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The Handbook

for

Massachusetts

State Managers



Revised January 2015

Published by the

Massachusetts Human Resources Division

http://www.mass.gov/anf/docs/hrd/policies/publications/manager-handbook.doc

Questions or feedback may be emailed to:

HRD-DL-ManagerHandbook@massmail.state.ma.us

This page left intentionally blank.

Manager Handbook

Table of Contents



Topic Page number
Table of Contents 3

Introduction 6

Disclaimer 7
Section 1 Information and Data 8

Confidentiality 8

Press Relations/Press Releases 8

Legislative Requests 8

Public Records/ Freedom of Information requests 9

Records Retention 10

Expectation of Privacy 10

Providing Information to a Union 10

Personnel Records 10

Use of State Resources 11
Section 2 Federal and Statewide Policies, Employment Laws and Rules 12

Affirmative Action, Diversity, and Equal Employment Opportunity 12

Americans with Disabilities Act (ADA) 12

Campaign and Political Finance 12

Conflict of Interest 13

Statement of Financial Interests 14

Domestic Violence, Sexual Assault, and Stalking Policy 15

Drug-Free Workplace Policy 15

Family Medical Leave Act (FMLA) 15

Indemnification 16

Sexual Harassment Policy 17

Sunshine Policy 18

Workplace Violence Policy 18

Safety/Emergency Preparedness 19
Section 3 Budget 20

State Finance Law 20

Budgetary Process 20
Section 4 Purchasing and Procurement 23

Comm-PASS 23

Procurement of Goods and Services 23

Quality Assurance 25

Procurement Training 25

Marketing and Outreach 25

Affirmative Market Program 25

Topic Page number
Environmentally Preferable Products 26

Commonwealth Rent-A-Car 26

Surplus Property Program 26
Section 5 Employee Responsibilities 27

Time and Attendance Policy 27

Fair Labor Standards Act (FLSA), Overtime, and Compensatory Time 28

Flextime 28

Sick Leave Policies/Enforcement 29

Code of Conduct 29

Employment-at-will for Managers 30



Section 6 Management Benefit and Salary Administration Policies 31

Red Book: Paid Leave and Other Benefits 31

Gray Book: Salary Administration Rules 31

Transfer of Benefit Guidelines 32
Section 7 Other Benefits 33

Mandatory Health Insurance 33

Dental/Vision Insurance 33

Extended Illness Leave Bank (EILB) 33

Travel 33

SERV Volunteer Leave program 34
Section 8 Job Classification, Compensation, Civil Service, and Layoffs 35

Position Classification and Compensation 35

Management Classification 35

Management Questionnaires (MQs) 35

Salary Collisions 36

Non-Management Classification and Compensation 36

Confidential Employees 36

Civil Service 37

Layoffs 37
Section 9 The Hiring and Recruitment Process 38

Hiring Process 38

Affirmative Action 38

Job Posting 39

Management Hiring 39

Recruitment/Interviewing Procedures 39

Interview Questions 39

Conducting Reference Checks 40

Management Compensation 40

Non-Management Compensation 40

Technical Pay Law (TPL) 41

Topic Page number
Section 10 Labor Relations 42

Overview of Collective Bargaining 42

Managing the Workforce 42

Progressive Discipline 42

Grievance Processing with the Union 43

Investigatory Interviews with Employees 43

Duty to Furnish Information 43

Role of Union Stewards 43
Section 11 Performance Evaluations and Employee Recognition 44

Achievement and Competency Enhancement System (ACES) 44

Professional Development 44

Employee Performance Review System (EPRS) 44

Performance Recognition Program 45



Section 12 Career Development/Training 46

Mandatory Training 46

Optional Training 47

Tuition Remission 48

Bradford and Suffolk Fellowships 48

Appendices

Appendix I: Receipt for Manager Handbook 49

Appendix II: Manager Code of Conduct 50

Appendix III: Receipt for Manager Code of Conduct 51

Appendix IV: Contact Information 52

Appendix V: References/Websites 54

Appendix VI List of Collective Bargaining Agreements 58

Appendix VII: Contact information sheet for the agency 63

Appendix VIII: Index 64

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