HR Compliance

​​​​​​​​​​​​​The Span of Control policy outlines clear guidelines for managing the balance of supervisory staff within state agencies. 

The "Actual Supervisory Ratio" refers to the current number of non-supervisory employees for every supervisory employee. In contrast, the "Maximum Supervisory Ratio" is a target set by each agency, which varies based on factors like safety concerns, the locations of staff members, and the complexity of their tasks. 

These ratios are essential for ensuring that there are enough supervisors to effectively manage and oversee staff without excessive oversight.

The policy also requires agencies to report these ratios to the legislature and to maintain them within defined limits through regular updates. If an agency's actual supervisory ratio exceeds the set maximum, they must seek approval from the Department of Administrative Services Chief Human Resources Office (DAS CHRO) for new supervisory hires based on justifiable needs, ensuring transparency and proper oversight in management structures.

This system of checks and balances is crucial for maintaining structured and effective governance within state agencies. ​

Highlights

​​​​Temporary employment allows our agency to address sudden, unique, or brief increases in work volume. These positions are crucial for managing tasks that are unexpected and not routine. Temporary employees are hired under different rules compared to our regular staff and do not receive the same long-term benefits.

Purpose of Temporary Employment

We establish temporary positions when it's impractical to utilize current staff or create new permanent roles. This flexibility helps us respond effectively to non-recurring needs or emergency situations without the long-term commitment of permanent positions.

Duration of Temporary Employment

Typically, a temporary position should not extend beyond six months for the same assignment. However, under certain circumstances, these roles can be extended up to a maximum of 1,040 hours if:

• The initial reason for the emergency hiring continues.
  
• There are no viable alternative solutions.
• It is not feasible to fill the role with a permanent position or by adjusting existing roles.
  

​​​​A Designated Individual plays a crucial role in each agency, addressing sensitive issues such as discrimination, harassment, and sexual assault. Agencies are required to appoint a primary and an alternate Designated Individual. 

These appointed individuals are responsible for handling reports of behaviors that violate our standards, including discrimination, all forms of harassment, and other workplace misconduct as defined under policy 50.010.01.

Appointment and Identification

According to ORS 659A.375(b), it is mandatory for each agency to clearly identify these appointed individuals to ensure transparency and accessibility for all employees. This identification process is a critical step in fostering a trustworthy environment where employees can feel safe to report incidents.

Duty to Inform

Under ORS 659A.375(c), Designated Individuals must provide employees with a copy of the relevant agency policy at the time a report is made. This ensures that any employee who reports an incident is immediately made aware of the procedures and protections available to them, reinforcing the agency's commitment to maintaining a respectful and safe workplace.

This framework is designed to support a culture of safety and respect, uphold the agencies' standards, and foster a supportive environment for all employees.​

Refer to HR Policy 50.010.01: Discrimination and Harassment Free Workplace​ for more information.

​​​​In Oregon state government, most new employees are eligible for benefits through the Public Employees' Benefit Board (PEBB), except for temporary hires under ORS 240.309 or those excluded by PEBB rules.

Temporary employees who are expected to work 30 or more hours per week become eligible for benefits starting in their fourth month of employment. The state assesses the eligibility of variable-hour temporary employees after an initial measurement period. However, independent contractors and part time employees do not qualify for these benefits unless they are part of a job-sharing arrangement.

It is crucial to maintain accurate documentation of benefit determinations in employee files. As mandated by the ACA's shared responsibility requirements, the state of Oregon, as an employer, must report coverage offers to the IRS.

It is an ongoing effort between the CHRO and the Workday Oregon team to ensure that the process of benefit determination is both efficient and accurate, in order to promptly offer benefit coverage to eligible temporary employees.

Refer to HR Policy 50.070.01: Patient Protection and Affordable Care Act​ for more information.

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Under ORS 240, an appointing authority has the authority to make decisions on various matters, including, but not limited to, position allocation, temporary appointments, and removals during the trial service period. This authority also extends to transfers, demotions, separations of employees, managing appeal procedures, and filling specific positions.

Pursuant to ORS 240, the Chief Human Resources Officer (CHRO), Department of Administrative Services (DAS) is tasked with compiling and regularly updating a list of all state service employees designated as appointing authorities. 

To streamline access to this information and enhance transparency, a comprehensive list of appointing authorities for each agency covered under ORS 240 has been created and published on the CHRO's Compliance page. 

Additionally, making this information easily accessible ensures faster and more accurate responses to inquiries, and enhances the collaboration between agencies.

Refer to the following for more information:

ORS Chapter 240 - State Personnel Relations

HR Policy 50.060.01: Transition of Agency Head​ 

Executive Branch Appointing Authority list​​

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