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Supervisor’s Toolbox

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.


    • NOTE: FLSA Amendments - This guide will be updated to reflect amendments to the regulations based upon the outcome of pending legal proceedings currently blocking implementation of the revised rule. 


  • 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. 

  • Functional Capacity Assessment Form: FORM ONLY. This form is also included in the Returning to Work After Illness or Injury toolbox document.

  • 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.  

  • Performance Management and Appraisal Process: A guide to assist in the administration of performance management and appraisal.  

  • 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.

  • Recruiting in State Government: Provides an overview of the State merit system recruitment and hiring process. NOTE: The link to this document is disabled because the guide is being revised and will be reposted when finalized.

  • 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. 

  • Selection Interviewing Guide: A guide to assist in developing and conducting legally defensible and job-related interviews. Emphasis is on “behavioral” questioning techniques. NOTE: The link to this document is disabled because the guide is undergoing revision and will be reposted when finalized.

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 558-3950 ext. 57209.