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Hiring ProcessHiring ProcessWorkers Workers

CompensationCompensationTime & AttendanceTime & Attendance

Incident ReportsIncident ReportsPoliciesPolicies

HandbookHandbookOT FormsOT FormsTrainingTraining

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HIRING PROCESSHIRING PROCESS

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The Hiring Process begins as soon as a position is The Hiring Process begins as soon as a position is vacant.vacant.

Once a resignation or retirement letter is received, Once a resignation or retirement letter is received, the jobthe job is posted.is posted.

Postings are open for 10 days.Postings are open for 10 days.

A register is requested as soon as a posting closes.A register is requested as soon as a posting closes.

Once the register is received, a copy of the register Once the register is received, a copy of the register goes togoes to

the hiring supervisor for the interview process to the hiring supervisor for the interview process to begin.begin.

It can take any where from 2 to 8 weeks to receive a It can take any where from 2 to 8 weeks to receive a register from the Division of Personnel.register from the Division of Personnel.

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Once you have made the decision to resign or retire, Once you have made the decision to resign or retire, you need to compose a letter to the Commissioner with you need to compose a letter to the Commissioner with the following information:the following information:

The reason for your resignation The reason for your resignation

If it is for retirement, please state that If it is for retirement, please state thatyou will be retiring you will be retiring

The date you intend for your resignationThe date you intend for your resignationor retirement to be effectiveor retirement to be effective

Your last working day and your choice to have Your last working day and your choice to have your your leave paid out in a lump sum or that you leave paid out in a lump sum or that you choose to choose to stay on payroll until your annual stay on payroll until your annual leave is paid out.leave is paid out.

Once approved you will receive a letter of acceptance Once approved you will receive a letter of acceptance from the Commissionerfrom the Commissioner

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TO HIRE A TEMPORARY TO HIRE A TEMPORARY EMPLOYEEEMPLOYEE

The Temporary Personnel Record The Temporary Personnel Record form must be filled out. This form form must be filled out. This form

must be signed by the must be signed by the CommissionerCommissioner

The 90-day Appointment must be The 90-day Appointment must be signed by the candidate and a signed by the candidate and a justification must be provided.justification must be provided.

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WORKERS WORKERS COMPENSATIONCOMPENSATION

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Zurich Insurance CompanyZurich Insurance Company

is the new provider for Workersis the new provider for Workerscompensation beginning October 1, compensation beginning October 1, 20112011

The State of WV has chosen The State of WV has chosen Zurich to administer their Zurich to administer their Workers Compensation Workers Compensation insurance.insurance.

Zurich has established a Zurich has established a relationship with CompNET to relationship with CompNET to provide our Workers’ provide our Workers’ Compensation customers with Compensation customers with a Managed care Organization a Managed care Organization Program.Program.

This provides customers with a This provides customers with a medical provider network, medical provider network, medical case management medical case management services and utilization review services and utilization review services when a workplace services when a workplace injury claim is filed.injury claim is filed.

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What are your What are your responsibilities?responsibilities?

Step 1 – Report the injury to your immediate Step 1 – Report the injury to your immediate supervisorsupervisorStep 2 – Complete an incident report formStep 2 – Complete an incident report formStep 3 – Choose a Network Provider and seek Medical Step 3 – Choose a Network Provider and seek Medical AttentionAttention

If your injury is an emergency, you will be If your injury is an emergency, you will be taken to the nearest medical facility.taken to the nearest medical facility.

If your injury is not an emergency, you will need If your injury is not an emergency, you will need to to choose a Treating Physician from the choose a Treating Physician from the network network directory and schedule an directory and schedule an appointment for treatmentappointment for treatmentStep 4 – Keep your team informed, including your Step 4 – Keep your team informed, including your claim claim adjuster, your nurse case manager and adjuster, your nurse case manager and Human Human ResourcesResources

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Once I am notified, you will be sent a letter, with Once I am notified, you will be sent a letter, with information about Zurich and CompNet. This information about Zurich and CompNet. This will include:will include:

An Employee ManualAn Employee ManualThis explains your rights and the procedures This explains your rights and the procedures

for filing for filing a Workers Comp claim, plus gives you a Workers Comp claim, plus gives you access to the Provider directoryaccess to the Provider directory

ID CardID CardThis will be the ID Card you will use for This will be the ID Card you will use for

treatment and treatment and prescriptionsprescriptions

You will be required to keep me informed if you You will be required to keep me informed if you have any issues or questions once you have filed a have any issues or questions once you have filed a claimclaim

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If you choose not to file a claim at If you choose not to file a claim at the time of injury, you are still the time of injury, you are still required to fill out an incident required to fill out an incident

report.report.This is not optional!This is not optional!

If you are a supervisor and you If you are a supervisor and you know or are informed that your know or are informed that your employee is injured on the job, employee is injured on the job, regardless of how minor, it is regardless of how minor, it is

your responsibility to ensure that your responsibility to ensure that the employee completes an the employee completes an

incident report.incident report.11

EPA’SEPA’S

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When should EPA’s be done?When should EPA’s be done?EPA’s are to be done when an employee is hired EPA’s are to be done when an employee is hired

(within the (within the first week of employment)first week of employment)When an employee changes jobs and goes from one When an employee changes jobs and goes from one

supervisor to another supervisor to anotherAn EPA 3 is also completed at the end of the 6 month An EPA 3 is also completed at the end of the 6 month probationary periodprobationary periodAnd once per year.And once per year.

The EPA 1 is due in November and runs for one year. The EPA 1 is due in November and runs for one year. Example: November 1, 2011 through October 31, 2012.Example: November 1, 2011 through October 31, 2012.The EPA 1 lists the employees job expectations for the The EPA 1 lists the employees job expectations for the yearyear

The EPA 3 is due in October. The rating period for an The EPA 3 is due in October. The rating period for an EPA 3 would be from November 1, 2011 through EPA 3 would be from November 1, 2011 through September 30, 2012. September 30, 2012. This EPA rates the employee’s performance of their job This EPA rates the employee’s performance of their job expectations for the year. expectations for the year.

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INCIDENT REPORTSINCIDENT REPORTS

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Incident reports are to be filled Incident reports are to be filled out for any incident that occurs out for any incident that occurs during working hours, on the during working hours, on the complex, or at any of the site complex, or at any of the site

complexes.complexes.The incident report must contain, The incident report must contain,

who, what, where, when and who, what, where, when and how.how.

It must also contain a date and It must also contain a date and time of the incident, and if there time of the incident, and if there

were any witnesses and a were any witnesses and a signature. signature.

A new incident report is available A new incident report is available from Security.from Security.

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Please be as detailed as possible. Make sure you state: WhoWhatWhereWhen

STATE ONLY THE FACTS OF WHAT OCCURRED, DO NOT INCLUE OPINIONS

BE SURE TO LIST ANY WITNESSES THIS BOX IS ONLY

FOR PERSONS INVOLVED IN THE INCIDENT THAT ARE NOT EMPLOYEES OF CULTURE AND HISTORY

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POLICIES POLICIES andand

HANDBOOKHANDBOOK

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A copy of WV Division of Culture A copy of WV Division of Culture and History Policies are and History Policies are

attached.attached.

In signing for a copy of the In signing for a copy of the guide, you are also guide, you are also

acknowledging that you have acknowledging that you have received a copy of the policiesreceived a copy of the policies

If you have any questions, please If you have any questions, please feel free to contact me.feel free to contact me.18

The Division of Culture and The Division of Culture and History Employee Handbook has History Employee Handbook has also been revised and is included also been revised and is included

with the policies. All policies, with the policies. All policies, handbook and other forms will handbook and other forms will

be available to all employees on be available to all employees on the website, this information will the website, this information will

be provided at a later date.be provided at a later date.

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OFFICE OF OFFICE OF TECHNOLOGYTECHNOLOGY

FORMSFORMS

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Procedure for getting all new hires Procedure for getting all new hires access to computers, email, and the S: access to computers, email, and the S:

Drive:Drive:When a new employee is selected, the When a new employee is selected, the supervisor of the section needs to fill supervisor of the section needs to fill out the Office of Technology forms to out the Office of Technology forms to gain access to the above. These forms gain access to the above. These forms need to be submitted to Heather to be need to be submitted to Heather to be

approved and sent to OT. Forms can be approved and sent to OT. Forms can be found at found at http://10.200.46.19./downloads

. . These forms should be submitted one These forms should be submitted one week prior to the new hires start date. week prior to the new hires start date. If an employee leaves, the supervisor If an employee leaves, the supervisor needs to complete the forms to delete needs to complete the forms to delete

access also.access also.

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TRAININGTRAINING

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If you are interested in taking If you are interested in taking any Microsoft office classes, any Microsoft office classes, please contact me and I will please contact me and I will

sign you up.sign you up.

All new supervisors or All new supervisors or supervisors who have not supervisors who have not completed the supervisor completed the supervisor

training must do so. Please training must do so. Please contact me and I will schedule contact me and I will schedule

your classes. your classes. 23

If you attend a training class, I would like to have If you attend a training class, I would like to have a copy of your certificate to place in your a copy of your certificate to place in your

Personnel file. It can be a copy, it does not have to Personnel file. It can be a copy, it does not have to be an original. This will enable me to track what be an original. This will enable me to track what

classes you have taken.classes you have taken.

Occasionally there are required computer training Occasionally there are required computer training session which are set up by the Division of session which are set up by the Division of

Personnel. Once you completed these sessions, I Personnel. Once you completed these sessions, I will need a copy of these certificates also.will need a copy of these certificates also.

If it is a class that someone else has mandated we If it is a class that someone else has mandated we take, I must have a copy of the certificate and you take, I must have a copy of the certificate and you

must complete the class within the timeline must complete the class within the timeline allowed.allowed.

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BENEFITS INFORMATION

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OPEN ENROLLMENT:Open Enrollment is during the month of April each year, to be effective July 1 of the same year.This is the one time of the year that you can make changes to your insurance policy. For example you can change plans for the next year.During Open enrollment, you can also make changes to your Mountaineer Flexible Benefits package (dental, vision, flexible spending accounts). It is your responsibility to know what your coverage's are for both your health insurance and your supplemental insurance coverage. They both require separate enrollment/change forms.

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CHANGE IN STATUS:To make changes any other time of the year, you will need to fill out a Change in Status form from PEIA or Mountaineer Flexible Benefits and attach the required documentation.

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BOTH FORMS MUSTBE FILLED OUT FOR A

CHANGE IN STATUS

CHANGE IN STATUS REQUIRED DOCUMENTATION:

Documentation is required for any Change in Status during the year. A Change in Status must be submitted within 90 days of the event, otherwise you will have to wait until open enrollment. Below is a list of approved events and the documentation required for each event. The documentation must be provided to Elaine Britt at the time your Change in Status forms are submitted. No forms will be accepted without the required documentation.

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