Section 1 Job Descriptions Appendix 1A Sample Job Description Form | Sample Evaluation Form Section 2 Discrimination Appendix 2A Sample EEO Policy California English Appendix 2B Sample EEO Policy California Spanish Appendix 2C Sample EEO Policy Arizona English Appendix 2D Sample EEO Policy Arizona Spanish Appendix 2E Disability Discrimination Under Federal and California Law Appendix 2F ADA Checklist Appendix 2G ADA CA Fair Employment and Housing Act Interactive Process Checklist Appendix 2H EEO-1 Report | Federal EEO Poster Appendix 2I California Discrimination Posters English and Spanish Appendix 2J Arizona Discrimination Poster English/Spanish Section 3 Recruiting Recruiting Checklist | Sample Job Posting Section 4 Applications Appendix 4A Application Checklist Appendix 4B Employment Application Section 5 Interviewing Appendix 5A Effective Interview Questions Appendix 5B Sample Rating Sheet Appendix 5C Action Steps Appendix 5D Interviewing Checklist Section 6 Hiring and Orientation Appendix 6A Hiring/Orientation Checklist Appendix 6B Procedure for Completing I-9s Appendix 6C ICE Inspections Appendix 6D I-9 Form 2013 Section 7 Drug Testing Appendix 7A Drug and Alcohol Abuse Policy – English/Spanish Appendix 7B Consent/Refusal to Undergo Drug Testing – English/Spanish Appendix7C ReasonableSuspicion/UnfitforDutyDocumentation Appendix 7D Laboratory List DOT Addendum Section 8 Pre-Placement Physicals Pre-Placement Physicals Checklist Section 9 Payroll and Recordkeeping Appendix 9A Paperwork Checklist Appendix 9B Payroll and Personnel Notice Appendix9C ChangeofEmploymentStatusNotification Appendix 9D Federal Recordkeeping Requirements Appendix 9E California Recordkeeping Requirements Section 10 Benefits Appendix10A BenefitsChecklist Section 11 Posting Requirements

Personnel Procedures ManualTable of Contents

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Section 12 General Personnel Policies 12.1 Paid Sick Leave Appendix 12.1A Sample Sick Leave Poster – English Appendix 12.1B Sample Sick Leave Poster – Spanish Appendix 12.1C Sample Notice to Employees with PSL Rights – English Appendix 12.1D Sample Notice to Employees with PSL Rights – Spanish Appendix 12.1E Sample Paid Sick Leave policies 12.2 Vacation Appendix 12.2A Sample Vacation policy 12.3 Seniority 12.4 Leaves of Absence Appendix 12.4A CA LOA Employers with 50 or more employees Appendix 12.4B CA LOA Employers with 5-49 employees Appendix 12.4C Sample Applications for Leave of Absence Appendix 12.4D Sample Applications for Leave of Absence – Spanish Appendix 12.4E Arizona LOA Employers with 50 or more employees Appendix 12.4F Arizona LOA Employers with 50 or more employees – Spanish

12.5 Unemployment Insurance Appendix 12.5A Sample Statement for Handbook Appendix 12.5B Unemployment Checklist 12.6 Recall Sample Recall Log Sheet 12.7 Problem Solving Procedure Appendix 12.7A Checklist for Creation of a Problem Solving Policy Appendix 12.7B Employee and Employer Complaint Forms 12.8 Progressive Discipline Checklist for Progressive Disciplinary Procedures Section 13 Supervisory Techniques Section 14 Workers’ Compensation Appendix 14A What to Do When Injury Occurs Appendix 14B CA Employers Report of Occupational Injury or Illness Appendix 14C How to File a Claim Form Appendix14D Workers’CompAppealsBoardOffices Appendix 14E Workers’ Compensation Claim Form (DWC1) Section 15 Safety 15.1 General Information & Requirements for Employers 15.1A General Information Appendix 15.1A.A Cal/OSHA Poster – English Appendix 15.1A.B Cal/OSHA Poster – Spanish Appendix 15.1A.C AZ DOSH English/Spanish 15.1B Incident Reports and Investigations Management Incident Investigation Report 15.1C Workplace Inspections 15.1D Employer Self-Inspections Appendix15.1D.A HazardIdentificationAbatement 15.1E Recordkeeping Appendix 15.1E OSHA 300 Cal/OSHA 300 OSHA 300A Cal/OSHA 300A OSHA 301 Cal/OSHA 301

15.1F Training New Employee Safety Checklist 15.2 Employer’s Responsibility for Medical Services and First Aid Bloodborne Pathogens Heat Illness Prevention 15.3 Specific Equipment/Product Safety 15.3.A Checklist for HazCom Compliance 15.3.B Fire Extinguishers Fire Extinguisher Inspection Form 15.3.C Safety Rules for Conveyor 15.3.D Forklift Operating Rules 15.4 Workplace Violence Section 16 Employee Performance Reviews Appendix 16A Employee Performance Evaluation Appendix 16B Supervisor Performance Evaluation Section 17 Wage and Hour Requirements Appendix 17A Executive and Administrative Exemptions Appendix 17B Sample Agreement – Rest and Meal Periods Appendix 17C California IWC Orders Appendix 17D Child Labor Laws Appendix 17E Policy on Non-Productive Time – Eng/Span Appendix 17F Notice to Emplyees of Rest and Meal Period Policy – Non-Ag – Eng/Span Section 18 Terminations – Legal Issues Attachment 1 Sample Employment-At-Will Policy Attachment 2 Investigatory Questions/Considerations Attachment 3 Analysis for Decision Making Attachment 4 Termination Checklist Attachment4.1 ChangeofEmploymentStatusNotification Section 19 Sexual Harassment and Investigations Appendix 19A Sample Policy Against Harassment/Sexual Harassment – Eng/Span Appendix 19B AZ Policy Against Harassment – Eng/Span Appendix 19C CA SH DFEH 185 Brochure Facts about Sexual Harassment – English Appendix 19D CA SH DFEH 185 Brochure Facts about Sexual Harassment – Spanish Appendix 19E How to Conduct a Thorough Investigation of Sexual Harassment Claims Section 20 Farm Labor Contractors Attachment 1 Farm Labor Contractor Checklist (Before Hire) Attachment 2 Farm Labor Contractor Checklist (After Hire) Attachment 3 Farm Labor Contractor Checklist (sample agreement) Section 21 Employee Handbooks Appendix 21A Employee Handbook Policies Appendix 21B Alternative Dispute Resolution Arbitration Agreement – English Appendix 21C Alternative Dispute Resolution Arbitration Agreement – Spanish Section 22 Other Laws Relating to Employment Section 23 Enforcement and Remedy Issues Section 24 Workplace Privacy Appendix24A SamplePolicyOfficeEquipment/ElectronicCommunications

Important NoticeThis publication is not a do-it-yourself guide to resolving employment disputes or handling employment litigation. However, employers will find the information extremely useful in understanding issues raised and their legal context. This handbook is not a substitute for experienced legal counsel and does not provide legal advice or attempt to address the numerous factual issues which inevitably arise in any employment-related dispute. Although we have attempted to cover the major recent developments in employment and labor law that are important to our members, this handbook is not all-inclusive, and the current status of any decision or principle of law should be verified by counsel. In order to adhere to publication deadlines, developments and decisions subsequent to December 31, 2014 are generally not covered.

Western Growers wishes to acknowledge the contributions of the following people:

Principal Author Jeanne Flaherty

Executive Editor & Contributing AuthorJason Resnick

Managing EditorDiane Mendez

We are committed to providing our members with the most comprehensive, current and useful material available. To this end, we actively solicit your comments and suggestions. If you believe that there is material which should be included or excluded, if you have suggestions regarding other improvements, or if you have questions regarding existing content, please call us toll-free at 1-877-942-4529; fax us at 1-949-260-6611; visit our website at www.wga.com; or email us at jresnick@wga.com. Additional copies of this publication may be ordered by calling 1-877-942-4529.

Copyright ©2015 Western Growers AssociationAll material contained in this publication

is protected by copyright law and may not be reproducedwithout the express written consent of Western Growers.

PERSONNEL PROCEDURES MANUAL