Administrative Policy #3.04 - Use of Casual, Temporary, or Regular Employees to Fill Vacancies in Regular Positions
Purpose
This Policy is to provide guidelines on the utilization of casual, temporary, or regular employees to fill short-term vacancies in regular, full-time-equivalent (FTE) positions in order to maintain effective and efficient operations.
Policy
Department Directors are responsible for determining the most effective manner for accomplishing the work of a regular FTE position during the time in which the position is vacant. This may include hiring casual or temporary employees, contracting out, or assigning the work among other departmental employees as appropriate. In the case of a vacancy in a Department Director position, the City Manager shall determine the most effective method in which to continue departmental operations.
To encourage employee development, departments may utilize current FTE employees in an extra-duty or acting-in-capacity assignment for the duration of the vacancy, as outlined in the collective bargaining agreements and Employee Handbook.
Procedures
All Acting in Capacity (AIC) and extra duties assignments are designated in writing, normally will not last longer than 6 months, and in no event will such an assignment exceed one year. AIC and extra-duty assignments are conducted under the provisions of the applicable collective bargaining agreement.
Guidelines
The use of casual or temporary employees will not divert positions subject to collective bargaining away from the bargaining unit.
Definitions
Acting in Capacity (AIC): A limited duration in which the employee is working in a higher classification and performing all the duties of the higher position.
Casual Employee: A person who is hired to work less than 1,040 hours per year (a 12-month period based on date of hire), is not a member of a bargaining unit, and is not recognized as an authorized Full Time Equivalent (FTE).
Extra Duties: A limited duration partial distribution of essential functions from a higher-classed position.
Temporary Appointment: An appointment using a temporary staffing agency for the purpose of meeting short-term workload needs.
Review/Update
The Human Resources Director will update this Administrative Policy as needed and submit to City Manager for review and approval.
Last reviewed: 12-2018
