Administrative Procedures

I. General

Administrative Procedure	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)	July 3, 2007
I-2 Attachment 2 Format for Board/Board Committee Staff Reports (PDF)	July 3, 2007
I-2 Attachment 3 Format for Board Representative and Liaison Committee Premeeting Reports (PDF)	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)	August 5, 2020
I-7 Exhibit A Assignment of District Vehicles, Maintenance, and Mileage Reimbursement (PDF)	August 5, 2020
I-8 Telephone Procedures (PDF)	March 8, 1988
I-9 Business Expenses (PDF)	September 14, 2007
I-9 Exhibit A Travel Authorization Request (PDF)	September 14, 2007
I-9 Exhibit B Travel Expense Form (PDF)	September 14, 2007
I-9 Exhibit C Business Expense Voucher for Nonreceipted Expenditures (PDF)	September 14, 2007
I-9 Exhibit D Business Expense Report (PDF)	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)	August 1, 2003
I-10 Exhibit C Property Inventory Form (PDF)	August 1, 2003
I-10 Exhibit D Final Wage Payment Form (PDF)	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)	February 14, 2020
I-19 Exhibit A (PDF)	July 19, 2019
I-20 Master Project Authorization (PDF)	December 1, 1994
I-20 Exhibit A (PDF)	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)	March 25, 2020
I-27 Exhibit A (PDF)	March 25, 2020
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
I-30 Lactation Accommodation (PDF)	February 14, 2020

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II. Personnel Selection

Administrative Procedure	Date Issued or Revised
II-1 Requisition for Staff Recruitments (PDF)	July 14, 2020
II-1 Exhibit A Requisition for Recruitment Form (PDF)	July 14, 2020
II-2 Deleted (PDF)	August 1990
II-3 Pre-Employment Physical Examinations (PDF)	June 17, 2020
II-4 Requisition for Temporary Agency Personnel (PDF)	October 17, 2019
II-5 Student Intern Program (PDF)	October 17, 2019
II-6 Reference Checks and Employment Verifications (PDF)	August 21, 2020
II-7 Anti-Nepotism (PDF)	March 25, 2020
II-8 Hiring Former District Employees or Former Board Members as a Consultant or Contractor & Hiring Former Board Members as Employees (PDF)	August 21, 2020
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)	November 15, 2000
II-9 Exhibit D Secretarial Performance Form (PDF)	November 15, 2000
II-9 Exhibit E Clerical Performance Form (PDF)	November 15, 2000
II-9 Exhibit F Operations and Managerial Performance Form (PDF)	November 15, 2000
II-9 Exhibit G Supervisor Managerial Performance Form (PDF)	November 15, 2000
II-9 Exhibit H Engineering Tech Performance Form (PDF)	November 15, 2000
II-9 Exhibit I Sample Discussion Form (PDF)	July 15, 2015
II-10 Immigration Visa Policy (PDF)	August 21, 2020

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III. Classification

Administrative Procedure	Date Issued or Revised
III-1 Class Specifications (PDF)	August 27, 2020
III-2 Amendment to Classification Plan (PDF)	August 27, 2020

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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)	February 14, 2020
IV-3 Administration of Grievances (PDF)	June 17, 2020

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V. Employee Development

Administrative Procedure	Date Issued or Revised
V-1 Educational Reimbursement (PDF)	February 14, 2020
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 Policy (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)	June 8, 2020
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 14, 2020
XI-1 A. Employee Appreciation Nomination Form (PDF)	July 14, 2020
XI-1 B. Outstanding Team Nomination Form (PDF)	July 14, 2020
XI-2 Preventing Workplace Threats and Violence (PDF)	June 17, 2020
XI-2 Exhibit A. U.S. Department of Homeland Security Bomb Threat Procedures and Checklist (PDF)	June 17, 2020
XI-2 Exhibit B. CCWD Active Shooter Procedures (PDF)	June 17, 2020
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

III. Classification

IV. Labor Relations

V. Employee Development

VI. Payroll

VII. Supplemental Benefits

IX. Safety Program

X. Finance

XI. Employee Relations

XII. Affirmative Action

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Administrative Procedures

I. General

II. Personnel Selection

III. Classification

IV. Labor Relations

V. Employee Development

VI. Payroll

VII. Supplemental Benefits

IX. Safety Program

​X. Finance

XI. Employee Relations

XII. Affirmative Action

X. Finance