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 Computers (PDF)	August 01, 2022
I-5 Deleted	n/a
I-6 Deleted	n/a
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 Deleted	n/a
I-9 Business Travel and Related Expenses (PDF)	September 23, 2022
I-9 Exhibit A Travel Authorization Request (PDF)	September 23, 2022
I-9 Exhibit B Travel Expense Report (PDF)	September 23, 2022
I-9 Exhibit C Business Expense Voucher for Non-Receipted Expenditures (PDF)	September 23, 2022
I-9 Exhibit D Business Expense Report (PDF)	September 23, 2022
I-10 Deleted	n/a
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)	August 1, 2022
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)	August 1, 2022
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)	August 1, 2022
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	n/a
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 Employee Performance Evaluations (PDF)	January 29, 2021
II-9 Exhibit A. Performance Goals and Objectives Discussion Form (PDF)	January 29, 2021
II-9 Exhibit B. Sample Performance Improvement Plan (PIP) (PDF)	January 29, 2021
II-10 Immigration Visa Policy (PDF)	July 27, 2021

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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)	January 29, 2021
IV-1 Exhibit A. Sample Counseling Memorandum (PDF)	January 29, 2021
IV-1 Exhibit B. Sample Confirmation of Oral Reprimand (PDF)	January 29, 2021
IV-1 Exhibit C. Sample Written Reprimand (PDF)	January 29, 2021
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)	February 14, 2020

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VI. Payroll

Administrative Procedure	Date Issued or Revised
VI-1 Deleted	n/a

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VII. Supplemental Benefits

Administrative Procedure	Date Issued or Revised
VII-1 Deleted	n/a
VII-2 Deleted	n/a
VII-3 Sick Leave Policy (PDF)	December 7, 2020
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 Deleted	n/a

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	n/a
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 (PDF)	November 1, 1990
IX-7 Liability Claims (PDF)	October 17, 2019
IX-8 Work-Related Injury and Illness Reporting (PDF)	January 29, 2021
IX-9 Safety Event Reporting and Review Procedure (PDF)	February 22, 2022
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	n/a
X-3 Deleted	n/a
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 Deleted	n/a
XII-2 Deleted	n/a
XII-3 Deleted	n/a
XII-4 Equal Employment Opportunity; Prohibition of Discrimination, Harassment, Retaliation, and Abusive Conduct (PDF)	March 28, 2019
XII-5 Diversity, Equity & Inclusion Employee Advisory Groups (PDF)	September 9, 2022
XII-5 Exhibit A. Application for DEI Employee Advisory Group (PDF)	September 9, 2022

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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 Electronic Access Cards and Keys to District Facilities (PDF)	September 29, 2017
XIII-3 Exhibit A Reporting Loss of District Keys (PDF)	September 29, 2017
XIII-4 Real Property Document Recording (PDF)	September 15, 1997
XIII-5 Citation Authority (PDF)	September 5, 2001
XIII-5 Exhibit A Resolution No. 99-01 (PDF)	September 5, 2001
XIII-5 Exhibit B Ordinance 01-01 (PDF)	September 5, 2001

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