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Semi-Weekly Check Processing Policy NUMBER: A-6 RESPONSIBLE DEPARTMENT: Controller’s Office DATE: February 27, 1991 Beginning Monday, March 11, 1991, all claims that are submitted to the County of San Mateo Controller’s Office will be processed according to a new semi-weekly check processing policy. The following outline is intended to clarify this policy All “daily” claims submitted to the Controller’s Office on or before each Tuesday by 12:00 noon will be processed with a check being issued by the following Tuesday. For all claims submitted on or before each Thursday by 12:00 noon, processing will take place with a checkRead More →

In Controller

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Expense Reimbursement Policy NUMBER: A-5 RESPONSIBLE DEPARTMENT: Controller’s Office DATE: February 27, 1991 Effective Monday, March 11, 1991, travel expenses incurred by San Mateo County employees should be submitted and will be reimbursed on a monthly basis (once per month). The following outline is intended to clarify this new policy Employee expense reimbursement forms and all required documentation should be submitted by the department to the Controller’s Office by 12:00 noon three working days after each pay period. This will normally allow employees to submit expense reimbursement forms with their timesheets Only one expense reimbursement form per employee shouldRead More →

In Controller

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: A-4 SUBJECT: Service Charge on Returned Checks RESPONSIBLE DEPARTMENT: Controller DATE: August 2, 1993 Procedures–Returned Check Charge (Government Code Section 6157) Effective July 1, 1993, the Board of Supervisors, by Resolution No 57330, established returned check charges as follows: a) Returned check in payment of taxes: $35.00 b) Returned check for fines, fees, licenses, and other payments: $25.00 The charge must be identified separately from other revenue on the department receipt, deposit, permit, cash book, and cash statement. The revenue for these charges should be deposited in the General Fund #OOOl to the credit of Revenue Account #9911. (Due to theRead More →

In Controller

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: A-3 SUBJECT: Reimbursement of State Mandated Costs RESPONSIBLE DEPARTMENT: Controller DATE: May 10, 1994 Background This Administrative Memorandum defines the departmental responsibility for preparation of claims for reimbursement of State mandated costs under SB 90, and outlines the procedure for submitting claims to the Controller’s Office. SB 90 (Chapter 3 Section 2200 et seq of the Revenue and Taxation Code), outlines the procedure for submitting claims for State reimbursement when new legislation, court decisions, and State administrative regulations fail to recognize all or part of the mandated cost. Identification of Mandates The constitutional definition of a reimbursable program was modifiedRead More →

In Controller

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO NUMBER: A-2 SUBJECT: Central Revolving Fund (Petty Cash Fund) RESPONSIBLE DEPARTMENT: Controller DATE: March 1, 2000 This memorandum is revised to reflect new policies and procedures in the Central Revolving Fund.  This replaces the Administrative Memorandum A-2 dated December 6, 1995. In accordance with the Board of Supervisors Resolution No. 37838, the Controller operates the Central Revolving Fund as follows: Procedures for the establishment and operation of departmental Petty Cash Funds are attached and required to be signed and delivered to the Controller’s Office before any monies are distributed (Petty Cash Fund Initiation and Operating Procedures). These procedures are considered to beRead More →

In County Policy

DRIVING POLICY EXECUTIVE SUMMARY (Revised February, 10, 2010) 1.   Driving Policy Statement It is the policy of San Mateo County to promote the safety of our drivers and to protect County resources, employees and the public from vehicular harm or incident. To help achieve this, the County has a Safe Driver Program that outlines measures to authorize, educate, and monitor County drivers. 2.   County Driving Privileges Driving for the County is a privilege and requires that County drivers be familiar with and adhere to the policies and expectations that are outlined within the County’s Safe Driver Program. County employees are expected to always drive CountyRead More →

In County Policy

The Catastrophic Leave Policy is designed to assist employees who have exhausted paid time credits due to a serious or catastrophic illness, injury or condition of the employee or his/her extended family. This policy allows other employees to make grants of time to that employee so that s/he can remain in a paid status for a longer period of time, thus partially ameliorating the financial impact of the illness, injury or condition. The maximum amount of time that can be donated is 1 year. Conditions for Receiving Employee Upon request of an employee and upon approval of the department head, leave credits (vacation, sick leave,Read More →

In County Policy

A salary differential allowance shall be paid to incumbents of positions requiring use of a second language as designated by the appointing authority and the Director of Human Resources.  Designation of positions for which bilingual proficiency is required is the sole prerogative of the County.  Positions can only be designated to receive the Bilingual Salary Differential Allowance when the following eligibility requirements are met and procedures followed. GENERAL ELIGIBILITY REQUIREMENTS All non-supervisory permanent positions are eligible for bilingual salary differential allowance.  Extra help employees are not eligible for bilingual pay. Department communicates the need for a particular position to be designated to receive the bilingualRead More →

In Controller

ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO SUBJECT: Audit Procedure RESPONSIBLE DEPARTMENT: Controller DATE: February 1, 1984 The following procedure ensures that audit findings are thoroughly reviewed and that each audit recommendation is implemented or resolved. Following completion of an audit, the auditor will confer with the,department head and provide a draft of the audit report A final report will then be issued to the department The auditor will request the department to submit a written response to the recommendations to the Controller within ten days following the conference The department shall respond to all recommendations in the audit report The department shall number its responsesRead More →

In County Policy

Article 2.7 of the County’s Ordinance Code governs county employment and employee compensation (vacation, sick leave, holidays, and other general policies). library.municode.com/HTML/16029/level2/TIT2AD_ART2.7COEM.html#TOPTITLERead More →

In County Policy

The purpose of this resolution is to promote full communication between the County and its employees by providing a reasonable method of resolving disputes regarding wages, hours, and other terms and conditions of employment between the County and its employees and their employee organizations. It is also the purpose of this resolution to promote the improvement of personnel management and employer-employee relations within the County government by providing a uniform basis for recognizing the right of County employees to join employee organizations of their own choice and to be represented by such organizations in their employment relationships with the County. Nothing contained herein shall beRead More →

In Civil Service Rules

These definitions apply throughout these rules unless otherwise specified. APPOINTING AUTHORITY OR POWER: A person having the lawful power to make appointments or to remove persons from positions in the County service. APPOINTMENT: The designation of a person by an appointing authority to fill a vacant position, and the acceptance by such person of the position. BAND: A scoring method used to group test scores into a specific range. Candidates whose scores fall within the same range are then grouped together and are considered to have the same score. CONTINUOUS SERVICE: Uninterrupted employment in the County service, except by authorized absence. DAY, WEEK, MONTH, YEAR:Read More →

In Civil Service Rules

Section 1.   The employees of the Superior Court shall be covered by the provisions of these Rules of the Civil Service Commission of San Mateo County as if they were employees of the classified County service unless otherwise specified below, and the Civil Service Commission agrees to act for the employees of the Superior Court.    A. Rule XI – Appointment, Probation, Promotion, Demotion and Transfer. Employees of the Court are covered by this rule except for establishing and extending probation periods and appeals both of which are covered by the Rules of the Court. B. Rule XII – Employee Performance Evaluation. Employees of the Court are coveredRead More →

In Civil Service Rules

SECTION 1. WHEN LAY OFFS MAY BE MADE: Any department head may, with the Board of Supervisors approval, lay off employees because of lack of work, lack of funds, reorganization, or otherwise when in the best interests of the County. The procedures and order of lay offs shall be in accordance with rules of the Commission. SECTION 2. REPORTS AND NOTICES OF LAY OFF: A. After the above described decision is made to order a lay off the department head will report promptly to the Director the number of employees in each classification to be laid off, and the effective dates. B. The department headRead More →

In Civil Service Rules

SECTION 1. RESIGNATION IN GOOD STANDING: A. In order to resign in good standing a permanent or probationary employee shall submit a written notice to the appointing authority at least fourteen days in advance, unless the latter agrees to shorter notice. The appointing authority shall forward this notice to the Director for inclusion in the employee’s personnel file. Failure by the employee to give this notice may result in forfeiture of future employment rights, as well as the right to have his/her name replaced on the reinstatement eligible list. B. Resignation severs all seniority and employment rights, except that of requesting replacement of the formerRead More →

In Civil Service Rules

SECTION 1.  WHO MAY PETITION FOR AN APPEAL: Unless otherwise proscribed, a person may petition requesting an appeal before the Commission if: A. He/she is entitled to an appeal under the provisions of the Charter or these rules; and B. He/she is adversely affected by any action or decision of the Director taken under authority of these rules. SECTION 2. THE PETITION FOR AN APPEAL: A. Content 1. A petition for appeal shall be in writing, signed by the petitioner, and shall state the petitioner’s mailing address, the ruling or action being appealed from, and the facts or reasons in detail upon which the petitioner is basingRead More →

In Civil Service Rules

SECTION 1. AUTHORITY TO DISMISS, SUSPEND, REDUCE IN STEP OR DEMOTE: The appointing authority may dismiss, suspend, reduce in step or demote any employee in the classified service provided the rules and regulations of the Commission are followed, and provided further that any permanent classified employee shall have the right to appeal such an action to the Commission in accordance with the provisions of Rule XIV. All employees, except those represented by the California Nurses Association, are covered by the Non-Punitive Discipline Program. For covered employees, a disciplinary letter, which equates to a suspension of a specified length (e.g.; one day, three days, etc), may be issuedRead More →

In Civil Service Rules

SECTION 1. PROVISION OF JOB PERFORMANCE EVALUATION SYSTEM: The Director shall establish a system for measuring, reporting, and recording the job performance of County employees. The objectives of this system will include, but not be limited to, assisting supervisors and their employees in measuring progress towards goals, employee development, and recording for possible future use information needed for personnel decisions affecting employees who are evaluated. This system shall apply to all probationary and permanent employees, as well as other employees designated by the Director. SECTION 2. UTILIZATION OF JOB PERFORMANCE EVALUATION: The Director shall determine the use and significance, if any, of job performance evaluationsRead More →

In Civil Service Rules

SECTION 1. GENERAL: Vacancies may be filled by permanent, probationary, provisional, or temporary appointments, as well as by transfer, promotion, or demotion. SECTION 2. APPOINTMENT AND NOTIFICATION OF APPLICANTS: The appointing authority will interview all candidates certified to the requesting department before making an appointment. All candidates on an eligible list in the top seven (7) ranks or established bands are eligible for selection. After making the selection the appointing authority will notify all candidates interviewed of the results. SECTION 3. PERMANENT APPOINTMENT: Employees who have successfully completed the probationary periods designated for their classifications shall be given permanent status. Former permanent employees appointed fromRead More →

In Civil Service Rules

SECTION 1. AUTHORITY: The Director shall prescribe medical standards for employment based on job requirements, and establish administrative procedures for conducting examinations, as are required to meet the provisions of this rule. SECTION 2. SCHEDULING: Persons selected for County employment must successfully complete the prescribed medical examination prior to beginning work. Under special circumstances the Director may authorize that the examination be completed immediately upon reporting for work. SECTION 3. SPECIAL EXAMINATIONS: If there are facts causing the appointing authority to believe that an employee over whom s/he has authority is physically or mentally incapable of properly performing his/her duties, s/he may, with the approvalRead More →

In Civil Service Rules

SECTION 1. REQUISITION OR REQUEST FOR PERSONNEL: Whenever a vacancy in the classified service is to be filled, other than by transfer or demotion, the appointing authority will notify the Director as far in advance as possible and request certification on a form prescribed by the Director. In cases where selective certification based on bona fide occupational qualifications or on special skill requirements is desired the personnel requisition will include complete justification. Following receipt of a request for personnel the Director will determine which eligible list is to be used. SECTION 2. PRIORITY OF ELIGIBLE LISTS: Eligible lists shall be certified to fill permanent vacanciesRead More →

In Civil Service Rules

SECTION 1. ORDER OF ELIGIBLES: Applicants for employment who qualify in an examination shall have their names placed on the appropriate eligible lists in the order of their final scores and/or band of scores. SECTION 2. EFFECTIVE DATE OF ELIGIBLE LISTS: Eligible lists shall be in effect from the date on which approved by the Director. Changes in rank, or addition or subtraction of names because of errors or re-ratings, shall not change the effective date of an eligible list. SECTION 3. DURATION OF ELIGIBLE LISTS: A. The duration of eligible lists shall be as follows: 1. Departmental promotional eligible lists are established for aRead More →

In Civil Service Rules

SECTION 1. USE AND NATURE OF EXAMINATIONS: Examinations will be used to determine the eligibility of applicants for employment and their relative positions on eligible lists. Examinations used will be prepared in compliance with Federal and State laws or guidelines and will be based on job requirements. SECTION 2. SCHEDULING OF EXAMINATIONS: A. The Director will schedule all examinations and will distribute notices and determine where they will be posted. Notices will be posted in the Human Resources Office or on line on the County’s official designated website in advance of the final date for filing applications in accordance with the provisions of these rules.Read More →

In Civil Service Rules

SECTION 1. FILING OF APPLICATIONS: A. Official application forms shall be provided by the Human Resources Department. Application forms must be filled out completely and must be signed by the applicant or certified through electronic submission. Applications that are filed become the property of the County and will not be returned. A separate and complete application is required for each examination, unless otherwise specified in the examination announcement. B. For regular recruitments and for continuous recruitments that are being closed, applications must be received by the Human Resources Department not later than the office closing time on the published last day to file or mustRead More →

In Civil Service Rules

SECTION 1. METHODS: Department heads shall advise the Director in a timely manner of current and anticipated vacancies. The Director shall determine the methods to be used in recruitment. The Director may postpone, cancel, extend or otherwise modify the recruitment efforts as circumstances indicate. SECTION 2. EQUAL EMPLOYMENT OPPORTUNITY: In planning and conducting recruitments the Director and all other persons involved will give due consideration to the goals of the Equal Employment Opportunity Program. SECTION 3. ANNOUNCEMENTS: A. Announcements for examinations shall be posted on line on the County’s official designated website or in the principal Human Resources Office of the County for the durationRead More →

In Civil Service Rules

SECTION 1. GENERAL: All positions shall be classified according to the duties and responsibilities assigned. All classification actions shall be based on the principle that positions with similar duties and responsibilities and requiring similar qualifications shall be grouped together in common classifications. Positions in the same classification shall be designated by the same title, filled by using the same qualification standards and selection criteria, and compensated according to the pay scales of the classification. The Director shall periodically review the duties of positions in the classified service and revise classification specifications and reallocate positions as needed. The Director shall provide assistance to department heads inRead More →

In Civil Service Rules

The Director of Human Resources (hereinafter referred to as Director) or the Director’s designee shall be responsible for the administration of the classified personnel system in conformity with the provisions of the County Charter and the Rules of the Commission. The duties of the Director shall include the following: A. act as the executive officer for the Commission and be responsible for carrying out the decisions, instructions, and rules of the Commission. B. issue administrative regulations or procedures for the administration of these rules. C. prepare the Commission’s agenda and keep an official record of all actions taken by the Commission. D. make recommendations forRead More →

In Civil Service Rules

SECTION 1. ORGANIZATION: In accordance with the provisions of the County Charter, the Commission shall consist of five members. Members shall be appointed by the Board of Supervisors to four-year terms. SECTION 2. ELECTION OF OFFICERS: At its first meeting of each year the Commission shall elect one of its members as chairperson and another as vice-chairperson. SECTION 3. MEETINGS: The Commission shall hold regular public meetings each month at a date, time and location determined by the Commission. In addition, the Commission may hold special meetings upon the call of the chairperson or any two members of the Commission at such time and placeRead More →

In Civil Service Rules

SECTION 1. AUTHORITY TO ADOPT RULES: Under the authority of Section 505, Article 5, Charter of the County of San Mateo, the Civil Service Commission of San Mateo County hereby prescribes and adopts these rules. SECTION 2. APPLICABILITY: These rules apply to all positions in the classified service, which includes all positions and employments in service of the County except those specifically exempted in Section 502, Article 5 of the County Charter. These rules shall be binding upon the Board of Supervisors, elective officials, boards and commissions, and all employees in the service of the County. SECTION 3. PURPOSE: These rules are prescribed to carry out theRead More →

In Civil Service Rules

The Civil Service Commission hears appeals to dismissals, demotions, or suspensions of employees; reviews requests for extension of eligible lists, allocates new or revised job classifications to an appropriate bargaining unit for employee/employer relation purposes. The 5-member Commission meets the first Thursday of the month in Redwood City. The amended Civil Service Commission Rules contained herein were adopted on June 4, 2009. They are published for the information and guidance of all concerned. Bob Stine Chairperson, Civil Service Commission   Note: The Commission revised Rule IV, Sections 2 and 4A, on February 4, 2000. Note: The Commission revised Rule V, Section 2, on February 4,Read More →

In County Policy

OVERVIEW Section 2.75.020 of the San Mateo County Ordinance Code require that each Department Head formulate rules relating to incompatible activities and outside employment.  The purpose of the rules is to prohibit County employees from engaging in any employment, activity, or enterprise which is inconsistent, incompatible, in conflict with, or inimical to the duties imposed on such employees by virtue of their employment with the County of San Mateo.  These rules are promulgated in addition to the Conflict of Interest Code that applies to designated employees.  Such employees must submit annual statements of economic interests as required. Incompatible Activities Signature Form Assessor-Clerk-Recorder County Counsel Child SupportRead More →

In County Policy

San Mateo County CODE OF ETHICAL CONDUCT In furtherance of the County’s Mission Statement, this Code of Ethical Conduct is designed to provide guidance and standards for County employees so they may serve the public to the best of their abilities while holding themselves accountable to the highest standards of government. As an employee of the County of San Mateo, you are required to know, understand and abide by this Code of Ethical Conduct and the principles and policies contained herein. OUR MISSION San Mateo County government protects and enhances the health, safety, welfare, and natural resources of the community; and provides quality services thatRead More →