Supervisor’s Toolbox

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The Division of Personnel has assembled a “toolbox” of documents designed to assist State agency supervisors and managers with applying best practices in dealing with a variety of critical human resources issues.  All documents are provided in PDF format.  Some of these files are large.  If you encounter problems clicking the PDF link, try saving the file to your local computer.  To do this right-click the PDF link and select the “Save Target As” option.  After saving the file, locate the file and open it from the local folder.  You may need to upgrade to a more recent version of the Adobe Acrobat Reader.

TOOLBOX ITEMS

• Coronavirus Guidance and Resources​​

• Attendance Management: Guidance in setting attendance and leave expectations.  

• Employee Conduct Expecta​tions: Guidance in establishing standards of employee conduct. 

• Employee Discipline:​ Provides extensive information on progressive discipline and the correct steps in the disciplinary process. 

• Employee Orientation: A guide to assist employers with the orientation of new employees. 
  

• Fair Labor Standards Act (FLSA): A guide to assist employers with understanding the Fair Labor Standards Act. 

• Family and Medical Leave Act (Federal FMLA) and Parental Leave Act (State PLA): Guidance regarding the federal Family and Medical Leave Act and the State Parental Leave Act. Includes Division of Personnel forms and checklists. 

  
  
• FMLA/PLA Comparison Chart: A chart comparing and contrasting, in a general way, the provisions of the the federal Family and Medical Leave Act and the West Virginia Parental Leave Act.

  
  
• FMLA/PLA Decision-Making Flowchart: A tool to assist supervisors and employees in making decisions about leave eligibility and administration.

   
• FMLA/PLA Frequently Asked Questions
  

  
  
• Untangling the Web of State Leaves with the federal Family and Medical Leave Act ​training​​
  

• Functional Capacity Evaluation: A reference guide and tools to assist supervisors and HR professionals through the Functional Capacity Evaluation request process. 
  
• ​Guide to Functional Capacity Evaluations
• ​Functional Capacity Evaluation Frequently Asked Questions
• ​Supervisor Work Function Observation Packet
• Employee Authorization Form (DOP-FCE1) and Sample FCE Re​quest Letter
  
• Physician/Practitioner Functional Capacity Ev​aluation Form (DOP-FCE2)
  

• Holiday Observance FAQ 

• Leave Approval/Denial Guidelines: A guide to assist in making informed decisions when determining whether or not leave requests should be approved or denied.
  

• Military Leave - Crediting the Annual Military Leave Allotment: Provides assistance with applying paid military leave to West Virginia State Government employees.
  

• Military Leave - Determining Paid Category: A chart to help determine eligibility for paid military leave under the DOP Administrative Rule based on U.S. Code reference.
  

• Multiple Ap​pointments FAQ
  

• Promotions; Testing Change and General Promotion Guidelines: This document describes a change in the requirement for promotional testing and provides general agency guidance on merit-based promotion selection and records.
  

• Record Keeping ​Requirements: This guide addresses record keeping and retention requirements such as what records to keep, how long to keep them, and where to find the most up-to-date requirements.​
  

• Returning to Work After Illness or Injury: A guide to help supervisors assist employees in returning to work after their health care providers certify their fitness to do so. This document includes the "Functional Capacity Assessment Form" as an attachment.
  

  
  
• Verifying Physician/Pract​itioner Statement (DOP-L3) or Medical Documentation
  

NOTE: These documents should not be construed to supersede any law, rule, or policy. In the case of any inconsistencies, the statutory and regulatory provisions shall prevail. For assistance, call the Employee Relations staff at 304-414-1853.