wv-wv-18584: 143-01 — SERIES 1 ADMINISTRATIVE RULE OF THE WEST VIRGINIA DIVISION OF PERSONNEL

6/30/2026 1:00:27 PM Office of West Virginia Secretary Of State NOTICE OF PUBLIC COMMENT PERIOD AGENCY: Personnel TITLE-SERIES: 143-01 RULE TYPE: Legislative Amendment to Existing Rule: Yes Repeal of existing rule:No RULE NAME: SERIES 1 ADMINISTRATIVE RULE OF THE WEST VIRGINIA DIVISION OF PERSONNEL CITE STATUTORY AUTHORITY: §29-6-10 COMMENTS LIMITED TO: Written DATE OF PUBLIC HEARING: LOCATION OF PUBLIC HEARING: DATE WRITTEN COMMENT PERIOD ENDS: 07/30/2026 5:00 PM COMMENTS MAY BE MAILED OR EMAILED TO: NAME: Division of Personnel: Attn: Employee Relations ADDRESS: WV State Capitol Complex Building 3, Suite 500 1900 Kanawha Blvd, E. Charleston WV 25305 EMAIL: dopemprelations@wv.gov PLEASE INDICATE IF THIS FILING INCLUDES: RELEVANT FEDERAL STATUTES OR REGULATIONS: No (IF YES, PLEASE UPLOAD IN THE SUPPORTING DOCUMENTS FIELD) INCORPORATED BY REFERENCE: No (IF YES, PLEASE UPLOAD IN THE SUPPORTING DOCUMENTS FIELD) PROVIDE A BRIEF SUMMARY OF THE CONTENT OF THE RULE: 143CSR1 implements the provisions set forth in WV code 29-6-1 et. seq. regarding classification plans, pay plans, competitive examinations, appointments, promotions, demotions, dismissal, layoff and recall and other matters consistent with WV code 29-6-10. SUMMARIZE IN A CLEAR AND CONCISE MANNER CONTENTS OF CHANGES IN THE RULE AND A STATEMENT OF CIRCUMSTANCES REQUIRING THE RULE: The existing Rule is being amended to clarify certain sections of the Rule, to improve internal consistency of the Rule, and to address statutory revisions with the passing of HB5441 amending 29-6-1 et seq. The civil service reform is designed to facilitate a more streamlined, efficient, and accountable state government in which state employees are held to high standards, merit can be meaningfully rewarded, and the state is better positioned to compete with the private sector for talent. Effective July 1, 2025, and July 1, 2026, most newly hired employees, as well as current employees who voluntarily transfer or accept new positions, enter employment in positions in the classifiedexempt service that are statutorily excluded from the DOP merit system (formerly Civil Service). SUMMARIZE IN A CLEAR AND CONCISE MANNER THE OVERALL ECONOMIC IMPACT OF THE PROPOSED RULE: A. ECONOMIC IMPACT ON REVENUES OF STATE GOVERNMENT: It is anticipated these amendments and civil service reform will result in efficiencies that will have a positive impact on the cost and revenues of State government. B. ECONOMIC IMPACT ON SPECIAL REVENUE ACCOUNTS: It is anticipated these amendments and civil service reform will result in efficiencies that will have a positive impact on the cost and revenues of State government. C. ECONOMIC IMPACT OF THE RULE ON THE STATE OR ITS RESIDENTS: It is anticipated these amendments and civil service reform will result in efficiencies that will have a positive impact on State operations which, in turn, benefit state residents through cost saving and provision of services. D. FISCAL NOTE DETAIL: Effect of Proposal Fiscal Year 2026 2027 Fiscal Year (Upon Increase/Decrease Increase/Decrease Full (use "-") (use "-") Implementation) 1. Estimated Total Cost 0 0 0 Personal Services 0 0 0 Current Expenses 0 0 0 Repairs and Alterations 0 0 0 Assets 0 0 0 Other 0 0 0 2. Estimated Total 0 0 0 Revenues E EXPLANATION OF ABOVE ESTIMATES (INCLUDING LONG-RANGE EFFECT): Though it is anticipated these amendments and civil service reform will result in efficiencies that will have a positive impact on the cost and revenues of State government, the exact fiscal impact is incalculable at this time. BY CHOOSING 'YES', I ATTEST THAT THE PREVIOUS STATEMENT IS TRUE AND CORRECT. Yes Joe F Thomas -By my signature, I certify that I am the person authorized to file legislative rules, in accordance with West Virginia Code §29A-3-11 and §39A-3-2. 143CSR1 TITLE 143 LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PERSONNEL SERIES 1 ADMINISTRATIVE RULE OF THE WEST VIRGINIA DIVISION OF PERSONNEL §143-1-1. General. 1.1. Scope. -- This rule implements the provisions set forth in W. Va. Code § 29-6-1 et seq. regarding classification plans, payplans, opencompetitiveexaminations assessments,promotions, layoffandrecall, appointments hires, dismissals, demotions, and other matters consistent with W. Va. Code § 29-6-1 et seq. 1.2. Authority. -- This rule is issued under the authority of W. Va. Code § 29-6-10. 1.3. Filing Date. -- March 24, 2022. 1.4. Effective Date. -- July 1, 2022. 1.5. Sunset Provision. -- This rule shall terminate and have no further force or effect on August 1, 2029 2032. §143-1-2. Preamble Reserved. The general purpose of the Division of Personnel is to attract, develop, and retain to the service of this State personnel of the highest ability and integrity by the establishment of a system of personnel administration based on merit principles and scientific methods governing the appointment, promotion, transfer, layoff, removal, discipline, classification, compensation, and welfare of its employees, and other incidentsofstateorclassifiedemployment.Allappointmentsandpromotionstopositionsintheclassified service shall be made solely on the basis of merit and fitness and no person shall be in any unlawful way favored or discriminated against with respect to any incident of state or classified employment because ofhisorherpoliticalorreligiousopinionsoraffiliationsorrace,gender,age,disability,ancestryornational origin, or for other reason(s) explicitly provided in federal and/or State law. §143-1-3. Definitions. Terms used in this rule which are not included in this section have the meaning given in W. Va. Code § 29-6-2. 3.1. Accrual Rate. -- The “Accrual Rate” means the grouping by the cumulative years of eligible employment which is used to determine the rate of accrual accumulation of annual leave benefits. 3.2. Accrue. -- The “Accrue” means the process of increasing or accumulating periodically or by increment. 1 143CSR1 3.3. Administrator. --Anypersonwho fillsastatutorilycreatedpositionwithinor relatedto anagency or board (other than a board member) and who is designated by statute as the head of the agency or board. 3.4. 3.3. Affiliation. -- Adoption “Affiliation” means adoption of employees of state agencies or parts of state agencies to the classified service by action of the legislature, or executive order of the Governor with the consent of the Board and the appointing authority concerned, and when additional county or municipal agencies are added to the classified service through agreement between the local government and the Director with the approval of the Board. 3.5. Agency. -- Any authority, board, bureau, commission, division, or other entity of state government, however designated, transferred to or incorporated in one of the departments created in W. Va. Code § 5F-1-2, as well as any affiliated county or municipal agencies. Provided, that individual districts, offices, regions, sections and units within the same agency, however designated, shall not be considered a separate agency. 3.6. 3.4. Allocation. -- The “Allocation” means the assignment of a position to a class by the Director of Personnel based on the duties performed and responsibilities assigned. 3.7. 3.5. Annual Leave. -- An “Annual Leave” means an accrued benefit of paid time off from work that is earned by an employee to be used with prior approval of the appointing authority or designee. 3.8.3.6. Appeal.--A“Appeal”meansarequestmadetotheDirectororBoardtoreconsideradecision. 3.9. Appointing Authority. -- The executive or head of a department or agency who is authorized by statute to appoint employees in the classified or classified-exempt service. By written notification to the Director of Personnel, the appointing authority may delegate specific powers authorized by this rule to persons who satisfy the definition of employee as established in this rule. 3.10. Appointment. -- The act of hiring an applicant for employment. 3.7. “Assessment” means the process of assessing or measuring and evaluating the relative skills, abilities and fitness of applicants by job-related procedures. Examples include, but are not limited to: application evaluation, written test, online test, performance test, physical agility test, interview or oral assessment, psychological or behavioral assessment, drug screening, and background evaluation. 3.11.3.8. Available.-- The“Available”meansthe indication, by aneligible applicant, ofthe conditions under which employment would be accepted including, but not limited to, location, salary, and starting date of employment. 3.12. Board. -- The State Personnel Board as provided for in W. Va. Code § 29-6-6. 3.13. 3.9. Business Necessity. -- The “Business Necessity” means the reason or cause for any of a variety of personnel actions based upon the condition of the agency, in whole or in part, or specific program components which may include, but is not limited to, lack of funds or work; abolishment of positions; material changes in mission, duties or organization; loss of budgeted, allocated or available positions; reinstatement of eligible employees returning from military duty or temporary total disability; reinstatement of an employee in compliance with a legal order; and for recall of employees previously 2 143CSR1 laid off. 3.14. 3.10. Carry Forward Days. -- The “Carry Forward Days” means the maximum number of annual leave days which can be accredited credited for use as of the first day of January based on an employee's length of service category. 3.15. Certification. -- The official list of eligible applicants given to an appointing authority for filling specific vacancies in the classified service. 3.16. Class or Class of Positions. -- One or more positions sufficiently similar in duties, training, experience and responsibilities, as determined by specifications, that the same title, the same qualifications, and the same salary schedule as defined in this section may be equitably applied to each position in the class. 3.17. 3.11. Classification Action. -- The “Classification Action” means the actions of allocation, reallocation, classification, and reclassification. 3.18. Classification Plan. -- The plan by which positions in the classified service and classified-exempt service have been allocated by class. 3.19. ClassSpecification.-- The official descriptionofaclassofpositionsfor the purposeofdescribing the nature of work, providing examples of work performed, and identifying the knowledge, skills, and abilities required while stating the generally accepted minimum qualifications required for employment. 3.20. 3.12. Classified Employee. -- An “Classified Employee” means an employee who occupies a position allocated to a class in the classified service. 3.13. “Classified-Exempt Employee” means an employee who occupies a position in the classified- exempt service. 3.21.Classified-ExemptService.Asestablishedbystatute,thosepositionswhichsatisfythedefinitions for "class" and "classify" but which are not covered under the Division of Personnel merit system standards or employment standards of the higher education systems. Those. 3.22. Classified Service. -- Those positions which satisfy the definitions for "class" and "classify", and which are covered under the Division of Personnel merit system standards. 3.23. Classify. -- The process of ascertaining, analyzing, and evaluating the duties and responsibilities of positionsto determine the number andkindofclasses existing in the serviceandto groupthe positions in classes. 3.24. 3.14. Compensation Range. -- The “Compensation Range” means the approved monthly and annual salary for a class which includes the minimum and maximum compensation. 3.25. 3.15. Daily Rate. -- The “Daily Rate” means the usual rate of pay for the pay period divided by the total number of workdays plus paid holidays in the pay period for an employee whose position is assigned to a monthly pay rate. 3 143CSR1 3.26. 3.16. Date and Time of Separation. -- Last “Date and Time of Separation” means the last date and time worked by an employee separated from employment due to dismissal, voluntary resignation, voluntary retirement, layoff, or death; the date of death of employees who die while on paid or unpaid leave;the date andtime notificationis receivedbyemployees resigning orretiringwhileonmilitary leave, or while receiving workers’ compensation temporary total disability benefits as a result of a personal injury or illness received in the course of and resulting from covered employment with the State or its political subdivisions in accordance with W. Va. Code § 23-4-1, or due to disability as verified by a physician/practitioner. 3.27.3.17. Day. -- Unless otherwise specified, “Day” means an interval of 24 hours as represented by a calendar day, unless otherwise specified. 3.28. 3.18. Demotion. -- A “Demotion” means a change in the status of an employee from a position inoneclasstoapositioninalowerjobclassasmeasuredbycompensationrange,minimumqualifications, or duties, or a reduction in an employee's pay to a lower rate in the compensation range assigned to the class. There are two (2) types of demotion: 3.28.a. 3.18.1. Demotion with Prejudice. -- A “Demotion with Prejudice” means a disciplinary action resulting in the reduction in pay and a change in job class to a lower job class. 3.28.b. 3.18.2. Demotion without Prejudice. -- A “Demotion without Prejudice” means a reduction in pay and/or a change in job class to a lower job class due to business necessity or as a result of an employee being selected for a vacant, posted position for which he or she applied. 3.29. Department. -- The departments of the executive branch of state government as provided in W. Va. Code § 5F-1-2. 3.30. Director. -- The Director of Personnel, as provided in W. Va. Code § 29-6-7 and § 29-6-9, who serves as the executive head of the Division of Personnel, or his or her designee. 3.31. 3.19. Disability. -- A “Disability” means a physical or mental impairment which substantially limits one or more of a person's major life activities, a record of such impairment, or being regarded as having such an impairment. 3.32. 3.20. Discretionary. -- Open “Discretionary” means open to individual choice or judgment. 3.33. 3.21. Dismissal. -- Involuntary “Dismissal” means involuntary separation of employment of a classified employee initiated by an appointing authority for any reason specified in this rule or for good cause; involuntary separation of employment of a classified-exempt employee with or without cause. 3.34. Division of Personnel. -- The division of the Department of Administration responsible for the system of personnel administration for the classified and classified-exempt service. 3.35. 3.22. Effective Date. -- The “Effective Date” means the established date an action takes place. 3.36. 3.23. Eligible Applicant or Eligible. -- An “Eligible Applicant” or “Eligible” means an applicant accepted for a Divisionof Personnel examination who meets allminimum requirements and whose name is listed on the register established for the class of position. 4 143CSR1 3.37. 3.24. Employee. -- Any “Employee” means any person who lawfully occupies a position in an agency and who is paid a wage or salary and who has not severed the employee-employer relationship. 3.38. Examination. -- The process of assessing or measuring and evaluating the relative skills, abilities and fitness of applicants by job-related procedures. Examples include, but are not limited to: application evaluation, written test, performance test, physical agility test, interview or oral assessment, psychological or behavioral assessment, drug screening, and background evaluation. Examinations may further be defined as follows: 3.38.a. Assembled Examination. -- Any assessment procedure requiring applicants to appear at a specified time and place. 3.38.b. UnassembledExamination. --Anappraisalofjob-relatedtraining,experienceor anyother job qualifications without the necessity for the applicant’s personal appearance at a specified place. 3.39. Exempt Service. -- All positions specifically exempted from the classified service by statute or statutory authority. 3.40.3.25. Fitness.--Suitability“Fitness”meanssuitabilitytoperformallessentialdutiesofaposition by virtue of meeting the established minimum qualifications and being otherwise qualified. 3.41.3.26. Full-time Employee. -- Any “Full-time Employee” means any employee who works the full work schedule established for the agency. 3.27. “Hire” means the act of employing an individual for a position in exchange for wages or pay. 3.28. “Hiring List” means the official list of eligible applicants given to an appointing authority for filling specific vacancies in the classified service. 3.42. 3.29. Hourly Rate. -- The “Hourly Rate” means the total annual salary (excluding annual increment) divided by 2,080 hours for full-time permanent and temporary salaried employees or divided by the actual number of hours worked annually for part-time permanent employees, and temporary salaried employees. For hourly employees, the hourly rate is the actual rate established by the Board Director. 3.43.3.30. ImmediateFamily.-- Consistsof the“Immediate Family”means parents, children,siblings, spouse, parents-in-law, children-in-law, grandparents, grandchildren, stepparents, stepsiblings, stepchildren, foster children, individuals in an in loco parentis relationship, and individuals in a legal guardianship relationship. 3.44. 3.31. Incapacity. -- An “Incapacity” means the illness of, or injury to, an employee which temporarily prevents him or her from performing the essential duties of his or her position. 3.45. 3.32. Incumbent. -- Any “Incumbent” means any employee occupying a position. 3.46.3.33. Inter-AgencyTransfer. --Any“Inter-AgencyTransfer”means anytransfer from oneagency to another. 5 143CSR1 3.47. 3.34. Intra-Agency Transfer. -- Any “Intra-Agency Transfer” means any transfer within a single agency. 3.48. 3.35. Job Abandonment. -- The “Job Abandonment” means the absence from work under such conditions as to be synonymous with resignation. 3.49. 3.36. Last Date and Time on Payroll. -- The “Last Date and Time on Payroll” means the calendar date and hour an employee's pay ceases. 3.50. 3.37. Last Day of Work. -- The “Last Day of Work” means the last calendar date and hour an employee is physically on the job. 3.51.3.38. LateralClassChange.-- The “Lateral ClassChange” means themovement of anyemployee from one class to another class in the same compensation range. 3.52.3.39. Layoff.--A“Layoff”meansareductioninthenumberofemployeesresultingininvoluntary separation from employment or reduction in work schedule due to business necessity. 3.53. 3.40. Minimum Qualifications. -- The “Minimum Qualifications” means the least experience and/or training required by the Board Director for employment in a class of position in the classified service and admission to an examination for that class of position. 3.54. 3.41. Month. -- Any “Month” means any of the twelve parts into which the calendar year is divided. 3.55. 3.42. Occupational Group. -- A “Occupational Group” means a category of job classes grouped by similarity of occupation or profession. 3.56. 3.43. Open Competitive Examination. -- An “Open Competitive Assessment” means an application and assessment process examination which permits the competition of all persons who meet the publicly announced minimum requirements for a class of position. 3.57. 3.44. Original Appointment. -- Initial “Original Hire” means initial employment of an individual into the classified service as a result of selection from a certification of names from a register hiring list established by open competitive examination assessment or from a preference register. 3.58.3.45. Part-time Employee. -- Any “Part-Time Employee” means any person who works less than the full-time work schedule established for an agency. 3.59. 3.46. Part-time Professional. -- Any “Part-Time Professional” means any classified-exempt employee engaged in professional services without administrative duties and who works no more than half the agency's full-time work schedule. 3.60. 3.47. Pay Differential. -- A “Pay Differential” means a type of salary adjustment specifically approved by the Board Director to address circumstances including, but not limited to, class-wide recruitment and/or retention problems, regionally specific geographic pay disparities, apprenticeship program requirements, shift differentials for specified work periods, and temporary upgrade programs. 6 143CSR1 3.61. 3.48. Pay Increment. -- The “Pay Increment” means the percentage increase amounts established by the Board Director to implement pay practices. 3.62. 3.49. Pay Plan. -- The “Pay Plan” means the official schedule of pay rates, the compensation range assigned to each class of positions and the salary regulations used in pay administration for the classified service. 3.63. 3.50. Pay Rate. -- One “Pay Rate” means one of the monthly or hourly rates within the compensation range established by the Board Director for each class included in the approved pay plan; the usual rate of pay. Though pay may be expressed in terms of a monthly rate, employees may be paid on a bi-weekly basis. 3.64. 3.51. Per Diem. -- A “Per Diem” means a daily rate of pay. 3.65.3.52. Permanent Employee. -- Any “Permanent Employee” means any classified employee who was hired from a register and who has completed the probationary period prescribed by the Board Director for the job class, or any classified-exempt employee who was hired to fill a position for an unlimited period of time, notwithstanding the appointing authority’s right to terminate the employee for cause or at his or her will. 3.66. 3.53. Physician/practitioner. -- A “Physician/practitioner” means a person licensed under the lawsofastatetopracticemedicine,oramedicalpractitionerapprovedbythePublicEmployeesInsurance Agency. 3.67. Position. -- An authorized and identified group of duties and responsibilities assigned by the proper authority requiring the full-time or part-time employment of at least one person. 3.68. 3.54. Position Description. -- The “Position Description” means the document which describes the officially assigned duties, responsibilities, supervisory relationships and other pertinent information relative to a position. This document is the basic source of official information in position allocation. 3.69. 3.55. Probationary Period. -- A “Probationary Period” means a specified trial work period designed to test the fitness of an employee selected from a competitive list of eligibles for the position for which an original appointment hire has been received or an employee hired through reinstatement. 3.70. Promotion. -- A change in the status of a permanent employee from one position in one class to a vacant position in another class of higher rank as measured by compensation range and increased level of duties and/or responsibilities. 3.71.3.56. Provisional Appointment. -- The “Provisional Hire” means the hiring of an employee to fill a position pending the administration of an open competitive examination assessment process and the establishment of a register. 3.72. 3.57. Reallocation. -- Reassignment “Reallocation” means reassignment by the Director of a position from one class to a different class on the basis of a significant change in the kind and/or level of duties and responsibilities assigned to the position or to address a misalignment of title and duties. 7 143CSR1 3.73. 3.58. Recall. -- The “Recall” means the re-employment from a recall list of a former permanent classified employee separated due to layoff. 3.74. 3.59. Reclassification. -- The “Reclassification” means the revision by the Board Director of the specifications of a class or class series which results in a redefinition of the nature of the work performed and a reassignment of positions based on the new definition and may include a change in the title, compensation range, or minimum qualifications for the classes involved. 3.75. 3.60. Register. -- An “Register” means an officiallist of currently available eligible applicants for a position or job class listed in the order of the final score as a result of the Division of Personnel examinationassessment for the competitive appointment hire, or intenure orderfor preference hiring of laid-off permanent classified employees. 3.76. 3.61. Reinstatement. -- A “Reinstatement” means a type of re-employment of a former permanent classified employee. 3.77. 3.62. Resignation. -- Voluntary “Resignation” means voluntary separation from employment, including job abandonment, by an employee. 3.78. 3.63. Salary Adjustment. -- A “Salary Adjustment” means a salary change resulting from a revision of the pay plan, the reassignment of a class to a different compensation range, a Board approved Director-approved approved pay differential, a temporary classification upgrade, a general wage increase mandated by the Legislature or the Governor, or the correction of payroll errors. 3.79. 3.64. Salary Advancement. -- A “Salary Advancement” means a discretionary increase in compensation granted in recognition of the quality of job performance. 3.80.3.65. Salary Schedule. -- The “Salary Schedule” means the official schedule of salaries approved by the Governor consisting of multiple compensation ranges with minimum and maximum rates of pay for each range. 3.81. 3.66. Sick Leave. -- An “Sick Leave” means an accrued benefit of paid time off for illnesses, injuries and other health-related circumstances as specified by this rule. 3.82. 3.67. Suspension. -- Action “Suspension” means an action taken by an agency to temporarily relieve an employee of his or her duties and placethe employee in unpaid status. There are two (2)types of suspension: 3.82.a. 3.67.1. Disciplinary Suspension. -- A “Disciplinary Suspension” means a disciplinary action for cause. 3.82.b. 3.67.2. Non-disciplinary Suspension. -- An “Non-disciplinary Suspension” means an indefinite period of suspension to perform an investigation regarding an employee's conduct which has a reasonable connection to the employee's performance of his or her job or when the employee is the subject of an indictment or other criminal proceeding. 3.83. 3.68. Temporary Employment. -- Limited “Temporary Employment” means limited term employment exempt from the classified service. 8 143CSR1 3.84. 3.69. Terminal Annual Leave. -- The “Terminal Annual Leave” means the balance of an employee's accrued and unused annual leave as of that employee's last day of work. 3.85. 3.70. Termination. -- Separation “Termination” means separation from employment by the appointing authority as a result of the expiration of a limited term appointment hire or at the end of the period of need during limited term employment. 3.86.3.71. Transfer.--The“Transfer”means themovementofanemployeetoa different subdivision of an agency or geographic location of the same or a different agency. 3.87. 3.72. Vacancy. -- An “Vacancy” means an unfilled budgeted position in the classified service to be filled by original appointment hire, promotion, demotion, lateral class change, transfer, or reinstatement. 3.88. 3.73. Veteran. -- Any “Veteran” means any person who meets the requirements set forth in W. Va. Code § 6-13-1. 3.89. 3.74. Veterans' Preference Points. -- An “Veterans’ Preference Points” means an additional five (5)pointsaddedtothefinalpassingscoreonanopencompetitiveexaminationassessmentofanyveteran asdefinedbythisrule. Anadditionalfive(5)pointsareavailabletothoseveteranswhoalsohaveacurrent and compensable service-connected disability or who have received a Purple Heart award. 3.90. 3.75. Work Day. -- Unless otherwise specified, the use of “work day” or “working day” “Work Day” or “Working Day” means days exclusive of Saturday, Sunday, official holidays and any day in which the employee's workplace is legally closed as provided for by statute, rule, policy or practice, unless otherwise specified. 3.91.3.76. WorkPeriod.--AsauthorizedinthefederalFairLaborStandardsAct(FLSA),“WorkPeriod” means a period from seven (7) consecutive days to 28 consecutive days in length for purposes of determining overtime eligibility for employees engaged in fire protection or law enforcement, as authorized in the federal Fair Labor Standards Act (FLSA). 3.92.3.77. Work Schedule. -- Designation “Work Schedule” means designation of the periods of time during which work is performed. 3.93. 3.78. Workweek. -- The “Workweek” means the time period of seven (7) consecutive days, beginning and ending at specified days and times, during which work is performed and work hours reported for compliance with applicable federal and state labor laws. 3.94. 3.79. Year. -- Twelve “Year” means a twelve (12) consecutive month period, unless otherwise specified. §143-1-4. Classification Plans. 4.1. Preparation of Plans. -- The Board Director, after conferring with the appointing authorities concerned, shall authorize the preparation, maintenance and revisions of a comprehensive classification plan for all positions in the classified and the classified-exempt service including, as needed, department- 9 143CSR1 specific classifications. The plan shall be based on an investigation and analysis of the duties and responsibilities of each position. The classification plan shall include an appropriate title for each class. 4.2. Revision of Plans. -- The Board Director may eliminate or modify existing classes of positions or may add new classes upon the recommendation of the Director. 4.3. Class Specifications. 4.3.a. 4.3.1. A class specification is a general description of the kinds of work characteristic of positions properly allocated to that class and does not prescribe the duties of any position. It does not limit the expressed or implied authority of the appointing authority to prescribe or alter the duties of any position. 4.3.b. 4.3.2. Class specifications are descriptive and are not restrictive. The fact that all of the actual tasks performed by the incumbent of a position do not appear in the specifications of a class to which the position has been allocated does not mean that the position is necessarily excluded from the class, nor shall any one example of a typical task taken without relation to the other parts of the specification be construed as determining that a position should be allocated to the class. 4.3.c. 4.3.3. The statement of minimum qualifications expresses the lowest acceptable level of education, training, experience, licensure and/or professional standards generally necessary for an employee to successfully perform the required duties of positions in the job class. The use of a particular expression of qualifications, requirements, or other attributes shall not be held to exclude others not mentioned. 4.3.d. 4.3.4. In cases of recruitment difficulties or unique position requirements, the Director, in collaboration with the appointing authority, may use his or her discretion in interpreting minimum experience, training, licensure and/or professional standards. 4.3.e. 4.3.5. The Director shall consider class specifications as a primary source of authority for the content of examinations assessments for the class and for the evaluation of qualifications of applicants. Supplemental job information may be used as a further basis for examinations assessments and minimum qualification standards. Provisions for the substitution of related experience, training, or other qualifications for specific trainingand/or experience requirements may be made in specific examination assessment announcements for particular positions, even though these provisions are not part of the class specification. 4.4. Classification of Positions. -- The Director has the sole authority is responsible for the classification process of classified employees and for assisting appointing authorities in navigating the classification process includingas provided inW.Va.Code § 5F-2-8(b)(1)-(2),§ 11B-1-8(c)(1)-(2), and§ 49- 10-101(b)(1)-(2). 4.4.a. 4.4.1. The Director shall consider the class specifications to determine the class to which any position shall be allocated, and give consideration to the general duties, specific tasks, and responsibilities required and relationship to other classes. 4.4.b. 4.4.2. The classification of a position shall not be based upon the individual characteristics or performance level of the employee occupying the position nor upon the classification of other 10 143CSR1 positions. 4.4.c. 4.4.3. The Director may authorize job audits for the purpose of position classification and for maintaining the integrity of the classification system. 4.5. Position Descriptions. 4.5.a. 4.5.1. Position description forms shall be prescribed by the Director. 4.5.b. 4.5.2. The position description is an official record of the duties and responsibilities assigned to a position and shall be used by the Division of Personnel to allocate the position to its proper class. 4.5.c. 4.5.3. The position description shall include a current description of specific duties, responsibilities and other pertinent information about the position as assigned by the appointing authority. 4.5.d. 4.5.4. The position description shall not be construed in any way to limit the expressed or implied authority of the appointing authority to prescribe or alter the duties of any position. 4.5.e. 4.5.5. Position descriptions shall be kept current by the appointing authority for each position under his or her jurisdiction. When the appointing authority significantly alters the duties and responsibilities of a position, the appointing authority shall provide a revised position description to the Director, certifying with signature its accuracy and completeness. 4.5.f. 4.5.6. If an appointing authority fails to notify the Director of significant alterations in the duties and responsibilitiesof a position, the incumbent in the positionmay file with the Director a written request for a review of his or her position. 4.5.g. 4.5.7. Falsification of information on position description forms may be grounds for disciplinary action. 4.6. Reclassification. 4.6.a. 4.6.1. Upon its own initiative, or at the request of an appointing authority, the Board Director may reclassify positions by the creation or elimination of classes or by revision of the definition of thework. The appointingauthority shallprovide tothe Director a current description of the duties and responsibilities assigned to each position affected. 4.6.b. 4.6.2. The employee in the position at the time of a reclassification remains classified and is entitled to continue to serve in that position, provided that the employee meets the minimum requirements. If ineligible to continue in the position, he or she may be transferred, promoted, or demoted by appropriate action in accordance with the provisions of this rule as the Director may determine to be applicable. In any case in which the incumbent is ineligible to continue in the position, and he or she is not transferred, promoted or demoted, the provisions of this rule regarding separations apply. 4.6.c. 4.6.3. Any incumbent in a reclassified position has the right to appeal. After filing with the 11 143CSR1 Director a written request for reconsideration, the employee and appointing authority shall be given a reasonable opportunity to be heard by the Director. 4.7. Position Reallocation. -- Whenever significant changes occur in the duties and responsibilities permanently assigned to a position, the Director shall reallocate the position to its proper class and the incumbent shallremainclassified. The incumbent orthe appointingauthoritymayseeka reconsideration of the decision by submitting a written request to the Director within fifteen (15) working days of the notification of the decision. 4.7.a.4.7.1. The Director shallnot reallocatea positionbasedon temporarychangesinthe duties and responsibilities assigned to the position. 4.7.b. 4.7.2. When a position is reallocated to a different class, the incumbent shall not be considered eligible to continue in the position unless he or she meets the minimum qualifications for the classification. Ifineligibletocontinueintheposition,heorshemaybetransferred,promoted,ordemoted by appropriate action in accordance with the provision of this rule as the Director may determine to be applicable. In any case in which the incumbent is ineligible to continue in the position, and he or she is not transferred, promoted or demoted, the provisions of this rule regarding separations apply. 4.8. Temporary Classification Upgrade. -- With the approval of the Director, an appointing authority maytemporarilyupgradetheclassificationofanemployeetemporarilyperformingthedutiesofaposition in a higher compensation range due to a separation or an extended leave of absence, for a short-term project, or in an emergency situation. 4.8.a. 4.8.1. A temporary classification upgrade, except for classes allocated to the approved hourly pay schedule, shall be for a continuous period of no less than thirty (30) days and no more than six (6) months. 4.8.b. 4.8.2. Classified-exempt employees may only be upgraded within the classified-exempt service. A classified employee may serve in an acting capacity on a temporary basis in an a classified- exempt, exempt, and/or appointive position without loss of his or her classified status. 4.8.c. 4.8.3. The Director, at his or her discretion, may extend the period of a temporary classification upgrade upon written request from the appointing authority justifying the need for the extension. 4.8.d. 4.8.4. Employees in the classified service approved for temporary upgrade to a classified position shall have attained permanent status and meet the minimum requirements for the position to which they will be temporarily upgraded. 4.9. Classification Plan Job Descriptions for the Classified-Exempt Service. -- All positions not in the classified service,withtheexceptionofpositionsunder theauthorityofthehighereducation systems,are included in a classification plan known as the classified-exempt service. The Division of Personnel shall assist departments in creating categories and general job descriptions for positions in the classified- exempt system. 4.9.a. Upon the recommendation of the Director, the Board shall adopt and make effective a classification plan for the classified-exempt service. 12 143CSR1 4.9.b. Each appointing authority shall report to the Director the establishment of new positions or any material changes in the duties and responsibilities of existing positions in the classified-exempt service. TheDirectormayatanytimerequiretheappointingauthoritytosubmitastatementoftheduties and responsibilities of incumbents of any position in the classified-exempt service. 4.9.c. The Director shall allocate classified-exempt positions in the same manner as classified positions. 4.9.d. An appointing authority may request names of applicants for consideration for employment in the classified-exempt service. In no event shall a classified service vacancy be filled from a certification prepared for a classified-exempt service vacancy. 4.9.e. Any incumbent within the classified-exempt service in an allocated position has the right to appeal. After filing with the Director a written request for reconsideration, the employee and appointing authority shall be given a reasonable opportunity to be heard by the Director. The incumbent or the appointing authority may seek a reconsideration of the decision by submitting a written request to the Director within fifteen (15) working days from the notification of the decision. §143-1-5. Pay Plan and Salary Administration. Pursuant to the provisions of the W. Va. Code § 29-6-10(2) 29-6-10(a)(2), the following salary regulations in this section apply to classified employees. The Director, upon approval of the Board, shall establish a policy to implement the provisions of this section. 5.1. Purpose and Intent. -- The purpose and intent of the pay plan is to attract and retain qualified employees in the classified service. The Board Director shall provide, throughthe pay plan, compensation based on equal pay for equal work and market rates as compared to compensation trends in other public and private organizations. 5.2. Preparation of the Pay Plan. -- After consultation with the appointing authorities and State fiscal officers and after a public hearing, the Director and the Board shall prepare and submit the pay plan includingasneeded,department-specificclassifications,totheGovernor. Thepayplanshallincludesalary schedules containing multiple compensation ranges with minimum and maximum rates of compensation for each range and a plan of implementation. The Board Director may make periodic amendments to the pay plan in the same manner. 5.3. Adoption of the Pay Plan. -- The plan or revised plan becomes effective only after it has been approved by the Governor. The approved pay plan constitutes the official schedule of salaries for the classified service. 5.4. Implementation of the Pay Plan. 5.4.a. 5.4.1. Assignment of Classes. -- The BoardDirector shall assign each classofpositions to an appropriate range of compensation consistent with the duties outlined in the class specification. The Director shall not approve a compensation range unless it conforms to sound compensation practices. 5.4.b. 5.4.2. Entry Salary. -- An applicant possessing qualifying training or experience above the 13 143CSR1 minimum required for the class may be appointed hired at a salary up to marketrate. The entry salary for any employee shall be no less thantheminimum ofthe compensationrangefor the jobclassification.The Directormayauthorizeappointmentahireatarateabovethemarketratewheretheappointingauthority can substantiate severe or unusual recruiting difficulties for the job class. 5.4.c. 5.4.3. Standard Rates of Pay. -- The pay plan provides standard compensation rates for all classes of positions in the classified service unlessspecifically exempted by statute or statutory authority. The salary or wage paid is determined by the compensation range to which the class of the position has been allocated. All employees, including those serving in positions on a part-time basis, shall be paid in proportion to the actual time worked. 5.4.d.5.4.4. AdditionalPay.-- Appointingauthoritiesshallmake noadditionsto the regularsalary of anyemployeeexcept forauthorizedovertime, Board Directorapproved paydifferentials andmonetary incentives, or other statutorily required and/or authorized payments. 5.4.e. 5.4.5. Availability of Funds. -- The appointing authority and its fiscal officer will certify that funds for salary adjustments are available. 5.4.f. 5.4.6. Salary Adjustments. 5.4.f.1. 5.4.6.a. Establishment of a New Pay Plan. 5.4.f.1.A.5.4.6.a.1. Upon adoptionofanew payplanthe BoardDirectorshall require and may approve or modify a plan of implementation which ensures incumbents in the classified service receive equal treatment based on sound compensation practices. 5.4.f.1.B. 5.4.6.a.2. An incumbent whose salary falls below the minimum rate of the new compensation range shall have his or her salary adjusted to the new minimum. 5.4.f.1.C. 5.4.6.a.3. An incumbent whose salary falls above the maximum rate ofthe new compensation range shall maintain his or her current salary. 5.4.f.2. 5.4.6.b. Pay on Reclassification. 5.4.f.2.A. 5.4.6.b.1. When a class is reassigned by the Board Director to a compensation range having a higher minimum, the salaries of those incumbents below the new minimum shall be adjusted to the new minimum. Where the salary of the incumbent coincides with a pay rate in the new range, the salary shall remain unchanged. When a class is reassigned by the Board Director to a compensation range havinga lower minimum, the salaries of those incumbentswhich are within the new range shallremainunchanged. Where the salaryof theincumbent isabovethe maximum rateof the new range, the salary shall remain unchanged. 5.4.f.2.B. 5.4.6.b.2. The Board Director may approve or modify a plan of implementation on reclassification basedondocumented recruitment and/or retention difficultiesor considerationofpay equity for reclassified employees. 5.4.f.3. 5.4.6.c. Pay on Position Reallocation. -- When a position is reallocated to a different class, the salary of the incumbent shall be adjusted in accordance with the provisions of this rule for 14 143CSR1 promotion, demotion and lateral class change. Agreement is not required to provide a lesser increase on reallocation as provided in subdivision 5.5.1 of this rule. 5.4.f.4.5.4.6.d. PayDifferentials.-- TheBoardDirectormayapprove theestablishmentofpay differentials to address circumstances which apply to reasonably defined groups of employees. 5.4.f.5. 5.4.6.e. Separation from Employment. -- Employees whose last day of work occurs prior to the effective date of a new pay plan are not eligible for salary adjustments. 5.5. Pay on Promotion. -- When an employee is promoted, the employee's pay shall be adjusted as follows: 5.5.a. 5.5.1. Minimum Increase. -- Any employee promoted will be compensated to at least the minimum of the compensation range of the jobclassto which heor she ispromoted. Anemployee whose salary is within the range shall may receive an increase of up to one (1) increment or a maximum established by the Board Director, except where an employee accepts a lesser increase within the compensation range to obtain the position upon promotion. In no case shall any employee receive an increase which causes the employee’s pay to exceed the maximum of the range except as provided in subsection 5.7 of this rule. 5.5.b. 5.5.2. Additional Increase. -- An employee possessing qualifying training or experience above the minimum required for the classmay receive additional incremental increases asestablished by the Board Director. In no case shall the additional incremental increase cause the employee’s pay to exceed the maximum for the compensation range. 5.6. Pay on Demotion. 5.6.a.5.6.1. DemotionWithoutPrejudice.--Theappointingauthorityhasthediscretiontoreduce or not reduce the pay rate of any employee who is demoted without prejudice if the employee’s pay rate is within the compensation range of the job class to which the employee is demoted. 5.6.b. 5.6.2. Demotion With Prejudice. -- The appointing authority shall reduce the pay rate of an employee who is demoted with prejudice by at least one (1) increment as established by the Board Director and the employee’s pay rate shall not exceed the maximum of or be below the minimum of the new compensation range. The reduction may be to any pay rate within the compensation range of the job class to which the employee is demoted. 5.7. Exceptions. 5.7.a. 5.7.1. If the salary of an employee being promoted is at or above the maximum rate of the compensation rangeto which the employee isbeing promoted, or, if his or her salary is withinone (1) pay increment,asestablishedbytheBoardDirector,ofthemaximumrateofthecompensationrangetowhich he or she is being promoted, the employee shall may receive an increase of up to one (1) pay increment with the promotion. 5.7.b. 5.7.2. If an employee has been demoted or reallocated to a class at a lower compensation range and is promoted or reallocated within the next twenty-four (24) months within the same agency, the following procedure shall be used when calculating pay on promotion as provided in subdivisions 15 143CSR1 5.5.a. 5.5.1 and 5.5.b. 5.5.2 of this rule. The promotional increase shall be calculated based on the compensation range of the employee’s position prior to the demotion or reallocation, using the employee’s current rate of pay plus any amount by which the employee’s pay was reduced at the time of the demotionor reallocation. If, basedonthis procedure, nopromotionalincrease isdue,theemployee’s pay shall may be increased by the amount his or her pay was reduced, if any, at the time of the demotion or reallocation. 5.7.c. 5.7.3. Employees may receive compensation above the maximum of the compensation range of their job class as a result of legislative mandates or other exceptions approved by the Board Director. 5.8. Pay on Lateral Class Change. -- Any permanent classified employee who receives a lateral class change shall be paid the same salary received prior to the change except in cases where the change is to an agency or job class for which the Board Director has approved, or the Legislature has authorized, a higher compensation range for the job class. Provided, that an employee selected for a posted job opening or reallocated possessing qualifying experience or training above the minimum required for the class may receive incremental increases, as established by the Board Director. 5.9. Pay on Reinstatement. -- The salary for an employee who is reinstated shall be established in accordance with subdivision 5.4.b 5.4.2 of this rule. 5.10. Salary Advancements. -- Salary advancements are limited to permanent employees and shall not exceed the increase amount established by the Board Director and administered by the Director. 5.11. Annual IncrementIncrease. -- The BoardDirector may establish uniform procedures whichshall be followed by all State agencies and spending units for providing an annual increment increase provided for in W. Va. Code § 5-5-2. §143-1-6. Applications and Examinations Assessments. 6.1. Character of Examinations Assessments. 6.1.a. 6.1.1. Examination Assessment procedures for appointment hire to a position in the classified service shall be conducted on an open competitive basis. Examination Assessment procedures shall be developed to revealthe capacity of the applicant to perform the duties ofthe positionor jobclass for which he or she is competing. 6.1.b. 6.1.2. Examinations Assessments shall, to the extent possible, be developed on the basis of objective analysis of the job and with the participation of appropriate job experts in the affected agencies and may include: written tests, performance tests, ratings of training and experience, oral examinations assessments, or other assessment procedures related to the content of the job duties and job performance and will be administered without prejudice to all applicants in consideration for the position. 6.1.c. 6.1.3. All examinations assessment scoring and weighting procedures shall be consistently applied and based on objective job criteria. 6.2. Notice of Examinations Assessments. -- The Director shall give public announcement of all open 16 143CSR1 competitive examinations assessments at least fifteen (15) five (5) days in advance of the closing date for receipt of applications. Notices of examinations assessments and other publicity may be restricted to the places where additional eligible applicants are needed. Public announcement of examinations assessments shall specify the title and compensation range of the class of position, the duties to be performed, the minimum qualifications required, the final date on which applications will be accepted, and all other conditions of competition. The announcement shall also include any special minimum or substitute position qualification standards which will be used in evaluating applicants. The Director shall develop all announced qualifications for examination assessment on the basis of information contained in class specifications, job description, and/or job analysis information obtained with the participation of appropriate job experts in affected agencies. 6.3. Filing Applications. 6.3.a. 6.3.1. All applications shall be made on forms prescribed by the Director and is filed with the Division of Personnel on or prior to the closing date specified in the announcement. The applications shall be completed in full and may require the inclusion of documents verifying pertinent education, training, licensure, eligibility for veterans' preference points, or any other information which the Director may consider necessary. All applications shall be signed or affirmed by the applicant. The Director may require electronic completion and submission of applications. Electronic applications shall require the applicant's agreed affirmation prior to submission in place of applicant signature. For electronic applications, applicant affirmation agreement and application submission shall be equivalent to affirmation and signature. The Director may verify any information provided on or with an application. 6.3.b. 6.3.2. The Director may provide for continuous receipt of applications and for conducting examinations assessments as needed. 6.4. Disqualification of Applicants. 6.4.a.6.4.1. The Director may,forpositionsin the classified, classified-exempt or exemptservice, temporarily or permanently prohibit the reinstatement, appointment hire, temporary employment, promotion, reallocation, demotion, lateral class change, temporary upgrade, transfer, or examination assessment of an applicant, or after examination assessment, may disqualify the applicant or remove his orhernamefromaregisterorcertificationhiringlist,orrefusetocertifyincludeonahiringlistanyeligible on a register if: 6.4.a.1. 6.4.1.a. he or she is found to lack any of the requirements established for the position/class; 6.4.a.2. 6.4.1.b. he or she has a disability and is incapable of performing the essential functions of positions in the class a position, with or without reasonable accommodation; 6.4.a.3. 6.4.1.c. he or she has been convicted of a crime which has a reasonable connection to the position/class for which he or she is applying; 6.4.a.4. 6.4.1.d. he or she has made a false statement or omission of material fact or has misrepresented his or her qualifications in his or her application; 6.4.a.5.6.4.1.e. heor she has previouslybeen dismissed, or resignedin lieuof dismissal, from 17 143CSR1 any public service for delinquency, misconduct, or other similar cause; 6.4.a.6. 6.4.1.f. he or she has used or attempted to use political pressure or bribery to secure an advantage in the examination assessment or appointment hire; 6.4.a.7. 6.4.1.g. he or she has directly or indirectly obtained information regarding examinations assessments to which he or she was not entitled; 6.4.a.8. 6.4.1.h. he or she has failed to submit his or her application correctly or within the prescribed time limits; 6.4.a.9. 6.4.1.i. he or she has taken part in the compilation, administration, or correction of the examination assessment; 6.4.a.10. 6.4.1.j. he or she has taken the same exact examination assessment within the prescribed re-test application for assessment waiting period; 6.4.a.11. 6.4.1.k. at least two (2) former employers state that they would not re-employ him or her, or otherwise indicate that his or her services as an employee were unsatisfactory; 6.4.a.12. 6.4.1.l. the register from which he or she is certified included on a hiring list is for a class for which oral skills are essential, and at least two agencies have interviewed him or her and report that he or she is not considered to be suitable for a position in the class for which he or she interviewed; 6.4.a.13. 6.4.1.m. he or she is not eligible to work in the United States; 6.4.a.14. 6.4.1.n. he or she fails to comply with any other reasonable requirements established by the Director for the position; 6.4.a.15. 6.4.1.o. sufficient evidence has revealed that, if employed in the classification or position applied for, the applicant is a significant risk to the safety or security of information assets or persons; or, 6.4.a.16. 6.4.1.p. he or she has otherwise violated provisions of this rule. 6.4.b. 6.4.2. Applicants who have previously been dismissed or resigned in lieu of dismissal for failure to returnto work from medicalleaveof absencewithout pay,maintainrequiredlicensure, ormeet performance expectations during probationary employment shall not be disqualified from employment except as provided in subdivision 10.5.b 10.5.2 of this rule. 6.4.c. 6.4.3. The Director shall notify a disqualified applicant of his or her disqualification. Any applicant whose application for examination assessment has been rejected mayrequest that the Director reconsiderhisorher qualifications. TheDirectorshallconsiderthe request ifit issubmitted in writingand received not later than fifteen (15) days following the date the rejection notice was sent. Within thirty (30) days after a properly submitted request for reconsideration is received, the Director shall report his or her decision in writing to the applicant. The Director shall determine that uniform rating or review procedures have been applied. A rating in any part of an examination assessment shall not be changed unless the Director finds that an error has been made. Any correction resulting from the reconsideration 18 143CSR1 shall not affect a certification hiring list or appointment hire that has already been made from a register. 6.4.d. 6.4.4. An appointing authority may petition the Director, in writing, to reinstate an applicant to the register who has been disqualified under the provisions of subdivision 6.4.a 6.4.1 of this rule; provided the appointing authority was the executive or head of the employing agency from which the employee was dismissed or resigned in lieu of dismissal. Approval of such request shall be at the discretion of the Director. 6.5. Conduct of Examinations Assessments. 6.5. Online examinations assessments are available to applicants wherever there is internet access. An applicant may re-test complete the assessment again and the applicant’s most recent test score will be used for placement on the hiring register even if said score is lower than prior test scores. 6.6. Scoring Examinations Assessments. 6.6.a. 6.6.1. The Director shall determine a final score for each applicant's examination assessment, computed in accordance with the weights established for the several parts. Failure in any part ofan examinationassessmentmaydisqualifytheapplicant intheentireexamination assessment and may disqualify him or her from participation in subsequent parts of the examination assessment. All applicants for the same position shall be accorded uniform and equal treatment in all phases of the examination assessment procedures. 6.6.b. 6.6.2. Any veteran (as defined in Section 3 of this rule) who claims veterans’ preference and who has made a passing grade score in an open competitive examination assessment shall have five (5) points added to his or her final earned score. An additional five (5) points shall be added to the augmentedearnedscoreofanyveteranwithacompensableservice-connecteddisabilityorwhohasbeen awarded the Purple Heart. 6.6.b.1. 6.6.2.a. Any person claiming veterans’ preference or disability preference shall submit satisfactory proof of his or her service or disability to the Director. Veterans’ preference points are not added to final passing scores on promotional examinations assessments. 6.6.b.2.6.6.2.b. To receiveveterans'preferencepoints,separation from activedutymust have been under honorable conditions. This includes honorable and general discharges. A clemency discharge does not meet the requirement of this subsection. Active duty for training in the military reserve and national guard programs is not considered active duty for purposes of veteran preference. 6.6.c.6.6.3. TheDirectorshalluseappropriateprofessionalstandards,techniquesandprocedures in rating the results of examinations assessments and in determining the final scores of competitors. 6.7. Rating Training and Experience. -- If training and experience form a part of the total examination assessment, the Director shall determine a procedure for the evaluation of the training and experience qualifications of the various applicants. The procedure and standards used in the evaluation shall be job- related and consistently applied to all applicants. 6.8. Oral Examinations Assessments. -- When an oral examination assessment forms part of a total examination assessment for a position, the Director shall appoint one or more oral examination 19 143CSR1 assessment boards as needed. Any person holding political office shall not serve as a member of any of the boards. 6.9. Notice of Examination Assessment Results. -- Each applicant passing all parts of the examination assessment shall be notified of his or her final score as soon as practical after the scoring of the examination assessment has been completed and the register established. The Director shall notify an applicant who fails any part of the examination assessment or the total examination assessment. 6.10. Special Examination Assessment. -- The Director may modify examination assessment procedures to afford reasonable accommodation to otherwise qualified disabled applicants. The modifications may include changes in the existing testing assessment procedures or the use of specific evaluations of the applicants' observable job skills and/or the applicants' record of past performance, experience and training. 6.11. Correction of Errors. -- If, within thirty (30) days after receipt of his or her score notice, an applicant notifies the Director of a manifest error in the scoring of an examination assessment or other evaluation of the applicant's qualifications, the Director shall, after verification of the error, promptly correct that error. The Director shall send formal written notice of the correction to the applicant. These corrections of errors shall not invalidate any certifications hiring lists orappointments hires made prior to corrections of the errors. 6.12. Examination Assessment Records. -- The Director is responsible for the maintenance of all recordspertinent to the examination assessment program inaccordancewith official retentionschedules and shall hold the records in confidence as specified in W. Va. Code § 29B-1-1 et seq., the State Freedom of Information Act and § 5A-8-21 and § 5A-8-22 5A-8-1 et seq., the Public Records Management and Preservation Act. §143-1-7. Registers. 7.1. Establishment of Registers. 7.1.a. 7.1.1. Competitive Registers. -- After each examination assessment, the Director shall prepare a register of persons with passing grades scores. The names of these persons shall be placed on the register in the order of their final ratings starting with the highest. 7.1.b. 7.1.2. Preference Registers. -- After the layoff of permanent classified employees, the Director shall prepare registers of qualified permanent classified employees who have been laid off. The names of these employees shall be arranged on the appropriate registers in order of tenure upon which the order of layoffs was based. 7.1.3. Classified-Exempt Applicant List. -- An appointing authority may request names of applicants forconsiderationforemploymentintheclassified-exemptservice. Innoeventshallaclassified service vacancy be filled from a list prepared for a classified-exempt service position. 7.2. Duration of Registers. 7.2.a. 7.2.1. Competitive Registers. -- The life of scores on a register shall be adequate to meet the recruitment needs of the agency. If the Director reduces the life of a register, he or she shall notify 20 143CSR1 each eligible remaining on the register to this effect. 7.2.b. 7.2.2. Preference Registers. -- A laid off permanent classified employee is eligible for employmentfrom apreferenceregister fornolongerthanone(1)yearafterplacementonthepreference register and the eligibility ceases immediately upon employment in a classified position. 7.2.c. 7.2.3. Notice of Vacancies. -- The appointing authority shall notify the Director as far in advance as possible of vacancies which may occur in the agency. The Director is responsible for determining the adequacyofexistingregistersandforthe establishment andmaintenanceofappropriate registers for all positions to be filled, exclusive of exempt positions. 7.2.d. 7.2.4. The Director shall nullify a register for any of the following reasons: 7.2.d.1. 7.2.4.a. Changes in the minimum qualifications or classification standards of a class of positions; 7.2.d.2. 7.2.4.b. Elimination of the class for which the register was established; or, 7.2.d.3. 7.2.4.c. Substantial revision of the examination assessment used to establish the register. 7.2.e. 7.2.5. When a register is declared null and void by the Director, he or she shall notify the affected persons of the action. 7.3. Removal of Names from Registers. 7.3.a. 7.3.1. Competitive Registers. -- The Director may remove the name of an eligible from a register: 7.3.a.1. 7.3.1.a. for any of the causes stipulated in subdivision 6.4.a 6.4.1 of this rule; 7.3.a.2. 7.3.1.b. on evidence that the eligible cannot be located or fails to appear at a scheduled interview without notice; 7.3.a.3. 7.3.1.c. on receipt of a statement from the eligible declining an appointment offer of employment and stating that he or she no longer desires consideration for an appointment hire; or, 7.3.a.4.7.3.1.d. ifhe or she declinesanoffer of a probationaryappointment hirefor the class for which the register was established in a location for which he or she has declared himself or herself available. 7.3.b. 7.3.2. Preference Registers. -- The Director may remove the name of an eligible from a preference register: 7.3.b.1. 7.3.2.a. for any of the causes stipulated in subdivision 7.3.a 7.3.1 of this rule; 7.3.b.2. 7.3.2.b. upon appointment hiring of the eligible to a classified position; or, 21 143CSR1 7.3.b.3. 7.3.2.c. on evidence that the eligible does not meet the applicable standards of qualifications and fitness for a position. 7.3.c.7.3.3. The Director shall notify the eligible that his or her name has been removed from the register and the reasons for the removal. The applicant is responsible for updating his or her contact information or notifying the Director of changes. 7.3.d. 7.3.4. Any person whose name has been removed from a register allegedly for reasons specified in this rule may appeal to the Board Director for reconsideration. The appeal must be filed in writing with the Director within fifteen (15) days after the date onwhich notification to the applicant was sent. The appeal shall state the reasons why the applicant should not be removed from the register. 7.3.e. 7.3.5. The Board Director shall review all relevant information to determine if the action appealed was taken in accordance with this rule. Within sixty (60) days after a properly submitted appeal is received, the Director shall report the Board’s decision in writing to the applicant. 7.4. Reinstatement to Register. 7.4.a.7.4.1. Apersonwhohashadhisorhernamewithdrawnfrom aregisterathisorherrequest may have his or her name reinstated on the currently effective register for the same position class provided that the original register is still in effect and that his or her examination assessment score is still valid. His or her rank on the register shall be determined by his or her final earned examination assessment score. 7.4.b. 7.4.2. Reinstatement to a register as provided in the previous subdivision is subject to the following conditions: 7.4.b.1.7.4.2.a. The person petitioning for reinstatementshallmake hisor herrequest to the Director in writing and shall furnish whatever information the Director may require. 7.4.b.2.7.4.2.b. Apersonshallnotbereinstatedtoaregisterwhodoesnotsatisfythecurrent minimum qualifications for the position class for which the register is maintained. The Director may require that he or she pass an appropriate examination assessment in the case of position classes requiring special skills. 7.4.b.3. 7.4.2.c. No person may be reinstated to a register from which he or she has been disqualified under subsections 6.4, 7.3, or 8.2 of this rule. §143-1-8. Certification of Eligibles Hiring Lists. 8.1. Request for certification Hiring List. -- If a vacancy occurs in any position in an agency or if new positions are established and new employees are needed, requisitions shall be submitted by the appointing authority to the Division of Personnel in the manner prescribed by the Director. This requisition shall state the number of positions to be filled in each class, identifying each class title and all other pertinent information. 8.2. Certification Methods Establishment of Hiring Lists. 22 143CSR1 8.2.a. 8.2.1. Nothing in this subdivision shall be construed as altering the exhaustion point of a register as described in subdivision 7.2.a 7.2.1 of this rule. 8.2.a.1. 8.2.1.a. Upon receipt of a requisition, the Director shall first certify list and submit the namesof all available eligibles from the appropriatepreference register. If noappropriate preference registerexistsor there areno available qualified eligibles on the appropriate preferenceregister, then the Director shall certify list and submit to the appointing authority the top ten (10) twenty (20) names or the names of any persons scoring at or above the ninetieth 80th percentile on the open competitive examination assessment for the classof position. The certification hiring list shall include any person tied withthelastpersoninthetoptentwenty(20)orninetieth80thpercentilegroup. TheDirectormaycertify provide additional names at his or her discretion to compensate for possible unavailable eligibles in the top group. 8.2.a.2. 8.2.1.b. If the competitive register established as a result of a Division of Personnel examination assessment for a specific class of position is exhausted, the Director may certify provide names from the register, or registers, most appropriate. If there is no register which the Director considers appropriate, then the Director may certify list and submit names from a register established as described in subsection 7.1 of this rule. 8.2.a.3. 8.2.1.c. Appointments Hires may be made from a certification hiring list anytime within six (6) months of the date of the certification hiring list is established, after which the certification hiring list shall be null and void. 8.2.b. 8.2.2. If an eligible receives a probationary or permanent appointment hire, the appointment hire constitutes a waiver of his or her right to certification from be listed on any other register on which his or her name appears for a class of position, the salary of which is either equal to or lowerthanthatsalarycoveredbyhisorher appointment hire. Ifalaid-off permanent classified employee receivesaprobationaryorpermanentappointmenthiretoaclassifiedposition,thatemployeeisnolonger eligible for appointment hire from any preference register. 8.2.c.8.2.3. The nameofeach employee whose name appearson aregister for aclassof position shall be certified placed on a hiring list and submitted by the Director and given consideration by the agency for the higher class of position if his or her name is reached. 8.2.d. 8.2.4. If, in the exercise of his or her choice provided under subsection 9.2 of this rule, the appointing authority passes over the name of an eligible on a competitive register in connection with three (3) two (2) separate appointments hires he or she has made from the register, written request may be made of the Director that the name of the eligible be omitted from any subsequent certification hiring list of the same agency from the same competitive register for a period of no less than one (1) year from the date of the request. The name of the eligible shall thereafter not be certified provided to the appointing authority from that register for future vacancies inthat jobclass,orfrom subsequentregisters established for that class of position. If, after that one (1) year period, the eligible is again certified included on a hiring list for the same class of position, and passed over in connection with one appointment hire, the agency may again request that the name of the eligible be omitted from any subsequent certification hiring list as stated in this section of the rule. 8.2.e. 8.2.5. An eligible may be considered not available by the Director if he or she fails to reply to electronic communication [i.e., telephone or electronic mail] or a written inquiry by mail after five (5) 23 143CSR1 days in addition to the time required for the transmission of the inquiry to his or her last-known address and the reply to the inquiry, or fails to attend a scheduled interview without notice. 8.3. Selective Certification Hiring List. -- Any certification hiring list may limit consideration to only those individuals who possess specific qualifications determined to be essential for performance of the duties of a specific position. Selective certifications hiring lists must be approved by the Director. 8.3.a. 8.3.1. If a specific position requires special qualifications that are not common to all positions in that class, the appointing authority may request that certification a hiring list be limited to candidates possessing those qualifications. Eligibles shall have adequate opportunity for special qualification consideration. The specific criteria for the restriction of certification the hiring list shall be based on the duties of the position as verified by job analysis or by an official position description and written justification. 8.3.b. 8.3.2. The Director may approve a request for selective certification eligibility by gender if the appointing authority provides written justification which clearly shows that only persons of the required gender can perform the duties of the position and the Director has conferred with the Human Rights Commission. 8.3.c.8.3.3. The Director may limit certification a hiring list to candidatesavailable to work at the location of the job. The Director may further limit certification a hiring list geographically when the duties of the positionrequire rapid response to unscheduledemergenciesduring offduty hours. The appointing authority shall provide written justification of any request for a geographic selective certification hiring list basedonessential duties oftheposition. TheDirectorshall establishtheboundariesof the acceptable geographic areas based on the specific location and demands of the job. The appointing authority shall consider candidates living outside the boundary if they are willing to relocate to the area. 8.3.d. 8.3.4. Except for preference certifications hiring lists, the Director may determine, for certain unskilled or semiskilled job classes for which no previous education, training, or experience is required, that eligibles may be selected for certification placement on a hiring list by lot. In those cases, all eligibles shall have equal opportunity for certification placement on a hiring list. No rank order shall be established for the register. Selectionfor certificationplacement on a hiring list by lot will be determined as vacancy requestsarereceived.Once the certification hiring list has been madefor a particular vacancy, a new certification hiring list shall not be issued for the same class and location for sixty (60) days. The employing agency shall offer opportunities for interviews to candidates in the order in which they appear on the certification hiring list. The employing agency shall ensure, to the extent practicable, that appointments hires from the certifications hiring lists are made based on job-related merit and fitness. 8.4. Correction of Errors. 8.4.a. 8.4.1. In the event that a name is certified included on a hiring list in error and the error is discovered before a personnel transaction has been finalized and one of the named applicants is notified that he or she is appointed hired, the Director shall withdraw the erroneous certification hiring list and make a correct certification hiring list. If a certification hiring list is to fill more than one position, the Director shall withdraw only that portion of it pertaining to positions for which personnel transactions have not been finalized and applicants have not been notified that they are appointed hired. Appointing authorities shall only make conditional offers of employment to applicants until such time the personnel transaction to appoint hire has received all necessary approvals. 24 143CSR1 8.4.b. 8.4.2. In the event a name is certified included on a hiring list in error and the error is discovered after one of the named applicants is notified that he or she is appointed hired but prior to the effectivedateoftheappointmenthireandtheapplicantisnotdisqualifiedforanyofthereasonsprovided in subdivision 6.4.a 6.4.1 of this rule other than not meeting minimum qualifications, the Director shall withdraw the certification hiring list and appointment hire as in subdivision 8.4.a 8.4.1 of this subsection unless the applicant provides verification to the Director that: 8.4.b.1. 8.4.2.a. acceptance of the appointment hire caused the named applicant to change his or her place of residence; or, 8.4.b.2. 8.4.2.b. acceptance of the appointment hire caused the named applicant to resign from a position that cannot be regained. 8.4.c. 8.4.3. In the event a name is certified included on a hiring list in error and the error is discovered after the effective date of the appointment hire of one of the named applicants or the certification hiring list could not be withdrawn for reasons provided in paragraphs 8.4.b.1 8.4.2.a and 8.4.b.2 8.4.2.b, the appointment hire shall continue. Provided, the applicant or employee is not disqualified for any of the reasons specified in subsection 6.4.a subdivision 6.4.1 of this rule other than not meeting minimum qualifications and it has been determined by the Director and hiring agency that there is no undue risk in the applicant performing the duties. If the applicant or employee is not eligible to perform the duties of the position, the appointing authority shall assign the applicant to a vacant position for which he or she meets the minimum qualifications, in the same location and agency to which he or she was certified included on the hiring list and at the same salary. If continued employment or alternate assignment is deemed inappropriate by the Director, the provisions of this rule regarding separations shall apply. §143-1-9. Appointments Hires. 9.1. Appointments Hires to Positions Added to the Classified Service. 9.1.a. 9.1.1. When additional state agencies or parts of state agencies are added to the classified service through affiliation by action of the legislature, executive order of the Governor with the consent of the Board and the appointing authority concerned, and when additional county or municipal agencies are added to the classified service through affiliation by agreement between the local government and the Director with the approval of the Board, a date for the addition shall be fixed by agreement. 9.1.b. 9.1.2. All appointments hires made on and after that date to the positions added to the classified service shall be made in accordance with this rule. 9.1.c. 9.1.3. The Director shall administer qualifying examinations assessments to any person employed in a position added to the classified service. If recommended by the appointing authority, the Director may admit an employee to a qualifying examination assessment regardless of the minimum qualifications for the class to which his or her position is allocated. The appointing authority shall appoint hire each person passing the qualifying examination assessment for probationary employment. The qualifying examinations assessments shall be completed within six (6) months after the date of addition of the position to the classified service. The examinations assessments shall include appropriate assessment(s)ofthe person’s job-relatedcompetencies. The appointing authority shall,withinthirty (30) 25 143CSR1 days after the examination assessment or competency assessment determination, separate from employment any employee who fails to pass the qualifying examination assessment or otherwise meet minimum competency standards unless there are no available eligibles on the register for the class, in which case his or her employment may be continued but he or she must be separated from employment within thirty (30) days after certification a hiring list of available eligibles is established. 9.1.d. 9.1.4. In making the appointments hires provided for in subdivision 9.1.c 9.1.3 of this rule the appointing authority may count employment in the agency immediately prior to the appointments hires as part or all of the probationary period required under Section 10 of this rule. The appointing authority shall promptly report to the Director his or her decision for the records. 9.1.e. 9.1.5. Assignment of the position to the appropriate classification shall be accomplished through reclassification as provided in subsection 4.6 of this rule. 9.2. Original Appointments Hires. 9.2.a. 9.2.1. Appointing authorities shall make all original appointments hires to classified positions in accordance with this rule. An appointing authority shall, for each position, select first from the eligibles on the preference register in accordance with subdivision 12.4.i 12.4.10 of this rule. Upon exhaustion of the preference register, the appointing authority shall select for each position from the top ten (10) twenty (20) nameson the register, including any persons scoring the same as the tenth name, or any persons scoring at or above the ninetieth 80th percentile on the open competitive examination assessment, as provided by subsection 8.2 of this rule. The appointing authority may exclude the names of those eligibles who failed to answer or who declined appointment hire or of those eligibles to whom the appointing authority offers an objection in writing based on subsection 6.4 of this rule and the objection is sustained by the Director. 9.2.b. 9.2.2. In selecting persons from among those certified provided on a hiring list, the appointing authority shall give due consideration, based on job related criteria, to all available eligibles andmay examine their applications andreportsofinvestigations andmayinterview them. Finalselection shall be reported in writing by the appointing authority to the Director and shall include a statement by the appointing authority or his or her designee certifying that the person charged with making the selection: complied with the requirements of this subdivision; did not make the selection based on favoritism shown or patronage granted; and, considered all available eligibles for the position. 9.2.c.9.2.3. Iftheeligibleselecteddeclinestheappointmentofferofemployment,theappointing authority shall transmit evidence of declination and other data to the Director for the permanent record. The Director may consider an eligible as having declined appointment hire if the eligible fails to reply to electroniccommunication[i.e.,telephoneorelectronicmail]orawritteninquirybymailafterfive(5)days in addition to the time allowed for transmission of the letter to his or her last-known address and return of reply. If aneligible accepts an appointment offer of employment butfailsto report forduty at the time and place specified, without giving reasons for the delay satisfactory to the appointing authority and the Director, he or she shall be considered to have declined the appointment offer of employment. 9.3. Provisional Appointments Hires. 9.3.a.9.3.1. Ifthereareurgentreasonsforfillingapositionandthereisnoappropriatepreference register and there are fewer than three (3) available eligibles on the competitive register established as a 26 143CSR1 result of an examination assessment for the position, and no other appropriate register exists, the appointing authority may submit to the Division of Personnel the name of a person to fill the position pending examination assessment and establishment of a register. If the Director has determined that person's qualifications have been certified by the Director as meeting the individual meets the minimum qualifications as to training and experience for the position, that person may be provisionally appointed hired to fill the existing vacancy until an appropriate register is established and appointment hire made fromthe register. The positionmust be classified andminimum qualifications established forthe position in accordance with this rule before provisional appointments hires may be made. A provisional appointment hire shall not be continued for more than six (6)months from the date of appointment hire, nor shall successive provisional appointments hires of the same person be permitted, nor shall a position be filled by repeated provisional appointments hires. 9.3.b. 9.3.2. Time spent on a leave of absence without pay shall not extend the period of a provisional appointment hire. 9.4. Temporary Employment. -- Appointing authorities may employ individuals for a limited periodof time in accordance with the provisions of this rule andW. Va. Code § 29-6-1 et seq. Individuals employed under the provisions of this subsection are exempt from the classified service. Provided, temporary employees may be retained in a temporary appointment hire status while receiving workers’ compensation temporary total disability benefits as a result of a personal injury or illness received in the course of and resulting from employment with the State or its political subdivisions in accordance with W. Va. Code § 23-4-1. 9.5. PostingofJobOpenings.--Wheneverajobopeningoccursintheclassifiedservice,theappointing authority shall post a notice within the building, facility or work area and throughout the agency that candidates will be considered to fill the job opening. Posting of job openings using electronic or other communications media shall satisfy the requirement to post a notice provided that the appointing authority makes regular and convenient access to the media used available to each classified employee in the agency, or otherwise provides notice to each classified employee in the agency. The notice shall be posted for at least ten (10) five (5) days before making an appointment a hire to fill the job opening. The notice shall state that a job opening has occurred, describe the duties to be performed, and the class to be used to fill the job opening. 9.5.a. 9.5.1. The term jobopening refers to any vacancy to be filled by original appointment hire, promotion, demotion without prejudice, lateral class change, reinstatement, or transfer. 9.5.b. 9.5.2. The posting notice shall include a description of the duties to be performed by the person selected, the minimum qualifications for the position, the job class to be used in filling the job opening, the compensation range that will be considered, the full-time equivalent for the position, and the job location. 9.5.c. 9.5.3. An established closing date shall allow sufficient time to ensure that the job vacancy circulation has been posted throughout the agency for a minimum of ten (10) five (5) days. The naming of an individual to fillthe position isthe appointment hire and is not altered by the factthat the individual will not assume the duties until a later date. Therefore, the agency shall not make an appointment a hire to a position prior to the closing date as listed on the posting. The appointing authority may accept applications after the closing date; however, all applications received on or prior to any established cut- off date must be accepted and considered. 27 143CSR1 9.5.d. 9.5.4. The appointing authority shall give due consideration to those employeeswho apply and are eligible for the posted vacancy. 9.5.e. 9.5.5. If a posted vacancy is not filled within six (6) months of the established closing date, the appointing authority shall re-post the vacancy prior to an appointment a hire to the vacant position. 9.5.f. 9.5.6. The vacancy posting requirements in this subdivision apply to all classified position vacancies except vacancies filled as a result of employees exercising bumping or recall rights, demotions with prejudice and/or disciplinarytransfersfor cause. Aclassifiedemployeetransferred forthesereasons remains classified. 9.5.g. 9.5.7. If an individual selected for a posted vacancy refuses the offer of employment, fails to reportto work, or resigns or otherwise separates from employmentwithinthe first ten (10) work thirty (30) days of employment, the appointing authority is not required to repost the vacancy prior to making another appointment hire to the position. Provided that the date and time of separation occurs within thefirstten(10)workthirty(30)daysandtheappointmentsecondhireismadewithinthirty(30)calendar sixty (60) days of the separation and the appointment hire is made from the same pool of eligible applicants from whichthe firstemployeewashired. This time period supersedesthe six-month limitation specified in subdivision e 9.5.5 of this subsection. 9.6. Advertising Positions in the Classified-Exempt Service. -- The Division of Personnel shall assist departments and agencies, if requested, in marketing and advertising available positions in the classified- exempt system. §143-1-10. Probationary Period. 10.1. Nature, Purpose, and Duration. 10.1.a. 10.1.1. The probationary period is a trial work period designed to allow the appointing authority an opportunity to evaluate the ability of the employee to effectively perform the work of his or herpositionandtoadjusthimselforherselftotheorganizationandprogramoftheagency. Itisanintegral part of the examination assessment process and the appointing authority shall use the probationary period for the mosteffective adjustment ofa new employee andthe eliminationof those employeeswho do not meet the required standards of work. 10.1.b. 10.1.2. Appointing authorities shall make all original appointments hires to permanent positions in the classified service from officially promulgated registers for a probationary period of not more than one (1) year. The Board Director shall fix the length of the probationary period for each class of position. The appointing authority shall notify the Director when a probationary period has been completed and permanent status has been granted. This subdivision shall not be construed to prohibit application of time served in a provisional status to completion of a probationary period. The period of provisional appointment hire may apply toward completion of the probationary period only for that part served continuously, in the same class, and immediately prior to an original appointment hire. However, it is the responsibility of the appointing authority to state in writing at the time permanent status is being grantedthatthetimeservedinaprovisionalstatushasbeenappliedtowardcompletionofaprobationary period. 28 143CSR1 10.1.c. 10.1.3. Time spent by probationary employees on unpaid leave of absence, disciplinary suspension, or non-disciplinary suspension resulting in separation from employmentthrough resignation, transfer or dismissal extends the probationary period correspondingly. 10.1.d. 10.1.4. The probationary period for part-time employees shall be for an equal amount of time based on the full-time equivalent as that for a full-time employee in the same classification [i.e., a six-month probationary period for a 50% full-time equivalent part-time employee would be twelve (12) months]. 10.2. Conditions Preliminary to Permanent Appointment Hire. 10.2.a. 10.2.1. Four (4) weeks prior to the end of the probationary period, the appointing authorityshallobtainfromthe probationaryemployee'ssupervisor a statement inwritingrecommending that the employee be continued or not be continued in service. This statement shall include an appraisal of the employee's services and should include a service rating in conformity with the system of performance evaluation prescribed by the Director. If the appointing authority determines that the services of the employee shall be retained, the appointing authority shall notify the employee and the Director of the action no later than the last day of the probationary period. 10.2.b. 10.2.2. In the event the appointing authority takes no action on the status of a probationary employee before the expiration of the probationary period, either to retain or dismiss, the employee shallbeconsidered ashavingattainedpermanent status. Permanent statusbegins thefirst day following the expiration of the probationary period. 10.3. Demotions during Probation. -- The serving of a probationary period shall not, of itself, prevent an employee from being demoted with prejudice to a position in a lower class, provided he or she meets theminimumqualificationsofthelowerclass. However,theappointingauthoritymaynottakethisaction until the employee has been presented with the reasons in writing and has been given a reasonable time to reply in writing, or to appear personally and reply to the appointing authority or his or her designee. The appointing authority shall not take this action until the employee has completed one-third of the probationary period and the appointing authority has obtained the approval of the Director. The probationary period for the class of position to which the employee is demoted begins with the date of demotion. 10.4. Transfersduring Probation. -- An appointing authority shall not transfer anemployee during his or her probationary period. 10.5. Dismissal during Probation. 10.5.a.10.5.1. Ifat any time duringthe probationary period,the appointing authority determines that the services of the employee are unsatisfactory, the appointing authority may dismiss the employee in accordance with subsection 12.2 of this rule. If the appointing authority gives the fifteen (15) days’ notice on or before the last day of the probationary period, but less than fifteen (15) days in advance of that date, the probationary period shall be extended fifteen (15) daysfrom the date of the notice and the employeeshallnotattainpermanentstatus. Thisextensionshallnotapplytoemployeesservingatwelve- month probationary period. 10.5.b. 10.5.2. The Director may restore the name of a probationary appointee employee who 29 143CSR1 has been dismissed to theregisterfrom whichheor she was certifiedplacedonahiringlist, inaccordance with the procedure described in subsection 7.4 of this rule, but the Director shall not in the future certify include the name of that person on a hiring list provided to the same appointing authority from the same register or for the same classification. §143-1-11. Promotions, Demotions and Transfers. 11.1. Method of Making Promotions. 11.1.a.11.1.1. Infillingvacancies,appointingauthoritiesshallmakeanefforttoachieveabalance between promotion from within the service and the introduction into the service of qualified new employees. Whenever practical and in the best interest of the service, an appointing authority may fill a vacancy by promotion, after consideration of the eligible permanent classified employees in the agency or in the classified service based on demonstrated capacity and quality and length of service. 11.1.b. 11.1.2. The Director must certify confirm that a candidate for promotion possesses the qualifications for the position as set forth in the specifications for the class of position for which he or she is a candidate, and the appointing authority may require the candidate to qualify for the new position by a promotional competitive or non-competitive examination assessment administered by the Director. 11.2. Promotion by Competitive Examination Assessment. 11.2.a. 11.2.1. If it is determined by the appointing authority to fill vacancies in a particular class of position by promotion by competitive examination assessment, the examination assessment shall be given under the direction of the Director. To be eligible for promotion, an employee must, at the time the promotion is effective, have permanent status in the classified service and must meet the minimum qualifications as to training and experience for the class of position. A promotional competitive examination assessment shall consist of any combination of the same objective procedures provided in subdivision6.1.b6.1.2ofthisrule. Thecombinationineachcaseandtheprocedureforrankingapplicants shall be determined by the Director and shall take into consideration available job information and professional practices. 11.2.b. 11.2.2. The Director shall place the names of all employees who receive a passing grade score on a promotional register for the class of position in order of their examination assessment ratings. 11.2.c. 11.2.3. If a promotional and an original register exist, the Director shall certify provide on a hiring list the same number of names from each register in accordance with Section 8 of this rule. The appointing authority may make his or her selection from the names submitted from either register. 11.3. Promotion by Noncompetitive Examination Assessment. -- If it is determined by the appointing authority to fill a vacancy by a non-competitive promotional examination assessment, an employee proposed for promotion shall be examined assessed by the Director in accordance with subsection 11.2 of this rule, and if found to qualify for the class will be certified placed on a hiring list. 11.4. Demotions. -- An appointing authority may demote an employee with or without prejudice and may demote a probationary employee as provided for in subsection 10.3 of this rule. An employee demoted with prejudice shall remain classified. The appointing authority shall file the reasons for the demotionandthereply,ifany,withtheDirector. Priortotheeffectivedateofthedemotionofaclassified 30 143CSR1 employee, the appointing authority or his or her designee shall: 11.4.a. 11.4.1. meet with the employee in a predetermination conference and advise the employee of the contemplated demotion, provided that the conference is not required when the demotion is requested by the employee, voluntarily and without duress, such as to accept a posted position for which the employee has applied; 11.4.b. 11.4.2. give the employee oral notice confirmed in writing within three (3) working days, or written notice of the specific reason or reasons for the demotion; and, 11.4.c.11.4.3. give theemployee aminimum offifteen(15)days’advancenoticeofthe demotion to allow the employee a reasonable time to reply to the demotion in writing, or upon request to appear personally and reply to the appointing authority or his or her designee. Provided, that fifteen (15) days’ notice is not required when the demotion is requested by the employee, voluntarily and without duress, such as to accept a posted position for which the employee has applied. 11.5. Lateral Class Change. -- An appointing authority may move a permanent classified employee from a position in one class to a vacant position in another class in the same compensation range if the employee is found by the Director to qualify for the vacant position. 11.6. Transfers. 11.6.a. 11.6.1. Subject to the posting requirements provided in subsection 9.5 of this rule, appointing authorities may transfer a permanent employee from a position in one organizational subdivisionofan agencytoapositioninanotherorganizational subdivisionofthesameor anotheragency at any time. In the case of inter-agency transfers, an appointing authority shall transfer all hours of accumulatedannual and sick leave and all service credit withthe employee. Transfer within the classified service, without a break in service, shall not be considered a resignation. 11.6.b. 11.6.2. Appointing authorities shall report all inter- and intra-agency transfers within a class to the Director on appropriate forms in the prescribed manner at the time of the transfer. The Director shall approve transfers to comparable classes prior to the transfers and shall require that the employees meet the minimum qualifications of the new classes. §143-1-12. Separations, Suspension, and Reinstatement. 12.1. Resignation. 12.1.a. 12.1.1. An A classified employee who resigns shall present the reasons forthe resignation in writing to the appointing authority. The appointingauthority shall forward a copy of the resignation to the Director who shall record the resignation. If a written resignation cannot be obtained, the appointing authority shall notify the Director in writing of the resignation of the employee and the circumstances of the resignation. 12.1.b. 12.1.2. The appointing authority shall notify the Director when an employee resigns in lieu of being dismissed. Such notice shall specify the reasons for the intended dismissal. Employees informedof contemplateddismissal who choose to resign prior to issuanceofformalnoticeor employees permitted to resign through settlement after being dismissed are considered to have not separated in 31 143CSR1 goodstanding,andtheemployeeisineligibleforreinstatementandmaybedisqualifiedfromemployment in the classified service as provided in subsection 6.4 of this rule. Provided, that employees resigning in lieuofdismissalforfailuretoreturntoworkfrommedicalleaveofabsencewithoutpay,maintainrequired licensure, or meet probationary performance expectations shall not be disqualified from future employment except as provided in subdivision 10.5.b 10.5.2 of this rule. 12.2. Dismissal. 12.2.a. 12.2.1. An appointing authority may dismiss any employee for cause. The appointing authority shall file the reasons for dismissal and the reply, if any, with the Director. Prior to the effective date of the dismissal of a classified employee, the appointing authority or his or her designee shall: 12.2.a.1. 12.2.1.a. meet with the employee in a predetermination conference and advise the employee of the contemplated dismissal. 12.2.a.2.12.2.1.b. givetheemployeeoralnoticeconfirmedinwritingwithinthree(3)working days, or written notice of the specific reason or reasons for the dismissal; and, 12.2.a.3. 12.2.1.c. give the employee a minimum of fifteen (15) days’ advance notice of the dismissal to allow the employee a reasonable time to reply to the dismissal in writing, or upon request to appear personally and reply to the appointing authority or hisor her designee. Provided,that fifteen (15) days’ advance notice is not required when the public interests are best served by withholding the notice or when the cause of dismissal is gross misconduct. 12.2.b.12.2.2. Anappointingauthoritymayrequirethataclassifiedemployeedismissedforcause immediately vacate the workplace, or a classified employee dismissed for cause may elect to do so. If the appointing authority requires a dismissed employee to immediately vacate the workplace in lieu of workingduringthenoticeperiod,orifanemployeewhoreceivesnoticeofdismissalelectstoimmediately vacate theworkplace,the employee isentitledtoreceive severancepayattributable tothetime heor she otherwise would have worked, up to a maximum of fifteen (15) days after vacating the workplace. An appointing authority shall not provide severance pay when notice is withheld as provided in subdivision 12.2.a 12.2.1 of this rule, or when prohibited by state or federal law. Receipt of severance pay does not affect any other right to which the employee is entitled with respect to the dismissal. 12.2.c. 12.2.3. An appointing authority may dismiss an employee for job abandonment who is absent from work for more than three (3) consecutive scheduled workdays or scheduled shifts without notice to the appointing authority of the reason for the absence as required by established agency policy. Consecutive scheduled workdays or scheduled shifts are determined without regard to scheduled days off thatoccurduring the period of absencewithout notice. Thus, annual leave,holidays,modified holiday observance, compensatory time, regularly scheduled days off, or any other time for which the employee was not scheduled to work during the period of absence shall not constitute a break when determining the three (3) consecutive scheduled work days. The dismissal is effective fifteen (15) days after the appointing authority notifies the employee of the dismissal. Whereas job abandonment is synonymous with the term resignation, a predetermination conference is not required and an employee dismissed for job abandonment is not eligible for severance pay. 12.2.d. 12.2.4. In providing any employment verification or reference to another appointing authority for a dismissed employee, or an employee who resigns in lieu of dismissal, the appointing 32 143CSR1 authority shall disclose that the separation was due to dismissal, or resignation in lieu of dismissal, and that the employee did not leave employment in good standing and shall comply with the disclosure requirements of W. Va. Code § 55-7-18a. 12.3. Suspension. 12.3.a. 12.3.1. Disciplinary Suspension. -- An appointing authority may suspend any employee without pay for a specified period of time for cause. Accrued leave shall not be paid to employees during the period of suspension. Further, an employee who works additional hours during the same workweek or work period as the suspension will still have tenure reduced for the length of the suspension. The appointing authority shall file the statement of reasons for the suspension and the reply, if any, with the Director. Prior to the effective date of the suspension of a classified employee, the appointing authority or his or her designee shall: 12.3.a.1. 12.3.1.a. meet with the employee in a predetermination conference and advise the employee of the contemplated suspension. 12.3.a.2.12.3.1.b. givetheemployeeoralnoticeconfirmedinwritingwithinthree(3)working days, or written notice of the specific reason or reasons for the suspension; and, 12.3.a.3. 12.3.1.c. give the employee a minimum of three (3) working days’ advance notice of the suspension to allow the employee being suspended a reasonable time to reply in writing, or upon request to appear personally and reply to the appointing authority or his or her designee. Provided, that three (3) working days’ advance notice is not required in certain cases when the public interests are best served by withholding the notice. 12.3.b.12.3.2. Non-disciplinarySuspension.--Anappointingauthoritymaysuspendanyclassified employee without pay indefinitely to perform an investigation regarding an employee's conduct which has a reasonable connection to the employee's performance of his or her job or when the employee is the subject of an indictment or other criminal proceeding. Such suspensions are not considered disciplinary in nature and an employee may choose to use accrued annual leave during the period of non- disciplinary suspension but is not eligible for any other leave afforded in this rule. The appointing authorityshallgivetheemployeeoralnoticeconfirmedinwritingwithinthree(3)workingdays,orwritten notice of the specific reason or reasons for the suspension. A predetermination conference and three (3) workingdays’advancenotice are notrequired; however, the appointing authority shallfile the statement of reasons for the suspension and the reply, if any, with the Director. Upon completion of the investigation or criminal proceeding, the appointing authority shall: 12.3.b.1. 12.3.2.a. initiate appropriate disciplinary action as provided in this rule; and, 12.3.b.2. 12.3.2.b. unless the employee is dismissed or otherwise separates from employment prior to completion of the investigation or criminal proceeding, provide retroactive wages or restore annual leave for the period of suspension; provided, that such retroactive wages may be mitigated by other earnings received during the period of suspension. Further, the appointing authority and employee may agree to consider all or part of the period of unpaid suspension pending investigation or criminal indictment or proceeding as fulfilling the period of any disciplinary suspension without pay. 33 143CSR1 12.4. Layoff. 12.4.a. 12.4.1. When due to business necessity, as defined in this rule, it becomes necessary to implement the provisions of this subdivision subsection, the appointing authority may initiate a layoff in accordance with the provisions of this rule. 12.4.b.12.4.2. Organizational Unit. -- The appointing authority shall submitto the BoardDirector for approval a description of the unit or units to which a layoff shall apply. The organizational unit may be an entire department, agency, or subunit thereof. 12.4.c. 12.4.3. Prior to the separation, involuntary reduction in work schedule, or demotion withoutprejudiceofanyemployeeasaresultoflayoff,theappointingauthorityshallfilewiththeDirector a proposed plan which shall include: 12.4.c.1. 12.4.3.a. a statement of the circumstances requiring the layoff; 12.4.c.2.12.4.3.b. the approved organizational unit(s)in which the proposed layoff shall take place; and, 12.4.c.3. 12.4.3.c. a list of the employees in each class affected by the layoff in order of retention. 12.4.d. 12.4.4. The Director shall verify the details on which the lists are based and to notify the appointing authority in writing of the plan's approval. 12.4.e. 12.4.5. The plan followed by the appointing authority shall be available, upon request in writing, to any employee or adversely affected former employees. 12.4.f.12.4.6. Orderof SeparationorReduction.-- Aftertheappointing authorityhasdetermined the number and class of positions to be abolished or reduced and the Board Director has approved the organizational unit to which the layoff will apply, the order of separation or reduction shall be applied in the following manner and order: 12.4.f.1. 12.4.6.a. employees without classified permanent status inthe sameclass orclasses identified for layoff in the following order: contract, temporary, exempt part-time professional, provisional, and probationary. Provided, that an employee in the organizational unit to which the layoff willapplymayvolunteertobeseparatedthroughlayoffinplaceofaprobationaryorpermanentemployee with less tenure. 12.4.f.2. 12.4.6.b. permanent employees by job class on the basis of tenure as a permanent employee of a state agency or in the classified service regardless of job class or title. No tenure credit accrues for periods during which terminal annual leave is paid nor for periods during which an employee is not paid a wage or salary except for military leave, subsidized education leave, or periods during which the employee is paid temporary total disability benefits under the provisions of W. Va. Code § 23-4-1 for a personal injury received in the course of and resulting from covered employment as a permanent employee of a state agency or in the classified service, or unless otherwise provided by State or federal statute. Inthe event ofa tie inthe order of separation or reduction, the appointing authorityorhisor her 34 143CSR1 representative and those employees who are tied shall agree on a means of breaking the tie by either a coin toss or lot drawing and shall notify the Director in writing of the agreement and the results. In the event that the agency wishes to lay off a more tenured employee, the appointing authority must demonstrate that the tenured employee cannot perform any other the job duties of a position held by less tenured employees within the designated organizational unit in the job class or any other equivalent or lower job class for which the tenured employee is qualified. 12.4.g. 12.4.7. Bumping Rights. -- A classified permanent employee who is to be separated or reduced in hours due to layoff may request a reassignment and lateral class change or demotion without prejudice to an existing position in a class in the occupational group in the same organizational unit approved by the Board Director for reduction in force unless the result would be to cause the layoff of another permanent classified employee who possesses greater tenure. An employee exercising bumping rights shall remain classified. The employee exercising bumping rights must be available for the work schedule and location of the job to which he or she has requested. A permanent employee who is subsequently scheduled for layoff under these provisions as a result of another employee having greater tenure exercising his or her bumping rights by requesting a lateral class change or demotion without prejudice has the same bumping rights as provided for in this procedure. The Director shall develop the occupational groups in the classified service based on similarity of work and required knowledge, skills and abilities. Provided, an employee exercising bumping rights as a result of a reduction in hours shall assume the full work schedule of the position and may have his or her compensation reduced if the position is assigned to a lower compensation range. 12.4.h. 12.4.8. Salary Reductions for Layoff. -- Salary reductions resulting from provisions of this subdivision subsection shall follow subsection 5.6 of this rule for pay on demotion. 12.4.i. 12.4.9. Recall. -- Recall of a classified permanent employee separated or reduced in hours due to layoff shall be in reverse order of the layoff to the class from which the employee was laid off or any lower class in the class series or to any class previously held in the occupational group. A recall list shall be created and maintained by the appointing authority. A permanent employee shall remain on the recall list for the length of his or her tenure on the date of the layoff or for a period of two (2) years, whichever is less. The agency shall first consider for reemployment those former permanent employees whose names appear on the recall list for the class in which a vacancy has occurred and no original appointment hire of a new employee or reinstatement of a former permanent employee shall be made to the class until all former permanent employeeson the recall list have been given first chanceof refusal of the vacancy. A permanent employee shall be recalled to jobs within the county wherein his or her last place of employment is located or within a contiguous county. The agency shall notify any laid off permanent employee who is eligible for recall to a position under these provisions by certifiedmail of the vacancy. It is the responsibility of the employee to notify the agency of any change in mailing address. Individuals who have been hired for permanent employment after layoff shall not forfeit the remainder of the recall eligibility period and are not required to serve a probationary period. 12.4.j. 12.4.10. Preference Hiring. -- When filling vacancies in the classified system at agencies, appointing authorities shall, for a period of twelve (12) months after a permanent classified employee in another agency has been placed on a preference register due to layoff, give preference to such employee based on tenure and fitness over all but existing classified employees of the agency. This preference shall not supersede the recall rights of employeeswho havebeenlaidoff inthe agency. Preferencehiring shall be accomplished by original appointment hire. 35 143CSR1 12.4.k. 12.4.11. Reporting. -- The appointing authority shall report the names of all employees who are to be laid off to the Director in writing no later than the date notification of the layoff is mailed to the employee. 12.4.l. 12.4.12. Appeals. -- Employees may file appeals from layoffs in accordance with W. Va. Code § 6C-2-1 et seq. 12.5. Like Penalties for Like Offenses. -- In dismissals for cause and other disciplinary actions, appointing authorities shall impose like penalties for like offenses. 12.6. Reinstatement. 12.6.a. 12.6.1. A former employee who had attained permanent status under the Division of Personnel who has resigned in good standing, retired, or who has been laid off is eligible for reinstatement. Provided, that he or she has been certified confirmed by the Director as meeting the current minimum qualifications as to training and experience of the class of position to which he or she is being appointed hired. Prior to making the certification reinstatement, the Director may require the employee to pass a qualifying examination assessment. The Director may refuse to reinstate a former employee for any of the causes stipulated in subdivision 6.4.a 6.4.1 of this rule. Employees appointed hired through reinstatement shall serve a probationary period as provided in Section 10 of this rule. 12.6.b. 12.6.2. Appointing authorities shall reinstate all qualifying employees who left state or classified service to enter the federal armed forces of the United States or armed forces of the State to their former positions or to positions of like class, tenure and pay within two (2) weeks of their requests provided that such employees satisfy the eligibility standards set forth in federal law commonly known as the Uniformed Services Employment and Reemployment Rights Act (USERRA). Appointing authorities shall also reinstate, attheend of theirrecoveryperiods,all qualifying employeeswho are hospitalizedfor, or convalescing from, illnesses or injuries incurred in, or aggravated during, the performance of military service provided that such employees satisfy the eligibility standards set forth in USERRA. Appointing authorities may permit qualifying employees to return to work at less than full duty, but the terms of return are subject to the same conditions specified in subdivision 14.4.h 14.4.8 of this rule. 12.6.c.12.6.3. Anyqualifyingemployeewhoisreinstatedtostateorclassifiedemploymentunder the provisionsof subdivision 12.6.b 12.6.2 of this rule shall be grantedall within-range salary adjustments and may be granted salaryadvancements heor she would havereceived had he or she remained inactive status in the classified service. He or she shall be credited with all annual and sick leave accumulated and unused at the time the military leave began subject to the maximum carry-forward rates established in subsection 14.3 of this rule. The appointing authority shall uniformly apply the provisions in this subdivision to all qualifying employees who are reinstated to state or classified employment under the provisions of subdivision 12.6.b 12.6.2 of this rule. §143-1-13. Reconsideration. Any applicant or employee may request that the Director reconsider a decision which directly affects the applicant or employee. Unless otherwise specified in this rule, the request must be submitted in writing within fifteen (15) days of the applicant’s or employee’s notification of the decision. Within thirty (30) days of receipt of the applicant’s or employee’s request for reconsideration, the Director shall notify the applicant or employee of his or her decision. 36 143CSR1 §143-1-14. Attendance and Leave. In compliance with state and federal law governing holidays and leave, including 29 U.S.C.§ 2601- 2654,thefederalFamilyandMedicalLeaveAct(FMLA),thefollowingprovisionsapplytoeligibleclassified and classified-exempt employees, unless otherwise specified. 14.1. Official Holidays. 14.1.a. 14.1.1. Employees shall be released from work with pay in observance of the following officialholidays: New Year'sDay, thefirst dayofJanuary;MartinLutherKing'sBirthday,thethirdMonday of January; Presidents’ Day, the third Monday of February; Memorial Day, the last Monday in May; West Virginia Day, the twentieth day of June; Independence Day, the fourth day of July; Labor Day, the first Monday of September; Columbus Day, the second Monday of October; Veterans' Day, the eleventh day of November; Thanksgiving Day, the fourth Thursday of November; Lincoln’s Day, the day after Thanksgiving Day; Christmas Day, the twenty-fifth day of December; any day on which a State-wide election (Primary, General, or Special) is held, and, such other days as the President, Governor or other duly constituted authority proclaim to be official holidays or days for which employees are released from work. Provided,thatanelectionheldonaSaturdayisnotanofficialholidayasprovidedinthissubsection. 14.1.b. 14.1.2. When a holiday falls on a Sunday, the following Monday shall be observed as the official holiday. When a holiday falls on a Saturday, the previous Friday shall be observed as the official holiday. When Christmas or New Year's Day occurs onTuesday, Wednesday, Thursday, or Friday, the last half of the scheduled workday immediately preceding the holiday will be given as time off not to exceed four (4) hours. Agencies may schedule employees to work on the official holiday observance date to accommodate around-the-clock shifts or other special needs. The agency shall notify employees in advance of the modification and shall schedule alternate holiday paid time off for a date as close as possible but not prior to the official holiday observance date. In the alternative, an employee may agree to be paid for the holiday rather than observing it at a later date. The total amount of paid time off for holidays shall not exceed eight (8) hours per holiday or four (4) hours per one-half day of time off as provided in this paragraph. 14.1.c. 14.1.3. Part-time employees are entitled to receive time off with pay for holidays, regardlessof whether the holidaysfallwithinthe employees’ regularwork schedules,inproportionto the amount of time worked as compared to the employer's standard workweek for a full-time employee. When a holiday falls on a day on which a part-time or full-time employee is not scheduled to work, the employee should be released from work on his or her next scheduled work shift or as soon as reasonably possible. In the alternative, an employee may agree to be paid for the holiday rather than observing it at a later date. 14.1.d. 14.1.4. To receive pay for any holiday, an employee must, at a minimum, work or be on approved paid leave for his or her full scheduled workday immediately preceding and following the holiday. To receive pay for a four (4) hour holiday, an employee must work or be on approved paid leave for the preceding four (4) hours of work time and the full scheduled workday immediately following the holiday. Provided, that an employee who works on the holiday is eligible to receive pay for the holiday irrespective of working or being on approved paid leave the day before and after. However, an employee 37 143CSR1 who is scheduled to work on the holiday but fails to report is ineligible to receive pay for the holiday irrespective of working or being on approved paid leave on that day or the days before and after. An employee is not eligible to be paid for any holiday that occurs prior to his or her first day of work or after his or her date and time of separation as defined in this rule. 14.1.e. 14.1.5. Appointing authorities shall make reasonable accommodation to an employee's religious holidays as required by law. 14.1.f. 14.1.6. An appointing authority shall, if necessary, allow any employee required to work on any election day ample and convenient time and opportunity to cast his or her vote. Upon receipt of a written request at least three (3) work days prior to an election, an appointing authority shall give any employee who haslessthan three (3) hours oftime awayfrom workduring hours polling placesare open, uptothree(3)hoursofpaidtimeoffbetweentheopeningandclosingofthepolls,tovote.Theappointing authority shall schedule such time off to avoid impairment or disruption of essential services and operations. 14.2. Agency Work Schedules. -- Each appointing authority shall establish the work schedule for the employeesof hisorheragency.Thework schedule shall specifythe numberof hours of actualattendance on duty for full-time employees during a workweek or work period, the day and time that the workweek or work period begins and ends, and the time that each work shift begins and ends. The work schedule may include any work shifts the appointing authority determines to be appropriate for the efficient operation of the agency, including work shifts comprising work days of more than eight (8) hours and/or work weeks of less than five (5) days. The work schedules and changes must be submitted to the Director within fifteen (15) days after employees commence work under the schedule. 14.3. Annual Leave. 14.3.a. 14.3.1. Amount, Accrual. -- Except as otherwise noted in this rule, each permanent, probationary,andprovisional employeeiseligibleto accrue annualleavewithpayandbenefits. Thetable below lists the rates of accrual according to the employee's length of service category and the number of hours of annual leave that may be carried forward from one calendar year to another; provided, that a “day” is basedon the agency’s established number of hours in the workday and shall not exceedeight (8) hours. Annual leave is accrued at the end of each pay period or on the last workday for separating employees. Though the rates below are expressed in terms of a monthly rate, the leave accrual may be calculated on a bi-weekly basis. It may be prorated for employees granted a medical leave of absence or satisfying the conditions for approval of a medical leave of absence in accordance with subdivision 14.8.c 14.8.3of this rule.Proratedleave iscomputed in proportionto normal hoursworked and/orhoursof paid sick and/or annual leave during the pay period based on the proper length of service category. Annual leave cannot be accrued for hours not paid nor for hours worked beyond the normal workweek which shall not exceed 40 hours. Provided, however, employees on unpaid leave who are receiving workers’ compensation temporary total disability benefits continue to accrue annual leave while receiving such benefits, subject to the carry-forward rates established in this subdivision. Annual leave accrued at agencies with an authorized work period of more than the standard workweek may accrue for hours beyond 40 in a standard workweek but shall not exceed the monthly rates below. Length of Service Category Accrual Rate: Carry-forward Rate: Hours Equal To Hours Equal To 38 143CSR1 Less than 5 years of qualifying 1.25 days/month 30 days service 5 years but less than 10 years of 1.50 days/month 30 days qualifying service 10 years but less than 15 years 1.75 days/month 35 days of qualifying service 15 years or more of qualifying 2.00 days/month 40 days service 14.3.b. 14.3.2. Service to Qualify. -- Qualifying service for length of service category is based on State employment or employment in the classified service not of a limited-term or temporary nature (except that certain limited-term service to the State Legislature may qualify) and provided that any exempt service must be leave-accruing service to qualify. No service credit accrues for periods during which an employee is not paid a wage or salary unless otherwise provided by State or federal statute. Provided,however,employeesonunpaidleavewhoarereceivingworkers’compensationtemporarytotal disability benefits continue to accrue service credit while receiving such benefits. 14.3.c. 14.3.3. Requesting, Granting. -- Accrued annual leave shall be granted at those times that will not materially affect the agency's efficient operation or when requested under the provisions of the Parental Leave Act, or FMLA, or other applicable state or federal law. The employee shall request annual leaveinadvanceoftakingtheleaveexceptasnotedelsewhereinthissubdivisionor,forunplannedannual leave,submittheleaverequestimmediatelyuponreturntoworkor,incasesofextendedperiodsofleave, as directed by the appointing authority. Annual leave may not be granted in advance of the employee's accrual of the leave. 14.3.d. 14.3.4. Coverage. 14.3.d.1. 14.3.4.a. Full-time and part-time permanent, probationary, and provisional employees shall accrue annual leave. 14.3.d.2. 14.3.4.b. Temporary employees shall not accrue annual leave. 14.3.d.3. 14.3.4.c. Annual leave accrued by provisional employees shall be computed in proportion to normal hours worked and/or hours of paid sick and/or annual leave during the pay period not to exceed the full-time work schedule of the employer. A provisional employee must take his or her accrued annual leave prior to the expiration of the period of appointment hire, unless immediately followed by an appointment a hire from the register, or the leave is forfeited. 14.3.d.4. 14.3.4.d. Annual leave accrued by part-time permanent employees shall be computed in proportiontonormal hours worked and/orhoursofpaidsick and/orannual leave during the pay period based on the proper length of service category. 14.3.e. 14.3.5. Minimum Charge. -- The minimum charge against annual leave shall be one- quarter (¼) hour. Additional leave shallbe inmultiples of aquarter hour.Provided, that annual leave may be calculated in lesser denominations when being exhausted prior to leave of absence without pay. 14.3.f. 14.3.6. Separation from Employment. -- The appointing authority shall pay an employee who separates from employment for any reason for all accrued and unused annual leave. An employee 39 143CSR1 does not accrue annual leave after his or her date and time of separation. The payment shall be made according to one of the following methods: 14.3.f.1. 14.3.6.a. An employee may elect to be paid in installments at his or her usual rate and frequency of pay as if employment were continuing until the pay period during which the accrued annual leave isexhausted. If the lastday forwhichleavepaymentisdue fallsbefore the day onwhichthe pay period ends, terminal annual leave payment for those days within that pay period shall be calculated using the daily rate for the pay period in which the last day on payroll occurs. Employees in positions allocated to job classes assigned to an hourly pay schedule or per diem pay schedule approved by the Board Director shall be paid according to those standard procedures; 14.3.f.2. 14.3.6.b. Lump Sum Payment of Annual Leave. -- Any eligible employee as defined in W. Va. Code § 5-5-1 who is separated from employment by resignation, layoff, dismissal, retirement, death, or termination, may be paid in a lump sum, at his or her option, for accrued and unused annual leave. Terminal annual leave payment for an employee who selects a lump sum payment shall be calculated as if employment were continuing until the pay period during which the accrued annual leave is exhausted in accordance with paragraph one (1) a of this subdivision. Employees in positions allocated tojobclassesassignedtoanhourlypayscheduleorperdiempayscheduleapprovedbytheBoardDirector shall be paid according to those standard procedures. The lump sum payment shall be made by the time of what would have been the employee's next regular pay day had his or her employment continued. Deductions may not be made for contributions toward retirement from the lump sum payment; or 14.3.f.3. 14.3.6.c. Retirement. -- An eligible employee who retires may elect not to receive payment for any or all terminal annual leave and may apply the balance toward extended insurance coverage under guidelinesestablished by the Public Employees Insurance Agency or to acquire additional credited service in the appropriate state retirement system under guidelines established by the Consolidated Public Retirement Board. 14.3.g. 14.3.7. Transfer of Annual Leave. 14.3.g.1. 14.3.7.a. When a classified employee transfers or otherwise changes employment from one agency to another, all service credit and accrued and unused annual leave shall be transferred. The previous employer shall provide written documentation of the employee's annual leave balance computed in days and fractions of days to the other agency within thirty (30) days after the employee commenceswork. The previous employer shall also provide the days of State and federal Military, FMLA, ParentalLeaveAct,andRedCrossDisasterServiceleaveeligibilityexhaustedwithintheyear,if applicable. 14.3.g.2. 14.3.7.b. Annual leave accrued while in exempt or classified-exempt permanent employment shall be transferred to classified employment. 14.3.h.14.3.8. WhenSickLeaveisExhausted.--Annualleaveshallbeusedincircumstanceswhen sick leave or the sick leave allowance for an employee's immediate family is exhausted. The provisions of subdivision 14.4.g 14.4.7 of this rule regarding the necessity for a physician’s/practitioner’s statement when sick leave is used apply when annual leave is used under these circumstances. Paid leave taken for a qualifying serious health condition shall be designated as FMLA leave. 14.4. Sick Leave. 40 143CSR1 14.4.a. 14.4.1. Accrual. -- Except as otherwise provided in this rule, each permanent, probationary, and provisional employee shall receive accrued sick leave with pay and benefits. Sick leave is computed on the basis of hours equal to 1.5 days per month for full-time employees; provided that a “day” is basedon the agency’s established number of hours in the workday and shall not exceedeight (8) hours. Sickleaveisaccruedattheendofeachpayperiodoronthelastworkdayforseparatingemployees. Though the accrual amount is expressed in terms of a monthly rate, the leave accrual may be calculated on a bi-weekly basis. It may be prorated for employees granted a medical leave of absence or satisfying the conditions for approval of a medical leave of absence in accordance with subdivision 14.8.c 14.8.3 of this rule. Prorated leave is computed in proportion to normal hours worked and/or hours of paid sick and/or annual leave during the pay period. Sick leave cannot be accrued for hours not paid nor for hours worked beyond the normal workweek which shall not exceed 40 hours. Sick leave accrued at agencies with an authorized work period of more than the standard workweek may accrue for hours beyond 40 in astandardworkweekbutshallnotexceedtherateof1.5dayspermonth. Thereisunlimitedaccumulation of sick leave. 14.4.b. 14.4.2. Coverage. 14.4.b.1. 14.4.2.a. Full-time and part-time permanent, probationary, and provisional employees shall accrue sick leave. 14.4.b.2. 14.4.2.b. Temporary employees shall not accrue sick leave. 14.4.b.3.14.4.2.c. Provisionalemployeesshallaccruesickleaveinproportiontonormalhours workedand/orhoursofpaidsickand/orannualleaveinthepayperiod.Theleaveaccruedbyaprovisional employee expires at the termination of the period of employment unless immediately followed by an appointment a hire from the register for a permanent position. 14.4.b.4. 14.4.2.d. Sick leave accrued by part-time employees shall be computed in proportion to normal hours worked and/or hours of paid sick and/or annual leave during the pay period. 14.4.c. 14.4.3. Minimum Charge. -- The minimum charge against sick leave is one-quarter (¼) hour. Additional leave is charged in multiples of one quarter hour. Provided, that sick leave may be calculated in lesser denominations when being exhausted prior to leave of absence without pay. 14.4.d. 14.4.4. Maximum Charge. -- The maximum charge against sick leave is one (1) work year persubstantiallycontinuousabsence;however,theappointingauthoritymayathisorherdiscretiongrant additional accrued sick leave. If the appointing authority does not approve additional sick leave, an eligible employee may request a personal leave of absence without pay upon exhaustion of his or her annual leave. 14.4.e.14.4.5. SeparationfromEmployment. --Sick leaveshallnot accrue afterthe dateandtime of separation as defined in this rule. As of the date and time of separation, all accrued and/or scheduled sick leave shall be cancelled, and payment shall not be made for sick leave subsequent to the date and time of separation, except as provided under paragraph 14.4.e.1 14.4.5.a of this rule. Recovery of payment for sick leave made subsequent to the date and time of separation shall be made, by civil action if necessary. 14.4.e.1.14.4.5.a. Retirement.--Anemployeeeligibletoretireatthetimeofseparationfrom 41 143CSR1 employmentmay use unusedsick leaveto purchaseextended insurance coverage uponretirementunder guidelinesestablishedbythePublicEmployeesInsuranceAgencyoruponretirementtoacquireadditional credited service in the state retirement system under guidelines established by the Consolidated Public Retirement Board. 14.4.e.2. 14.4.5.b. All Other Separations. -- All accumulated sick leave shall be cancelled as of thedateandtimeofseparation. Ifanemployeereturnstoeligibleemployment,asprovidedinsubdivision b.two(2)ofthissubsection,withinoneyearofthedateandtimeofseparation,includingthefirstworking day the reinstatement could be accomplished, all cancelled sick leave shall be restored. However, if the employee returns to eligible employment after more than one year from the date and time of separation from employment, no more than thirty (30) days of cancelled sick leave shall be restored. If an employee who has been laid off is re-employed in eligible employment, all cancelled sick leave shall be restored. 14.4.f. 14.4.6. Requesting, Granting. -- Sick leave may not be granted in advance of the employee’s accrual of the leave or when the employee's disability, as verified by a physician/practitioner on a prescribed physician’s/practitioner’s statement form, is of such a nature as to render the employee permanently unable to perform his or her duties with or without reasonable accommodation; provided the employee may continue to use available sick leave during the accommodation consideration process not to exceed twelve (12) weeks. Paid leave taken for a qualifying serious health condition shall be designated as FMLA leave. Employees shall request sick leave in advance of taking the leave when requesting leave for routine dental and medical appointments. For unplanned sick leave, the employee must submit the leave request immediately upon return to work or, in cases of extended periods of leave, as directed by the appointing authority. Appointing authorities shall grant accrued sick leave requested by employees for the following reasons: 14.4.f.1. 14.4.6.a. Illness. -- Sick leave shall be granted in the event of an employee’s illness or injury which incapacitates him or her from performing his or her duties; 14.4.f.2. 14.4.6.b. Death in the Immediate Family of the Employee. -- Sick leave shall be granted up to three (3) scheduled work days to an employee for the death of any member of his or her immediate family as defined in this rule; provided such time is not deducted from the eighty (80)-hour family sick leave usage allowance. If sick leave is requested to commence immediately preceding and/or following the leave granted for death in the immediate family, a physician’s/practitioner’s statement will not be required unless the employee is on leave restriction or the additional sick leave exceeds three (3) consecutive scheduled workdays, provided that the employee presents verification of a qualifying death. In the absence of verification of a qualifying death, the employee shall be required to present a physician’s/practitioner’s statement for the entire period of absence in accordance with subsections 14.4.g.2 14.4.7.b and 3 14.4.7.c of this rule; 14.4.f.3.14.4.6.c. ExposuretoContagiousDisease.--Sickleaveandpersonalleaveofabsence without pay upon exhaustion of sick and annual leave, shall be granted in the case of exposure to a contagious disease when a physician/practitioner determines and states in writing that the employee's presence on duty may jeopardize the health of others; 14.4.f.4. 14.4.6.d. Pregnancy. -- Incapacity due to pregnancy shall be charged to sick leave under the same conditions applying to any illness; 42 143CSR1 14.4.f.5. 14.4.6.e. Routine Dental and Medical Appointments - Employee. -- Routine dental and medical appointments for treatment or examination of the employee shall be charged to sick leave. Reasonable travel time in addition to the time for the routine appointments may also be charged to sick leave; 14.4.f.6. 14.4.6.f. Illness and/or Routine Dental and Medical Appointments - Immediate Family. -- Employees may use up to eighty (80) hours of accrued sick leave per calendar year to provide care to an immediate family member, as defined in this rule, who is incapacitated due to illness or injury or to accompany an immediate family member to routine healthcare appointments; provided such time is prorated for part-time employees. Reasonable travel time in addition to the time for the routine appointments may also be charged to sick leave; or, 14.4.f.7. 14.4.6.g. Work Related Illness or Injury. -- An employee may elect to use sick leave due to a personal injury received in the course of and resulting from covered employment with the State or its politicalsubdivisionsinaccordancewith W.Va.Code §23-4-1. Upon awork-relatedinjuryor illness, the employee must submit an Election of Option form to the agency payroll office. An employee who elects not to use sick leave under this paragraph shall be placed on a medical leave of absence without pay as provided under subsection 14.8 of this rule. Provided, that such paid or unpaid leave due to a work-related injury or illness shall be, if qualifying, counted as and run concurrently with FMLA leave. 14.4.g. 14.4.7. Physician’s/practitioner’s Statement. 14.4.g.1. 14.4.7.a. The Director shall prescribe a physician’s/practitioner’s statement form to be supplied by all agencies to its employees. All agencies shall use this form or an alternate form or method, approved by the Director, to obtain the necessary information. Appointing authorities shall comply with FMLA provisions pertaining to certification and recertification, when applicable. 14.4.g.2. 14.4.7.b. Employees requesting sick leave, or annual leave upon exhaustion of sick leave, for themselves, a family member, or a combination thereof, for more than three (3) consecutive scheduled work days or scheduled shifts must, immediately upon his or her return to work, provide a prescribed physician’s/practitioner’s statement from the attending physician/practitioner for the entire absence. Consecutive scheduled workdays are determined without regard to scheduled days off that occur during the period of sick leave or annual leave used upon exhaustion of sick leave. Thus, annual leave, holidays, modified holiday observance, compensatory time, regularly scheduled days off, or any other time for which the employee was not scheduled to work during the period of absence shall not constitute a break when determining the three (3) consecutive scheduled work days. The physician’s/practitioner’s statement form shall specify the period of incapacity and state that the employee was unable to perform his or her job or that the employee's absence was due to reasons provided in paragraph 14.4.f.6 14.4.6.f of this rule for a member of the employee's immediate family. 14.4.g.3. 14.4.7.c. In the absence of a prescribed physician’s/practitioner’s statement form, the entire absence shall be charged to unauthorized leave as provided in subsection 14.6 of this rule, and the employee's payshall bedocked for theentire period of absence. The appointingauthority shallnotify the employee in writing that his or her pay is being docked. If the physician’s/practitioner’s statement from the attending physician/practitioner specifies a period of incapacity that is less than the entire absence, only the period of incapacity shall be charged to sick leave and the remaining absence shall be charged to annual leave, if annual leave is available to the employee and is not otherwise restricted. 43 143CSR1 14.4.g.4. 14.4.7.d. For extended periods of sick leave, a prescribed physician’s/practitioner’s statement form confirming the necessity for continued leave must be submitted within fifteen (15) days of the commencement of the sick leave and must indicate a date the physician/practitioner will release the employee to return to work or a date the physician/practitioner will re-evaluate the employee’s medical condition. For employees being re-evaluated, an additional physician’s/practitioner’s statement must be submitted upon within fifteen (15) days of re-evaluation. Failure to produce the required statement is grounds to terminate further sick leave benefits and the appointing authority shall immediately place the employee on unauthorized leave and notify the employee in writing of such action as provided in subsection 14.6 of this rule. This written notice shall allow the employee fifteen (15) days to submit the required physician’s/practitioner’s statement. Failure of the employee to submit the required statement within the fifteen-day notice period, except for satisfactory reasons submitted in advancetotheappointingauthority,iscausefordismissal. Thenecessityforabsencebecauseofexposure to contagious disease must be verified on a prescribed physician’s/practitioner’s statement form regardless of the length of absence. 14.4.h. 14.4.8. Return At Less Than Full Duty. 14.4.h.1. 14.4.8.a. The appointing authority may permit an employee to work or return to work from sick leave, military duty in which the employee was injured or became ill, or medical leave of absence at less than full duty for a period of no more than thirty (30) days, provided that the terms of the return shall be in writing. An employee may request to continue to work at less than full duty beyond the periodpermittedbythe appointing authority. Therequestmustbesubmittedto the appointing authority at least five (5) days before the end of the thirty (30)-day period. The appointing authority shall consider the request in the same manner as the original request. 14.4.h.2. 14.4.8.b. The appointing authority may require an employee to return at less than full duty or to transitional duties where the absence is due to a personal injury received in the course of and resulting from covered employment with the State or its political subdivisions in accordance with W. Va. Code § 23-4-1 et seq. and a physician/practitioner has released the employee to perform such work. 14.4.h.3.14.4.8.c. Theappointingauthoritymaydenya requesttoreturnorcontinue towork at less than full duty or with restrictions under conditions including, but not limited to, the following: 14.4.h.3.A. 14.4.8.c.1. the employee cannot perform the essential dutiesof his or her job with or without reasonable accommodation; 14.4.h.3.B. 14.4.8.c.2. the nature of the employee's job is such that it may aggravate the employee's medical condition; 14.4.h.3.C. 14.4.8.c.3. a significant risk of substantial harm to the health or safety of the employee or others cannot be eliminated or reduced by reasonable accommodation; or, 14.4.h.3.D. 14.4.8.c.4. the approval of the request would seriously impair the conduct of the agency's business. 14.4.h.4. 14.4.8.d. Prior to making a decision on an employee’s request to return or continue to work at less than full duty or with restrictions, the appointing authority may require additional 44 143CSR1 information from the employee’s physician/practitioner or other physician/practitioner regarding the employee’s ability to perform the essential duties of his or her job, with or without reasonable accommodation. 14.4.i. 14.4.9. Transfer of Sick Leave. 14.4.i.1. 14.4.9.a. When a classified employee transfers or otherwise changes employment from one agency to another, all accrued and unused sick leave shall be transferred. The previous employer shall provide written documentation of the sick leave balance computed in days and fractions of days to the other agency within thirty (30) days after the employee commences work. The previous employer shall also provide the days of State and federal Military, FMLA, Parental Leave Act, and Red Cross Disaster Service leave eligibility exhausted within the year, if applicable. 14.4.i.2. 14.4.9.b. At the discretion of the appointing authority, sick leave accrued while in other State employment may be transferable to covered agency employment. 14.4.j.14.4.10. IllnessWhileonAnnualLeave.--Anemployeewhobecomesillwhileonpreviously approved annual leave may request that all or part of the time be charged to sick leave. This provision shall also apply when an employee requests to change annual leave to family sick leave due to the illness of an immediate family member. The employee shall request that action immediately, provided that any annual leave used prior to the request beingmade shall not be charged to sick leave. The employee must provide a physician’s/practitioner’s statement immediately upon return to work. 14.5. Suspected MisuseofLeave. -- When anemployee appearsto havea patternor incident of leave use that is inconsistent with the reasons provided in subdivision 14.4.f 14.4.6 of this rule, the appointing authority may request appropriate substantiation of the employee's claim for leave, for example, verificationofanillnessoflessthanthree(3)consecutivescheduledworkdaysorscheduledshifts. Misuse of leave may include, but is not limited to, frequent use of sick leave rendering the employee’s services undependable, requesting sick leave for days when annual leave was previously denied, and requesting unplanned leave in connection with scheduled daysoff. The appointing authority shall givethe employee prior written notice of the requirement for appropriate substantiation. 14.6. Unauthorized Leave. -- When an employee is absent from work without authorization for sick or annual leave, the appointing authority shall dock the employee's pay for an equal amount of time paid during which no work was performed. The appointing authority shall notify the employee in writing that his or her pay is being docked and that the unauthorized leave is misconduct for which discipline is being imposed. The appointing authority shall use unauthorized leave only in cases when the employee fails to obtain the appropriate approval, according to agency policy, for the absence. The appointing authority shall transmit notice of the action in writing to the Director. 14.7. Overtime Work and Holiday Work. -- An appointing authority or his or her designated representative mayrequireanemployeeto work inexcess of the prescribedworkinghours or onholidays when the work is considered by the employer to be necessary to the public interest. Compensation shall be made in accordance with the federal Fair Labor Standards Act and relevant federal regulations and W. Va. Code § 21-5C-1 et seq. Sick and/or annual leave requested in the same workweek or work period in whichadditionalhoursareworkedshallbereducedandcreditedbacktotheemployee'saccruedbalances to reduce or avoid payment for hours in excess of the agency work schedule. 45 143CSR1 14.8. Leave of Absence Without Pay. 14.8.a. 14.8.1. Personal Leave. – Except as otherwise provided in paragraph 14.4.f.3 14.4.6.c of this rule, an appointing authority may, at his or her discretion based on the agency’s personnel needs, grant a permanent, probationary, or provisional employee a leave of absence without pay for a specific period of time which normally should not exceed one (1) year. The employee shall apply for the leave of absenceinwritingtotheappointingauthority. Timespentbyprovisionalemployeesforleavesofabsence doesnotextendtheprovisionalperiodlimitation. Writtenapprovaloftheappointingauthorityisrequired in all cases. 14.8.b.14.8.2. Family Leave. -- The Board Directormay establish uniform procedures, whichshall befollowedbyallappointingauthorities,forgrantingleavetoeligibleemployeesundertheParentalLeave Act and FMLA. 14.8.c. 14.8.3. Medical Leave; Notice to Employee. 14.8.c.1. 14.8.3.a. An injured or ill permanent classified employee upon written application to the appointing authority shall be granted a medical leave of absence without pay not to exceed six (6) months within a twelve-month period provided: 14.8.c.1.A. 14.8.3.a.1. The employee: 14.8.c.1.A.1. 14.8.3.a.1.A. Has worked or been on approved leave with or without pay for military service or leave without pay while receiving workers’ compensation temporary total disability benefits for at least 1,040 hours, or fifty (50) percent of the normal work schedule for part-time permanent classified employees, during the twelve-month period immediately preceding the beginning of the leave; 14.8.c.1.A.2. 14.8.3.a.1.B. Makes application no later than fifteen (15) days following the exhaustion of all sick and annual leave; and, 14.8.c.1.A.3. 14.8.3.a.1.C. Has exhausted all available sick and annual leave or has elected not to use sick and annual leave for a personal injury or illness received in the course of and resulting from covered employment with the State or its political subdivisions in accordance with W. Va. Code § 23-4-1. 14.8.c.1.B. 14.8.3.a.2. The employee's absence is due to an illness or injury which is verified by a physician/practitioner on the prescribed physician’s/practitioner’s statement form stating that the employee is unable to perform his or her duties and giving a date for the employee's return to work or the date the employee’s medical condition will be re-evaluated; 14.8.c.1.C. 14.8.3.a.3. A prescribed physician’s/practitioner’s statement form is submitted each time the employee’s condition is re-evaluated to confirm the necessity for continued leave; and, 14.8.c.1.D.14.8.3.a.4. The disability, asverified by a physician/practitioner, is not of such nature as to render the employee permanently unable to perform his or her duties. Though not eligible for medical leave of absence under this subsection, the employee may be eligible for unpaid personal 46 143CSR1 leave under FMLA or other applicable state or federal law. 14.8.c.2.14.8.3.b. Theappointingauthorityshall,atleastfifteen(15)dayspriorto,ifpossible, but no later than five (5) days following the expiration of the employee's sick leave, mail to the employee a written notice of the employee's right to a medical leave of absence without pay and informing him or her that the leave will not be granted if he or she fails to apply within the time limits specified in subparagraph 14.8.c.1.A 14.8.3.a.1 of this rule. Notice shall not be required for subsequent absence for the same reason during the applicable twelve-month period. 14.8.c.3. 14.8.3.c. The twelve-month period shall be calculated based upon a rolling twelve- month period measured backward from the date of leave use. The amount of leave available during the twelve-month period shall be based upon the equivalent number of hours the employee is normally scheduled to work during a six-month period. Such leave runs concurrently with FMLA and may only be taken intermittently when running concurrently with FMLA leave. 14.8.c.4. 14.8.3.d. Exceptions. -- Employees, including probationary and provisional employees, shall be granted and will remain on medical leave of absence without pay while receiving workers’ compensation temporary total disability benefits as a result of a personal injury or illness received in the course of and resulting from covered employment with the State or its political subdivisions in accordance with W. Va. Code § 23-4-1. 14.8.d. 14.8.4. End of Leave. 14.8.d.1. 14.8.4.a. At the expiration of a leave of absence without pay, the employee shall be returned to duty to either his or her former position, or one of comparable pay and duties, without loss of rights, unless the position is no longer available due to a reduction-in-force or he or she has a disability and is incapable of performing the essential functions of the position, with or without reasonable accommodation. 14.8.d.2. 14.8.4.b. If the leave of absence without pay was granted due to personal illness, the employee must furnish from the attending physician/practitioner a prescribed physician’s/practitioner’s statement form indicating the ability of the employee to return to work. The appointing authority may permit an employee to return to work at or before the expiration of the leave of absence at less than full duty, but the terms of return are subject to the same conditions specified in subdivision 14.4.h 14.4.8 of this rule. 14.8.d.3. 14.8.4.c. Failure of the employee to report to work promptly at the expiration of a leave of absence without pay, except for satisfactory reasons submitted in advance to and approved by the appointing authority, is cause for dismissal. An employee dismissed for failure to return from leave of absence without pay is not eligible for severance pay. 14.8.e. 14.8.5. Reporting Procedures. -- The appointing authority must report a leave of absence without pay to the Director. The appropriate forms must include the provision of this rule under which the leave is being granted, the employee's last date and time on the payroll, and the specific anticipated date for return to duty. 14.9. Military Leave. 47 143CSR1 14.9.a. 14.9.1. State ActiveDuty and Reserve MilitaryService. -- All officers and employees ofthe State, county or municipal government hired for permanent employment who are members of the National Guard or of any of the reserve components of the armed forces of the federal government are entitled to a leave of absence from employment without loss of pay, status, or efficiency rating, on all days during which they are engaged in drills or parades, or for examination to determine fitness for duty, inactivedutytraining,funeral,serviceschools,activedutyfortrainingoractiveservicefortheStateduring business hours all to include reasonable travel time to and from the duty location, for a maximum period of thirty (30) scheduled work days in any one (1) calendar year, not to exceed two hundred forty hours, whenorderedorauthorizedbyproperauthority. Theterm"withoutlossofpay"meansthattheemployee continues to receive his or her normal salary or compensation, notwithstanding the fact that the employee may have received other compensation during the same period. An employee need not exhaust any or all annual leave or sick leave. Furthermore, the leave of absence is considered as time worked forthe agency in computing tenure, eligibility for salary increase and experience with the agency. The terms of this subdivision do not apply under the provisions of any military selective service act. An employee shallprovide to the appointing authority advance written or verbal notification of anobligation or intention to perform military duty and such written orders or other documentation, if available, in support of the request for military leave. None of the unused days of military leave for which an officer or employee is eligible under this subdivision may be carried over and used in the next calendar year. An employee on extended federal active duty or full-time National Guard duty is eligible for leave provided in this subdivision only in the year he or she is called to active duty, and in subsequent years only after he or she has been discharged from military duty and returned to employment. 14.9.b.14.9.2. Federal ActiveDuty. -- All officersand employees ofthe State, county ormunicipal government hired for permanent employment who are ordered or called to active duty by properly designated federalauthority areeligible foranadditionalleaveof absence from employmentwithout loss of pay, status, or efficiencyrating for a maximum period of thirty (30) scheduledwork days, not to exceed two hundred forty hours, for each single call to active duty, active duty for training, initial active duty for training, or full-time National Guard duty, all to include reasonable travel time to and from the duty location. All eligible officers and employees of the State called to federal active duty or full-time National Guard duty who have not used all or some portionof the thirty (30) scheduled work daysof military leave granted by subdivision a one (1) of this subsection are eligible to use those unused days in the same calendar year prior to using the thirty (30) work days for which they are eligible under this subdivision, up to a maximum of sixty (60) scheduled work days for a single call to active duty. None of the unused days for which an officer or employee is eligible under subdivision a one (1) may be carried over and used in the next calendar year. An employee on extended federal active duty or full-time National Guard duty is eligible for leave provided in subdivision a one (1) of this subsection only in the year he or she is called to active duty, and, in subsequent years, only for a subsequent call to duty and onlyafter he or she has been discharged from military duty and returned to employment. The term "without loss of pay" means that the employee shall continue to receive his or her normal salary or compensation, notwithstanding the fact that the employee may have received other compensation from federal or state sources during the same period. 14.9.c. 14.9.3. Other than as provided in subdivision b two (2) of this subsection, any employee hired for permanent employment entering the United States armed services in time of war, national emergency or under compulsory provisions of law of the United States in time of peace shall be granted a leave of absence from his or her service with the agency. Upon completion of and discharge from military service and within the applicable time period prescribed by State and federal statute, rule, or regulation regarding return to employment, the employee has the right to resume his or her service with 48 143CSR1 the agency without any prejudice to his or her status, merit rating or standing by reason of the absence, in accordance with subdivision 12.6.b 12.6.2 of this rule. Members of the organized militia in the active service of the state or another state have the same reemployment rights granted to members of the reserve components of the Armed Forces of the United States by applicable federal law, including rights protected by the Uniformed Services Employment and Reemployment Rights Act of 1994 (USERRA), as amended, 38 U. S. C. §§ 4301-4334. Upon return to employment, an employee shall be credited with all annual leave andsickleavenot used at the commencementof hisor hermilitary leave inaccordance with subdivision 12.6.c 12.6.3 of this rule. This subdivision shall not be construed: 14.9.c.1. 14.9.3.a. As providing that the salary paid by the agency shall continue to be paid to theemployeewhileheorsheisnotperformingthedutiesofhisorherpositionbecauseofmilitaryservice; or, 14.9.c.2.14.9.3.b. Ashavingprecedenceovertheprovisionsofanyapplicablefederalstatute, rule, or regulation regarding military leave or re-employment rights with which this subdivision is inconsistent or in conflict including, but not limited to, USERRA. 14.10. Court, Jury, and Hearing Leave. 14.10.a.14.10.1. Uponapplicationinwriting,anemployeehiredforpermanentemploymentshall be released from work without charge to leave or loss of pay when, in obedience to a subpoena or direction by proper authority, he or she serves upon a jury or appears as a witness before any court or judge, any legislative committee, or any officer, board, or body authorized by law to conduct any hearing or inquiry. This subdivision shall not apply in cases where the employee or a member of his or her immediate family is a plaintiff, defendant or other interested party or has a personal, financial, or vested interest in the outcome of the proceeding, unless compelled to appear under subpoena in a criminal action in which he or she is not a defendant, or when the hours spent in compliance to a subpoena to serve on a jury or appear as a witness are outside the employee’s scheduled workday. Employees subpoenaed by proper authority who are not eligible for court, jury or hearing leave shall be granted sufficient annual leave or leave without pay to fulfill the order. This subdivision shall not be construed to: 14.10.a.1. 14.10.1.a. deprive, prohibit, or infringe upon the rights of any employee who is a party to, or a witness in, a grievance proceeding or a court of law proceeding resulting from the course of his or her State and/or classified employment; or, 14.10.a.2. 14.10.1.b. deprive, prohibit, or infringe upon the rights of any employee in his or her pursuit of personal legal matters or civic responsibilities while on annual leave or a personal leave of absence. 14.10.b. 14.10.2. The employee shall furnish such written confirmation of the absence as is required by the Director. 14.10.c. 14.10.3. When an employee is to report to or is released from service prior to the beginning or end of the workday, and there is more than one (1) hour remaining in the employee’s scheduled work shift afterallowing for reasonable return travel time, the employee shall report or return to work or request approval for annual leave. 14.11. Education Leave. 49 143CSR1 14.11.a. 14.11.1. Subsidized by Agency. -- An agency authorized by law to subsidize advanced educational training for classified and classified-exempt employees may grant to selected employees education leave subject to conditions stipulated by that agency. The procedures for granting education leave and compensatory payment shall be filed with the Director. The leave shall be considered as continuous employment, except that employees while on education leave shall not accrue sick leave or annual leave, nor are the employees eligible for salary advancements. 14.11.b. 14.11.2. Non-subsidized by Agency. -- A personal leave of absence may be granted for educational purposes in conformance with the requirements of subdivision 14.8.a 14.8.1 of this rule. 14.12. Disaster Service Leave. -- Any state employee who is a certified disaster service volunteer of the American Red Cross may be granted leave with pay, subject to the approval of the employee’s immediate supervisor, in accordance with the provisions of W. Va. Code § 15-5-15a. 14.13. Supplemental Attendance and Leave Policies. -- Each agency shall prepare supplemental policies as may be required. The policies shall not enhance nor diminish the benefits afforded by this subsection. Copies of all policies shall, prior to implementation, be filed with the Director who may approve, amend or disapprove the supplemental policies. 14.14. DistributionofRegulations. --Eachagencyshallmakeavailableto eachofitsemployeesacopy of this attendance and leave rule together with the agency's own supplemental attendance and leave rules. 14.15. Leave Records. -- Each appointing authority shall maintain a current leave record of the agency’s employees' accrued and used leave. The appointing authority shall provide each employee access to his or her leave records subject to established rules and on a regular basis of no less than once each pay period. To the extent practical, each appointing authority shall use electronic or other communications media to provide employees with access to their leave records, provided that the appointing authority makes regular and convenient access to the media used available to each employee in the agency, or otherwise provides access to each employee in the agency. Employees shall report inaccuracies in their leave records to the appointing authority or his or her designee. §143-1-15. Performance Evaluations. The Director, after consultation with the appointing authorities, and with the approval of the Board, shall establish and implement a system of performance evaluation designed to provide a valid evaluation of the quality and quantity of work performed by classified employees. Insofar as practicable, the system of performance evaluation in the classified service shall be standardized. The appointing authority shall prepare and record evaluations for all permanent employees at regular intervals not to exceed twelve (12) months. The appointing authority shall consider performance evaluations as well as other recorded indicators of performance in determining salary advancements and in making promotions, demotions, and dismissals. The appointing authority shall notify an employee of his or her performance evaluation in writing and shall retain copies of performance evaluations in the employee’s personnel record. §143-1-16. Political Activities. 16.1. Prohibition of Political Activities. 50 143CSR1 16.1.a. 16.1.1. An appointing authority shall not appoint hire, promote, demote, or dismiss any personin the classifiedservice or inany way favorordiscriminate against any person with respect to such employment because of his or her political opinions or affiliations. Nothing in this subdivision shall be construed as precluding the dismissal of any employee who may be engaged in subversive activities or found disloyal to the nation. 16.1.b.16.1.2. A person shall not seek or attempt to use any political endorsement in connection with any appointment hire in the classified service. 16.1.c.16.1.3. Apersonshallnotuseorpromisetouse,directlyorindirectly,anyofficialauthority or influence, whether possessed or anticipated, to secure or attempt to secure for any person an appointment a hire or advantage in appointment hire to a position inthe classified service, or an increase in pay or other advantage in employment in any position, for the purpose of influencing the vote or political action of any person, or for any consideration. 16.1.d.16.1.4. An employee in the classified service or member of the Board or the Director shall not, directly or indirectly, solicit or receive any assessment, subscription or contribution, or perform any service foranypoliticalparty, committee orcandidate forcompensation, other thanfor expenses actually incurred, or in any manner take part in soliciting any assessment, subscription, contribution or service of any employee in the classified service. 16.1.e. 16.1.5. Notwithstanding any other provision of the W. Va. Code, an employee in the classified service shall not: 16.1.e.1. 16.1.5.a. Use his or her official authority or influence for the purpose of interfering with or affecting the result of an election or a nomination for office; 16.1.e.2.16.1.5.b. Directlyorindirectlycoerce,attempttocoerce,commandoradviseastate or local officer or employee to pay, lend or contribute anything of value to a party, committee, organization, agency or person for political purposes; or, 16.1.e.3.16.1.5.c. Beacandidateforanynationalorstatepaidpublicofficeorcourtofrecord; or hold any paid public office other than as a paid poll clerk or worker; or be a member of any national, state or local committee of a political party, or a financial agent or treasurer within the meaning of the provisions of W. Va. Code § 3-8-3, 4,or 5(e). Other types of partisan or nonpartisan political campaigning and management not inconsistent with the provisions of this subdivision and with the provisions of subdivision d 4 of this subsection, are permitted. 16.1.f. 16.1.6. Political participation pertaining to constitutional amendments, referendums, approval ofmunicipal ordinances or activities, servingas a poll clerk or workeror being a candidate for or serving as a delegate to any state or national political party convention are not prohibited by the provisions of this subdivision. 16.1.g. 16.1.7. Any classified employee who becomes a candidate for any paid public office as permitted by this subdivision shall request and receive a leave of absence without pay for the period of the candidacy, commencing upon the filing of the certificate of candidacy. If the employee withdraws his or her candidacy, he or she shall return from the leave of absence immediately upon such withdrawal. If theemployeeisnotelected,heorsheshallreturnfromtheleaveofabsenceimmediatelyaftertheofficial 51 143CSR1 canvass of votes. At the expiration of the leave of absence without pay, the employee shall be returned to duty to either his or her former position or one of comparable pay and duties, without loss of rights, unless the position is no longer available due to a reduction-in-force. Ifelected,the employeeshall resign orbedismissedfromthepositionintheclassifiedservicetobeeffectivenolaterthanthedateofassuming the elective office. 16.2. Application of the Hatch Act. -- Any classified or classified-exempt employee who, as a normal and foreseeable incident of his or her principal activity, performs duties in connection with programs financed wholly or in part by orwhose salary is paid forcompletely by loansor grants made by the United States or a federal agency is subject to provisions of the Hatch Act for State and Local Government Employees restricting political activity, 5 USC 1501-8. Each appointing authority shall inform all classified and classified-exempt employees of these provisions and employees shall adhere to these provisions. §143-1-17. Employment Conflicts. 17.1. Other Employment and Certain Volunteer Activity. -- Employees shall not hold other public office,secondaryemployment or participateinvoluntaryactivity conflicting withtheir employment inthe classified service. Determination of the conflict shall be made jointly by the appointing authority and the Board Director, or may be specifically delegated by the Board Director to the appointing authority, who shallconsiderwhethertheotheremploymentorvolunteeractivity:(1)willbeinconflictwiththeinterests of the agency; (2) will interfere with the performance of the employee's official duties; (3) will use or appear to use information obtained in connection with official duties which is not generally available to the public; or, (4) may reasonably be regarded as official action. 17.2. Nepotism.–Anappointingauthorityshallnotinfluenceorattempttoinfluencetheemployment or working conditions of his or her immediate family. It is the responsibility of the appointing authority to administer the employment of relatives of any agency employee in a consistent and impartial manner. No employee shall directly supervise a member of his or her immediate family. This prohibition includes reviewing, auditing or evaluating work or taking part in discussions or making recommendations concerning employment, assignment, compensation, discipline or related matters. In the event that an individual, through marriage, adoption, etc. is placed in a prohibited business relationship with a member of his or her immediate family, the situation shall be resolved within thirty (30) days. Resolution may be made by transfer, reassignment, resignation, dismissal, etc. of one of the involved employees or by other accommodation which protects the interests of the public. §143-1-18. Payroll Payment for Personal Service. No state, county or municipal disbursing or auditing officer shall make, approve or take any part in making or approving any payment for personal service to any person holding a position in the classified service unless the person has been appointed hired and employed in accordance with the provisions of this rule. An appointing authority may not modify the wages of a person in the classified service unless the Director has approved the modification in accordance with the provisions of this rule. The Director may for proper cause withhold certification from an entire payroll or from any specific item or items on the payroll. The Director may, however, provide that certificationof payrolls may be made once every six (6)months,andthecertificationshallremainineffectexceptinthecaseofanyofficeroremployeewhose status has changed after the last certification of his or her payroll. In the latter case no voucher for paymentof salarytotheemployee shallbe issuedorpaymentof salarymadewithout further certification 52 143CSR1 by the Director. If the Director wrongfully withholds certification of the payroll voucher or account of any employee, the employee may maintain a proceeding in the courts to compel the Director to certify the payroll voucher or account. §143-1-19. Records and Reports. 19.1. Agency and Division of Personnel Records. -- Each agency shall establish and maintain a personnel record for each employee, showing the employee's name, title, organizational unit, salary, changes in status, performance evaluations, and such other personnel information as may be considered pertinent. The Division of Personnel is not the custodian of records for agency employee personnel files. The Director shall maintain applications for examination for at least one (1) year after the date of the application. All personnel recordsshall be opento theinspectionof the Boardbut shallotherwise be held confidential by each agency and the Director in accordance with Section 21 of this rule. A complete and accurate copy of the employee's personnel file shall be provided by the previous employer upon inter- departmental transfer or other appointment of the employee by another agency. 19.1.1. Each agency shall establish and maintain a personnel record for each employee, showing the employee's name, title, organizational unit, salary, changes in status, performance evaluations, and such other personnel information as may be considered pertinent. The Division of Personnel is not the custodian of records for agency employee personnel files. The Director shall have access to performance and disciplinary records of all classified and classified-exempt employees and shall serve as a central clearinghouse pertaining to employment eligibility for positions in state service. 19.1.2. The Division of Personnel shall maintain applications for assessment for at least one (1) year after the date of the application. 19.1.3. All personnel records shall be held confidential by each agency and the Director in accordance with Sections 20 and 21 of this rule. The records of the Division of Personnel shall be subject to the Freedom of Information Act, W. Va. Code §29B-1-1 et seq., and the personal information of employees and applicants shall be subject to the exemption from disclosure. 19.2. Legislature Access. --Neither this sectionnor any other provisionofthis ruleshall interfere with the right of the Legislature, its committees, administrative units and staff to have access to agency personnel records under the common law, or pursuant to the provisions of W. Va. Code § § 4-2-5 4-2-4, 4-3-4, 4-5-3 4-5-2, 4-10-5, or any other statutory provision giving a legislative agency or subunit access to records of a state or classified agency. The Legislature, its committees, administrative units and staff having access to these records shall maintain the confidentiality of the records, to the extent reasonably possible. §143-1-20. Confidentiality. The businessoftheDivisionofPersonnelshallbeconducted insuchamannerastoensuretheprivacy rights of all applicants and employees, in accordance with W. Va. Code § 29B-1-1 et seq., the State Freedom of Information Act and § 5A-8-1 et seq., the Public Records Management and Preservation Act. ExaminationAssessment scoringkeys,applicant andemployee residentialaddressesandphone numbers, applicant and employee medical information, and other information which the Director may deem 53 143CSR1 confidential shall be maintained under strictest confidentiality and released only upon proper written authorization of the applicant or employee or by order of a court of competent jurisdiction. §143-1-21. Duties of Officers; Legal Proceedings to Secure Compliance; Penalties. 21.1. Duties of Officers. -- Pursuant to W. Va. Code § 29-6-12, all affiliated agencies' officers and employees shall comply with and aid in all proper waysin carrying out the provisions of W. Va. Code § 29- 6-1 et seq., and the rules and orders promulgated thereunder. All officers and employees shall furnish any records or information which the Director or the Board may request for any purpose of W. Va. Code § 29-6-1 et seq. All officers and employees shall comply with all rules, policies and orders of the Director ortheBoardandshallnotincreasenordiminishanybenefitsaffordedanyclassifiedemployeebytherules or orders. All officers and employees shall furnish any proposed agreement and any records or information which the Director or Board may require in regard to any proposed agreement between an agency and an individual who is a current or former employee regarding the terms and/or conditions of the individual’s employment with the agency. Any such agreement must be certified by the Director as beingincompliancewithW.Va.Code§29-6-1etseq.orwithanorderofacourtofcompetentjurisdiction before it can be effective. 21.2. LegalProceedingstoSecure Compliance. --Pursuant toW.Va. Code§29-6-12,theDirectormay institute and maintain any action or proceeding at law or in equity which he or she considers necessary or appropriate to secure compliance with W. Va. Code § 29-6-1 et seq., and the rules and orders promulgated under the code. 21.3. Penalties. 21.3.a. 21.3.1. Any person who willfully violates any provision of W. Va. Code § 29-6-1 et seq. or of this rule is guilty of a misdemeanor, and, upon conviction thereof, shall be fined not less than one hundred dollars nor more than five hundred dollars, or imprisoned in the county jail for a period not to exceed one (1) year, or both fined and imprisoned. Jurisdiction under this subdivision shall be in a court of record exercising criminal jurisdiction within the county where the offense is committed. 21.3.b.21.3.2. Anypersonwho isconvictedofamisdemeanor underW.Va.Code§29-6-1 et seq. is, for a period of five (5) years, ineligible for appointment hire to or employment in a position in the classified, or classified-exempt, or exempt service, and if he or she is an officer or employee of the state or a classified agency, shall forfeit his or her present office or position. §143-1-22. Grievance Procedure. Anemployee hiredforpermanentemployment andnotexemptedfromthe grievance proceduremay file a grievancewith thePublicEmployeesGrievance BoardasprovidedforinW.Va.Code §6C-2-1 et seq. §143-1-23. Training and Development. 23.1. Agency Responsibilities. -- Each agency is responsible for providing functional training to employees of the agency based upon the agency's needs and resources and the employees’ needs and capabilities. Selection of employees for training and development shall ensure equal opportunity and shall not discriminate on the basis of race, sex, age, religion, national origin, political affiliation, disability or for other reason(s) explicitly prohibited by federal and/or State law. 54 143CSR1 23.2. Division of Personnel Responsibilities. -- The Director shall: 23.2.a. 23.2.1. Make available to the agencies technical assistance, coaching, and consulting in the areas of performance improvement, organization and human resource development, needs assessment, determination of appropriate development strategies, course design, training techniques, and training evaluation. 23.2.b. 23.2.2. Provide training courses for supervisors and managers on specific aspects of personnel administration under Division of Personnel law and this rule, and shall designate employeesby class, or by duties, who must attend each type of course. 23.2.c. 23.2.3. Make available to the agencies training and development opportunities that are broadly applicable to many classes in all agencies. Employee selection for the training and development opportunities shall be consistent with established agency and Division of Personnel nomination procedures. §143-1-24. Employee Representative Organization Bulletin Boards. A bulletin board of a limited size, as determined by the appointing authority, shall be provided for posting notices of employee representative organizations. The bulletin boards shall be placed in convenient and generally accessible locations in all workplaces where the members of the organizations are employed. Provisions shall be made for separate bulletin boards for each employee representative organization. The cost of the bulletin boards shall be assumed by the requesting employee or the employee's representative organization. The boards shall be used exclusively by the employee representative organization and for organization purposes only. §143-1-25. Authority of the Board. The Board is authorized to interpret the application of this rule to any public body or entity and to establish by formal action programs and projects for a maximum of one (1) year outside of the provisions of this rule, including, but not limited to, programs or projects designed to respond to public disaster or emergency. §143-1-26. Amendments. If and when it appears desirable in the interests of good administration, the Board, after public notice and public hearing and legislative approval, may amend the rules as it becomes necessary in accordance with W. Va. Code § 29-6-3 et seq. 55