Administrative Procedures

I. General

Administrative Procedure	Alternative Format	Date Issued or Revised
I-1 Administrative Procedures (PDF)		March 8, 2002
I-2 Staff Reports (PDF)		July 3, 2007
I-2 Attachment 1 Format for Interoffice Memorandum Staff Reports directed to District Management and/or Staff (PDF)	Word Document Version (DOC)	July 3, 2007
I-2 Attachment 2 Format for Board/Board Committee Staff Reports (PDF)	Word Document Version (DOC)	July 3, 2007
I-2 Attachment 3 Format for Board Representative and Liaison Committee Premeeting Reports (PDF)	Word Document Version (DOC)	July 3, 2007
I-3 District Equipment/Facilities (PDF)		March 8, 2002
I-4 Desktop Personal Computers (PDF)		November 01, 2016
I-4 Exhibit A Computer Hardware/Software Request (PDF)		November 01, 2016
I-5 Fair Labor Standards Act - Exemptions (PDF)		September 3, 2004
I-6 Fair Labor Standards Act - Nonexempt Positions (PDF)		February 19, 1988
I-7 Assignment of District Vehicles, Maintenance, and Mileage Reimbursement (PDF)		December 29, 2014
I-7 Exhibit A Assignment of District Vehicles, Maintenance, and Mileage Reimbursement (PDF)		December 29, 2014
I-8 Telephone Procedures (PDF)		March 8, 1988
I-9 Business Expenses (PDF)	Word Document Version (DOC)	September 14, 2007
I-9 Exhibit A Travel Authorization Request (PDF)	Excel Document Version (EXL)	September 14, 2007
I-9 Exhibit B Travel Expense Form (PDF)	Excel Document Version (EXL)	September 14, 2007
I-9 Exhibit C Business Expense Voucher for Nonreceipted Expenditures (PDF)	Word Document Version (DOC)	September 14, 2007
I-9 Exhibit D Business Expense Report (PDF)	Word Document Version (DOC)	September 14, 2007
I-10 Separating Employee Procedure (PDF)		August 1, 2003
I-10 Exhibit A Resignation Form (PDF)		August 1, 2003
I-10 Exhibit B Intent to Retire Form (PDF)	Word Document Version (DOC)	August 1, 2003
I-10 Exhibit C Property Inventory Form (PDF)	Word Document Version (DOC)	August 1, 2003
I-10 Exhibit D Final Wage Payment Form (PDF)	Word Document Version (DOC)	August 1, 2003
I-11 Employee Driver's License (PDF)		August 16, 2019
I-12 Using Visual Aids in Board Presentations (PDF)		April 19, 1990
I-12 Exhibit A Examples of Clear Attractive Visual Ads (PDF)		April 19, 1990
I-12 Exhibit B Chart and Graph Selection (PDF)		April 19, 1990
I-13 Schedule and Preparation of Board and Board Committee Agenda Items (PDF)		March 17, 2008
I-13 Exhibit A Sample Board Agenda (PDF)		March 17, 2008
I-13 Exhibit B Definitions of Agenda Categories (PDF)		March 17, 2008
I-13 Exhibit C Sample Committee Agenda (PDF)		March 17, 2008
I-13 Exhibit D Sample Board Items Calendar (PDF)		March 17, 2008
I-13 Exhibit E Agenda Docket Format (PDF)		March 17, 2008
I-13 Exhibit E1 Agenda Docket Format Page 2 (PDF)		March 17, 2008
I-13 Exhibit F Recommended Action Wording (PDF)		March 17, 2008
I-13 Exhibit G Staff Report Format (PDF)		March 17, 2008
I-13 Exhibit H Board Resolutions (PDF)		March 17, 2008
I-13 Exhibit I Format for Closed Session Work Paper (PDF)		March 17, 2008
I-13 Exhibit J Sample Closed Session Cites (PDF)		March 17, 2008
I-13 Exhibit K Sample Fax Transmittal to Legal Counsel (PDF)		March 17, 2008
I-14 District Electronic Devices and Telecommunications Services (PDF)		May 22, 2015
I-15 Drug and Alcohol-Free Workplace (PDF)		February 23, 2018
I-16 Gifts and Gratuities (PDF)		April 28, 1997
I-17 Standardized Photocopy Charges (PDF)		March 15, 1997
I-18 Electronic Mail Policy (PDF)		June 21, 1999
I-18 Exhibit A (PDF)		June 21, 1999
I-19 Change of Address/Telephone Number (PDF)		September 3, 2004
I-19 Exhibit A (PDF)		September 3, 2004
I-20 Master Project Authorization (PDF)		December 1, 1994
I-20 Exhibit A (PDF)	Word Document Version (DOC)	December 1, 1994
I-20 Exhibit B (PDF)		December 1, 1994
I-21 Land Acquisition (PDF)		July 1, 1995
I-21 Exhibit A (PDF)		July 1, 1995
I-21 Exhibit B (PDF)		July 1, 1995
I-21 Exhibit C (PDF)		July 1, 1995
I-21 Exhibit D (PDF)		July 1, 1995
I-22 Execution of Standard Agreement Procedure (PDF)		November 1, 1993
I-22 Exhibit A (PDF)		November 1, 1993
I-22 Exhibit B (PDF)		November 1, 1993
I-22 Exhibit C (PDF)		November 1, 1993
I-22 Exhibit D (PDF)		November 1, 1993
I-23 Project Warranty Administration and Response (PDF)		October 15, 1996
I-23 Exhibit A (PDF)		October 15, 1996
I-24 Applicant Projects (PDF)		January 31, 1997
I-24 Exhibit A (PDF)		January 31, 1997
I-24 Exhibit B (PDF)		January 31, 1997
I-24 Exhibit C (PDF)		January 31, 1997
I-24 Exhibit D (PDF)		January 31, 1997
I-25 Responding to Requests for Public Records (PDF)		March 1, 1998
I-26 Tool and Equipment Inventory Control (PDF)		June 24, 2014
I-26 Exhibit A (PDF)		June 24, 2014
I-26 Exhibit B (PDF)		June 24, 2014
I-27 Outside Employment (PDF)		September 15, 2000
I-27 Exhibit A (PDF)		September 15, 2000
I-27 Exhibit B (PDF)		September 15, 2000
I-28 Internet Use Policy (PDF)		June 21, 1999
I-28 Exhibit A (PDF)		June 21, 1999
I-29 Raw Water Applicant Projects (PDF)		July 3, 2001
I-29 Exhibit A Raw Water Service Matrix (PDF)		July 3, 2001

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II. Personnel Selection

Administrative Procedure	Alternative Format	Date Issued or Revised
II-1 Personnel Requisition Process (PDF)		August 20, 2004
II-1 Exhibit A Position Requisition (PDF)		November 2019
II-2 Deleted		August 1990
II-3 Preplacement Physical Examinations (PDF)		August 20, 2004
II-4 Requisition for Temporary Agency Personnel (PDF)		October 17, 2019
II-5 Student Intern Program (PDF)		October 17, 2019
II-6 Reference Checks (PDF)		November 15, 2000
II-6 Exhibit A Guidelines for Reference Checking (PDF)		November 15, 2000
II-6 Exhibit B Reference Checking (PDF)		November 15, 2000
II-6 Exhibit C Authorization to Release Information (PDF)		November 15, 2000
II-7 Anti-Nepotism (PDF)		December 21, 1999
II-8 Hiring Retirees and Former Board Members as Temporary Employees or Consultants (PDF)		September 6, 2013
II-9 Personnel Evaluation Procedure (PDF)		November 15, 2000
II-9 Exhibit A Procedures (PDF)		November 15, 2000
II-9 Exhibit B Instructions (PDF)		November 15, 2000
II-9 Exhibit C Performance Improvement Plans (PDF)	Word Document Version (DOC)	November 15, 2000
II-9 Exhibit D Secretarial Performance Form (PDF)	Word Document Version (DOC)	November 15, 2000
II-9 Exhibit E Clerical Performance Form (PDF)	Word Document Version (DOC)	November 15, 2000
II-9 Exhibit F Operations and Managerial Performance Form (PDF)	Word Document Version (DOC)	November 15, 2000
II-9 Exhibit G Supervisor Managerial Performance Form (PDF)	Word Document Version (DOC)	November 15, 2000
II-9 Exhibit H Engineering Tech Performance Form (PDF)	Word Document Version (DOC)	November 15, 2000
II-9 Exhibit I Sample Discussion Form (PDF)	Word Document Version (DOC)	July 15, 2015

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III. Classification

Administrative Procedure	Date Issued or Revised
III-1 Class Specifications (PDF)	September 25, 1995
III-2 Amendment to Classification Plan (PDF)	April 15, 1992

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IV. Labor Relations

Administrative Procedure	Date Issued or Revised
IV-1 Disciplinary Procedures (PDF)	November 15, 2000
IV-1 Exhibit A Report of Disciplinary Action (DOC)	November 15, 2000
IV-1 Exhibit B Confirmation of Verbal Reprimand (DOC)	November 15, 2000
IV-1 Exhibit C Written Reprimand (DOC)	November 15, 2000
IV-1 Exhibit D Notice of Intent to Terminate (or Suspend of Demote) (DOC)	November 15, 2000
IV-1 Exhibit E Notice of Termination (or Suspension or Demotion) (DOC)	November 15, 2000
IV-1 Exhibit F Notice of Rejection of Temporary (or Probationary) Appointment (DOC)	November 15, 2000
IV-2 Allocation of Classifications to Bargaining Units (PDF)	May 15, 2002
IV-3 Administration of Grievances (PDF)	November 15, 2000

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V. Employee Development

Administrative Procedure	Date Issued or Revised
V-1 Educational Reimbursement (PDF)	October 10, 2019
V-1 Exhibit A (PDF)	October 10, 2019

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VI. Payroll

Administrative Procedure	Date Issued or Revised
VI-1 Deferred Compensation Plan (PDF)	September 7, 2004

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VII. Supplemental Benefits

Administrative Procedure	Date Issued or Revised
VII-1 Deleted	November 1992
VII-2 Deleted	November 1992
VII-3 Sick Leave Monitoring (PDF)	February 7, 2018
VII-4 Leave of Absence With or Without Pay (PDF)	November 1, 1996
VII-4 Exhibit A Leave of Absence Request (PDF)	November 1, 1996
VII-4 Exhibit B Certification (PDF)	November 1, 1996
VII-4 Exhibit C Return to Work (PDF)	November 1, 1996
VII-4 Exhibit D Notice of Rights (PDF)	November 1, 1996
VII-4 Exhibit E Posting (PDF)	November 1, 1996
VII-5 Employee Attendance Recognition Program (PDF)	July 1, 2002

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VIII. Salary Administration

Administrative Procedure	Date Issued or Revised
VIII-1 Salary Administration (PDF)	August 20, 1990

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IX. Safety Program

Administrative Procedure	Date Issued or Revised
IX-1 Injury Illness Prevention Program (PDF)	October 19, 2018
IX-2 Safety Committee (PDF)	February 2, 2016
IX-2 Exhibit A Meeting Agenda Template (PDF)	March 12, 2012
IX-2 Exhibit A Meeting Notes Template (PDF)	March 12, 2012
IX-2 Exhibit B Application (PDF)	March 12, 2012
IX-2 Exhibit C Organization Chart (PDF)	September 28, 2015
IX-2 Exhibit D District Groups-Sections (PDF)	March 12, 2012
IX-2 Exhibit E Actions-Tracking Form (PDF)	March 12, 2012
IX-3 Safety Recognition Program (PDF)	November 30, 2018
IX-4 Regulations of Tobacco Use-District Facilities and Equipment (PDF)	December 1, 2010
IX-5 Deleted	November 1, 1990
IX-6 Material Found In or Around the Contra Costa Canal (PDF)	November 1, 1990
IX-6 A Report of Foreign Materials in the Canal or in the Canal Right-of-Way (DOC)	November 1, 1990
IX-7 Liability Claims (PDF)	October 17, 2019
IX-8 Industrial Injury Reporting (PDF)	November 15, 2000
IX-8 Exhibit A Designation of Personal Physician (DOC)	November 15, 2000
IX-8 Exhibit B Urgent Care Facilities for All Workers' Compensation Injuries (DOC)	November 15, 2000
IX-8 Exhibit C Supervisor's Accident Review Form (DOC)	November 15, 2000
IX-8 Exhibit D Employee's Claim for Workers' Compensation Benefits (PDF)	November 15, 2000
IX-8 Exhibit E Medical Treatment Authorization (DOC)	November 15, 2000
IX-8 Exhibit F Request for Alternative Work Assignment (DOC)	November 15, 2000
IX-9 Safety Incident Investigation (PDF)	September 30, 2009
IX-10 District Ergonomics Program (PDF)	August 16, 2019

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X. Finance

Administrative Procedure	Date Issued or Revised
X-1 Indirect Cost Recovery Plan (PDF)	February 22, 2005
X-1 Exhibit A Indirect Cost Rate Calculation District Wide (PDF)	February 22, 2005
X-1 Exhibit B Indirect Cost Rate Calculation Calfed (PDF)	February 22, 2005
X-2 Deleted	February 22, 2005
X-3 Deleted	February 22, 2005
X-4 Purchasing/Procurement (PDF)	February 1, 2016
X-4 Exhibit A Purchase Requisition (PDF)	September 26, 2014
X-4 Exhibit B Purchase Order (PDF)	September 26, 2014
X-4 Exhibit C Contractual Service Order Request (PDF)	September 26, 2014
X-4 Exhibit D Sundry Purchase Order (PDF)	September 26, 2014
X-4 Exhibit E Request for Check (PDF)	September 26, 2014
X-5 Collection of Accounts Receivable (PDF)	December 15, 1991
X-6 Review and Approval of Purchase Order Requests and Payment of Invoices (PDF)	September 11, 2006
X-6 Exhibit A Purchase Approval Routing Process (PDF)	September 11, 2006
X-6 Exhibit B Process for Adding Accounts (PDF)	September 11, 2006
X-6 Exhibit C Processing of Invoices (PDF)	September 11, 2006
X-6 Exhibit D Invoice Summary Sheet (PDF)	September 11, 2006
X-7 Selection of Professional and Technical Services (PDF)	June 18, 2018
X-7 Exhibit A Code of Regulations 7.08 (PDF)	June 18, 2018
X-7 Exhibit B RFP Cover Letter Contents (PDF)	June 18, 2018
X-7 Exhibit C RFP Cover Letter Sample (PDF)	June 18, 2018
X-7 Exhibit D RFP Content Requirements (PDF)	June 18, 2018
X-7 Exhibit E RFP Sample (PDF)	June 18, 2018
X-7 Exhibit F RFQ Letter Format (PDF)	June 18, 2018
X-7 Exhibit G RFQ Sample (PDF)	June 18, 2018
X-7 Exhibit H SOQ Sample (PDF)	June 18, 2018
X-7 Exhibit I Summary Checklist (PDF)	June 18, 2018
X-7 Exhibit J Sample Standard Scoring Sheet (PDF)	June 18, 2018
X-7 Exhibit K Sole Source Form General (PDF)	June 18, 2018
X-7 Exhibit L Sole Source Form Construction (PDF)	June 18, 2018
X-7 Exhibit M Sample Standard Services Agreement (PDF)	June 18, 2018
X-7 Exhibit N Sample Standard Long Form Agreement (PDF)	June 18, 2018
X-7 Exhibit O PO Terms and Conditions (PDF)	June 18, 2018
X-7 Exhibit P Sample Technical Services Agreement (PDF)	June 18, 2018
X-7 Exhibit Q Sample Standard Amendment (PDF)	June 18, 2018
X-8 Deleted	n/a
X-9 Budget Transfers (PDF)	July 6, 2015
X-9 Exhibit A Budget Change Request Form (PDF) X-9 Exhibit B Budget Line M anag ement (PDF)	July 6, 2015
X-10 Tax-Exempt Commercial Paper (PDF)	March 15, 1997
X-11 Completion of Purchase Requisitions/Sundries and Issuance of Purchase Orders (PDF)	March 12, 2018
X-11 Exhibit A - Purchase Requisition (PDF) X-11 Exhibit B - Purchase Order (PDF) X-11 Exhibit C - Sundry Purchase Order (PDF)	March 12, 2018

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June 18, 2018

X-7 Exhibit A - Code of Regulations 7.08 (PDF)

XI. Employee Relations

Administrative Procedure	Date Issued or Revised
XI-1 Employee Appreciation Program (PDF)	July 18, 2002
XI-1 A Application Form (DOC)	July 18, 2002
XI-2 Workplace Threat/Violence Policy (PDF)	November 5, 1998
XI-3 Alcohol and Drug Testing for Commercial Vehicle Drivers (PDF)	July 8, 2004
XI-3 Exhibit A Alcohol And Drug Testing For Commercial Vehicle Drivers (PDF)	July 8, 2004

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XII. Affirmative Action

Administrative Procedure	Date Issued or Revised
XII-1 Minority/Woman-Owned Business Enterprises (MWBE) Program (PDF)	January 3, 1989
XII-1 Exhibit A Questionnaire (DOC)	January 3, 1989
XII-2 incorporated into XII-4 EEO (PDF)	n/a
XII-3 AIDS (Acquired Immune Deficiency Syndrome) Policy (PDF)	November 1, 1990
XII-4 Equal Employment Opportunity; Prohibition of Discrimination, Harassment, Retaliation, and Abusive Conduct (PDF)	March 28, 2019

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XIII. General Services

Administrative Procedure	Date Issued or Revised
XIII-1 Public Areas in District Buildings (PDF)	December 15, 1991
XIII-2 Replacement of District Vehicles (PDF)	March 11, 2013
XIII-3 Keys and Access to District Facilities (PDF)	November 1, 2008
XIII-3 Exhibit A Facility Landlords (PDF)	November 1, 2008
XIII-3 Exhibit B Key Record (PDF)	November 1, 2008
XIII-3 Exhibit C Mechanical Key Request For Employees (PDF)	November 1, 2008
XIII-3 Exhibit D Returning Keys and ECARDS (PDF)	November 1, 2008
XIII-3 Exhibit E Reporting Lost Keys (PDF)	November 1, 2008
XIII-3 Exhibit F Request For Replacement Keys (PDF)	November 1, 2008
XIII-3 Exhibit G ECARD Request for Employees (PDF)	November 1, 2008
XIII-3 Exhibit H Padlock Installation Request For Contractors (PDF)	November 1, 2008
XIII-3 Exhibit I ECARD Request For Contractors (PDF)	November 1, 2008
XIII-4 Real Property Document Recording (PDF)	September 15, 1997
XIII-5 Citation Authority (PDF)	September 5, 2001
XIII-5 Exhibit A Resolution No. 98-0 (DOC)	September 5, 2001
XIII-5 Exhibit B Ordinance 01-01 (DOC)	September 5, 2001
XIII-5 Exhibit C (EXL)	September 5, 2001

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Administrative Procedures

I. General

II. Personnel Selection

V. Employee Development

VI. Payroll

VII. Supplemental Benefits

IX. Safety Program

XII. Affirmative Action

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