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Gary H. Hamblin
State of Wisconsin Department of Corrections
December 27, 2011 All DOC Employees Gary H. Hamblin, Secretary
3099 E. Washington Ave. Post Office Box 7925 Madison, WI 53707-7925 Telephone (608) 240-5000 Fax (608) 240-3300
DATE: TO: FROM: RE:
Changes to DOC Policy and Workplace Rules Pursuant to the 2011-2013 Compensation Plan
The 2011-2013 State Compensation Plan takes effect January 1, 2012. Many of the immediate changes are items specifically related to pay, including new pay structures and overtime earnings based on hours in work status rather than pay status. In addition to these items, DOC must also change numerous policies and procedures to incorporate practices previously included in “non-represented” policies and procedures as well as state and local bargaining agreements and Memorandums of Understanding (MOU’s). Several weeks ago, I requested your thoughts on a number of concepts related to some key draft policies and procedures. More than 600 employees responded with suggestions and comments. Thank you for your feedback. DOC Human Resources staff are still responding to your messages and compiling them for consideration as these policies continue to be developed. To make sure we comply with the new Compensation Plan, we have put together an implementation timeline for new DOC policies. It includes the following: • The week of January 8: o DOC Human Resources and Payroll/Benefits staff will receive updated training as needed to ensure the first payroll under the new Compensation Plan runs as planned with no issues. Managers and some supervisors will receive summary training on new policies and related systems.
The week of January 15: o New DOC policies will be released to all employees for review and educational modules will be made available.
The week of January 29: o New DOC policies will take effect. Not every policy will be ready on January 29, but all the major policies will be implemented. Remaining DOC policies cover smaller subjects affecting less critical issues or issues encountered less frequently.
Throughout the upcoming year, a team from Human Resources will be sent to work sites to review the implementation of the policies. Next summer, DOC focus groups also will review the Leave Selection Policy feedback for possible modification prior to Leave Selection for 2013. A similar process of review will occur for all other major policies. Also starting January 1, 2012, most provisions contained in statewide bargaining agreements, local agreements or MOU’s, with the exception of agreements for units that were certified (WEAC, Trades and SEIU) and those items necessary to maintain a procedure until new policies are in place, will be terminated. Specifically, starting January 1 these changes take effect: • Formal labor-management meetings will be replaced with employee-management communications strategies that emphasize collaboration and giving all DOC employees a voice in staff and workplace issues. A policy with additional information will follow in late January. All union property and materials need to be removed from DOC work spaces. (If the State purchased the equipment, e.g. a file cabinet, the property will remain at the DOC worksite, but the contents should be removed). All union material on bulletin boards should be removed and returned to union representatives. Keys to the bulletin boards should be returned to management (Regional Chief, Superintendent, Warden, etc.), however, I am requiring each DOC worksite to have at least one Employee Services Board. The current union bulletin boards may be repurposed as Employee Services Boards (if one does not exist) or used as general use boards. o Material posted on the bulletin boards will be reviewed by management, but most information will be permitted, including notices of union meetings outside of DOC workspaces. Material deemed inappropriate will be removed. Individual worksites may determine their review or approval process for posting material.
During the discipline process, materials related to the investigation or discipline will be given directly to the employee. The employee may determine their representative and provide him/her the information as the employee deems appropriate. o While a related policy from the Office of State Employment Relations (OSER) is not yet available, it is our expectation that a reasonable amount of time in pay status will be permitted for employees who serve as another employee’s personal representative.
Employees will not be released for union activity but may request personal time (vacation, holiday, sabbatical) which may be granted in accordance with the Leave Selection Policy. The payroll code for such activity is based on the type of leave – e.g. vacation, personal holiday or sabbatical. Leave Codes 19 and 21 are no longer relevant and will not be used. DOC employees will not be permitted to use DOC or state resources to conduct any form of union business or communication including the use of telephones, faxes, e-mails, copiers, mail, mailboxes, or work sites, etc. This provision also applies to those bargaining units that were recertified. Language regarding paid professional days or training days was not carried forward in the new Compensation Plan, therefore, the practice is eliminated starting in 2012.
In addition to changes taking effect January 1, we will continue to follow the relevant bargaining agreement processes for the following practices until new policies are released and become effective: o Seniority overtime offering or current offering process and points based overtime for Probation and Parole Agents Transfer provisions Trade provisions will follow local agreements Ordering of staff for overtime will follow local agreements Grievance procedures Meals except where in conflict with the Compensation Plan Time off for promotional exams Note: Education/training requests and tuition reimbursements will not be approved until the new policy is in place. Continue to follow your current procedures on approval of safety glasses until implementation of the new policy.
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No other provision of any state bargaining agreement, local agreement, MOU or variation of those documents will remain in effect. Because these provisions are no longer applicable, associated past practices do not apply. Questions regarding items not specifically addressed in policy or procedure should be discussed with your appropriate local or Division Human Resources contact. The local or Division Human Resources staff will discuss these issues with local management who will confer with the Division Administrators and the Bureau of Personnel and Human Resources (BPHR). DOC has a long tradition of communication, collaboration and problem-solving between employees and supervisors that has improved operations. While we are in the midst of a process to create new practices, policies and procedures, our tradition of employee and supervisory partnership needs to continue. The mechanisms may change but the essence and principle remain: communication between employees and supervisors is essential and leads to a better understanding of issues and effective problem-solving. I continue to be impressed by your dedication and commitment. I do not know of another organization in state government more greatly affected by these changes than DOC. Despite your concern regarding the upcoming policies and procedures, you continue to focus on our priority: the safety and security of our staff, the public and those placed in our supervision or custody. Your commitment to Wisconsin and its citizens makes me proud and it should make you proud as well.
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