Garland Parks and Recreation
4.0 – Human Resources
NOTE: Standards marked with a star (*) are fundamental standards and are required of all agencies seeking accreditation.
To produce the level of quality that customers have come to expect, organizations must employ qualified employees. Qualified personnel bring to the organization the knowledge, skills, and abilities in specialized areas that are needed to design and deliver the benefits that customers seek from recreation and park experiences. Organizations that employ quality individuals who are capable of packaging and delivering experiences can attract and retain a strong and satisfied customer base; organizations that compromise on hiring quality may face difficulties in remaining competitive.
Employing qualified individuals is not only one of the most important functions of recreation, park, and leisure services organizations; it is also one of the most expensive. Generally, more than half of the operational expenditures of recreation and park organizations are allocated to personnel salaries and benefits. Considering the vital importance of hiring quality employees and the associated expense, it is essential for management to have a working knowledge of the principles, practices, and procedures for employing personnel in the recreation, park, and leisure services field. A well-prepared personnel policies and procedures manual provide a consistent road map for human resources decision making as well as standardized procedures. The development of a personnel policies and procedures manual may include a systematic and comprehensive outline of how the organization administers the policies and procedures for both the professional and non-professional employees, fair employment practices, and how it communicates to all employees the specific expectations of employment and finally, how the organization deals with complaints, grievances, and morale problems.Standard: There shall be established policies that are reviewed periodically and govern the administration of personnel procedures for both professional and nonprofessional employees. The personnel policies and procedures manual shall be available to each employee, as appropriate to the position.
Suggested Evidence of Compliance: Provide the personnel policies and procedures manual and the date of latest review. The personnel practices shall include procedures for
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Selection (Sec. 5-7), hiring (Personnel Directive), and dismissal.
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Benefits including retirement, insurance, leaves, and other benefits.
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Incentive system; and
Narrative: The City of Garland has established comprehensive personnel policies and procedures for all employees. HR uses COGnet to provide staff with essential tools and resources. COGnet includes sections on Benefits, Wellbeing & Retirement, City Directives, Compensation & Incentives, COVID-19 Resources, Diversity & Inclusion, Employee Engagement & Recognition, HR Directives, HR Forms & Postings, HR Information Systems, Reporting & Analytics, Performance Management, Personal & Qualifying Leave, Talent Acquisition, and Training & Development. These sections are updated as needed. Attached is a list of directives and their latest review.
Agency Evidence of Compliance:
4.1 EOC 1 Human Resource COGnet Page4.1 EOC 2 Benefits, Wellbeing and Retirement
4.1 EOC 4 Compensation and Incentives
4.1 EOC 5 Diversity and Inclusion
4.1 EOC 6 Employee Engagement and Recognition
4.1 EOC 8 HR Forms and Postings
4.1 EOC 9 HR Information Systems, Reporting and Analytics
4.1 EOC 10 Performance Management
4.1 EOC 11 Personal and Qualifying Leave
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Standard: There must be an established statement of ethical principles for agency personnel that provide a clear understanding of ethical responsibility involving issues as related to the park and recreation system, business dealings with other entities, interrelationships with other organizations and agencies, and interactions with participants.
Suggested Evidence of Compliance: Provide the code of ethics.
Narrative: The City of Garland outlines employee ethics and conduct expectations in the Standards of Employee Conduct Directive, emphasizing professional behavior, conflict of interest avoidance, political activity participation, solicitation norms, information management, litigation communication protocols, personal presentation standards, external employment compliance, resignation procedures, and tobacco usage policies. The Code of Ethics, Chapter 10, Article 5, in the Code of Ordinances, is for individuals acting in their official capacity with the city. The city also ensures ethical procurement practices through the purchasing directive and provides ethics training for employees via the Workday platform.
Agency Evidence of Compliance:
4.1.1 EOC 1 Standards of Employee Conduct
Standard: The agency shall have an established policy for the acceptance of gifts and gratuities by staff members.
Suggested Evidence of Compliance: Provide the policy on acceptance of gifts and gratuities by staff members.
Narrative: The Standards of Employee Conduct Directive 4.1 for City of Garland specifies the policy on accepting gifts and gratuities. It clearly states that employees are prohibited from accepting any funds or gifts that could influence their professional decisions or actions.
Agency Evidence of Compliance:
Standard: There shall be a comprehensive recruitment process to attract qualified personnel that is based upon established recruitment procedures with specific recruitment objectives that are reviewed periodically. It is understood that in certain cases an agency is required to handle its personnel through a state or local civil service merit system, and is, therefore, linked to that system in the recruitment of its park and recreation personnel. Agencies are obligated to comply with all applicable statutes and policy statements.
Suggested Evidence of Compliance: Provide recruitment procedures, recruitment objectives, and last review.
Narrative: The recruitment process for PARD aims to find skilled candidates who align with the organization's culture. The Recruitment and Selection Directive, issued on October 18, 1995, and reviewed annually, ensures compliance, transparency, and fairness in hiring. This directive outlines the steps for sourcing and selecting talent. PARD recruits through platforms like LinkedIn, Facebook, TRAPS, and NRPA to engage a diverse candidate pool. Additionally, hiring managers use COGnet to aid in their recruitment efforts. This comprehensive strategy demonstrates PARD's commitment to an efficient, transparent, and inclusive recruitment process, fostering a supportive work environment.
Agency Evidence of Compliance:
4.1.2 EOC 1 Recruitment and Selection
4.1.2 EOC 2 Job Posting LinkedIn
4.1.2 EOC 3 Job Posting Facebook
4.1.2 EOC 4 Job Posting TRAPS
4.1.2 EOC 5 Job Posting NRPA
4.1.2 EOC 6 COGnet Recruiting Overview for Hiring ManagersStandard: There shall be an established policy regarding diversity with evidence of implementation that assures equal opportunities for employment, promotion, and equity in employment working conditions and that complies with the American Disabilities Act.
Suggested Evidence of Compliance: Provide the equal opportunity and workforce diversity policy and show evidence of implementation.
Narrative: City of Garland is dedicated to a diverse and equitable workplace. The Equal Employment Opportunity Directive outlines policies to prevent discrimination in all employment activities based on protected characteristics.
The Personnel Administration Objectives Directive, Section 3.1 states that recruitment, selection, hiring, and promotions are conducted without regard to race, color, sex, religion, national origin, disability, age, or veteran status.
The organization's commitment to diversity and inclusion is emphasized on COGnet and the HR main page, highlighting the importance of these values.
These efforts demonstrate compliance with equal opportunity standards and a proactive approach to fostering a culture of inclusivity and respect, ensuring a supportive and fair environment for all employees. The evidence of implementation document provides the employee demographics for PARD for 2024.
Agency Evidence of Compliance:
4.1.3 EOC 1 Equal Employment Opportunity Directive
4.1.3 EOC 2 Personnel Administration Objectives Directive Section 3.1
Standard: There shall be comprehensive procedures for hiring personnel. The agency shall also have a role in determination of skills and the personal attributes required for positions.
Suggested Evidence of Compliance: Provide selection process procedures and evidence that procedures are being followed.[RK1] The procedures shall include information about the purpose, development, validity, utility, fairness, adverse impact, administration, scoring, and interpretation of all elements used in the selection process.
Narrative: The selection process for PARD focuses on merit, fairness, and alignment with organizational values and goals. The Recruitment and Selection Directive outlines the steps from candidate screening to hiring, ensuring consistency and impartiality across departments. This directive, along with the Employment of Minors Policy and the Equal Employment Opportunity Directive, demonstrates the commitment to fair hiring, legal compliance, and workplace diversity.
The COGnet Talent Acquisition page provides managers with crucial recruiting and selection resources. These include a Recruiting Overview emphasizing diversity, Interviewing Guidelines to ensure non-discriminatory practices, a comprehensive New Hire Checklist, and procedures for Testing Job Candidates to ensure fair assessment. The use of Workday for candidate review and selection streamlines the process, promoting efficiency and adherence to organizational policies.
Agency Evidence of Compliance:
4.1.4 EOC 1 Recruitment and Selection
4.1.4 EOC 2 Employment of Minors
Standard: The agency process for hiring personnel shall include procedures for a national background investigation prior to appointment, including verification of a candidate's qualifying credentials, review of a candidate's civil and criminal record, particular attention to drug and child/adult-abuse records, and driving record for employees assigned to operate motor vehicles.
Suggested Evidence of Compliance: Provide the background investigation procedures and examples of background checks completed.
Narrative: The background investigation process is a cornerstone of PARD’s commitment to maintaining a safe and reliable workforce. As outlined in the Recruitment and Selection Directive, all applicants must consent to comprehensive driver’s license and criminal history checks, conducted in accordance with local, state, and federal laws. These investigations include verification of qualifying credentials, with particular attention to court records, education, employment, national sex offender registry and driving records.
The HR Onboarding Process Map supports this effort by outlining the steps and responsibilities in conducting background checks, ensuring consistency and compliance throughout the hiring process. Background investigations are facilitated by HireRight, which provides a structured approach for tracking and completing required checks prior to finalizing employment decisions.
Agency Evidence of Compliance:
4.1.5 EOC 1 Recruitment and Selection
4.1.5 EOC 2 HR Onboarding Process Map
4.1.5 EOC 3 Example Background ReportStandard: There shall be an established employee benefits plan. Each of the benefits provided to employees shall be described in terms of what is provided, under what conditions, and the extent of the benefit. Types of benefits often include administrative leave, holiday leave, sick leave, vacation leave, retirement program, health insurance program, disability and death benefits program, liability protection program, provision of clothing and equipment used by employees in performing park and recreation functions, employee education benefits, if any, and personnel support services to employees.
Suggested Evidence of Compliance: Provide the employee benefits plan.
Narrative: City of Garland employee benefits highlight the organization's dedication to employees' professional and personal well-being and can be found on COGnet. The 2024 Employee Benefits Guidebook outlines a comprehensive package, including health programs, financial and educational support, and work-life balance initiatives. Key programs such as Commit to Wellness, Employee Assistance Program, City Care Clinic, and Training and Development, including Tuition Reimbursement and Education Resources for Veterans, reflect the organization's holistic approach to employee welfare.
The Code of Ordinances, Chapter 41 Personnel, legally guarantees employee rights and benefits, further supported by directives, Holidays and Leave and Employee Compensation and Salary Administration, ensuring equitable and competitive compensation. Additional benefits, such as cell phone stipends, clothing and equipment provisions, and mileage reimbursement, address specific employee needs, enhancing their work experience and satisfaction.
Agency Evidence of Compliance:
4.1.6 EOC 1 Employee Benefit Programs COGnet
4.1.6 EOC 2 2025 Employee Benefits Guidebook
4.1.6 EOC 3 Commit to Wellness
Standard: There shall be constructive and effective supervision of all personnel to help them grow professionally and improve programs and services. Supervision is an on-going and systematic process that is helpful for the well-being of the individual and agency. Important characteristics of effective supervision are the ability to communicate expectations, delegate authority commensurate with the assigned tasks, provide feedback, and motivate. There should be supervisory processes, procedures, or tools that highlight staff orientation, staff coaching, mentoring, and training, performance review, and human resource policies affecting supervision of staff such as those dealing with harassment and discipline.
Suggested Evidence of Compliance: Provide examples of processes, procedures, or tools used to assure constructive and effective employee supervision.
Narrative: PARD is committed to the overall success of all employees and provides adequate supervision at all levels. Department SOPs are provided to staff and available on Teams. Regular staff meetings are conducted at various levels to communicate expectations and assign tasks. COGnet provides various performance management resources for employees to utilize. Included on COGnet are performance review cycles which are designed to provide employees feedback on their job performance and training and development programs to further enhance skills and professional knowledge.
Agency Evidence of Compliance:
4.1.7 EOC 2 Staff Meeting Agenda
Standard: There shall be an established compensation plan that establishes equity of compensation among units within the agency that is reviewed periodically. The compensation plan for an agency shall take into account agency employment standards, agency skill needs, and compensation levels offered by other local employers.
Suggested Evidence of Compliance: Provide the compensation plan and a copy of its most recent review or update.
Narrative: The City of Garland utilizes a robust Compensation Plan to ensure fair, competitive, and transparent compensation practices. Central to this plan is the Employee Compensation & Salary Administration Directive, which aligns salary determinations, adjustments, and incentives with the organization’s strategic goals, job performance, and market trends.
The plan is supported by resources on COGnet, particularly the Compensation & Incentives page. This page provides access to employee pay schedules, labor trends, essential forms, and the workforce planning cycle, enhancing transparency, and keeping employees informed.
By aligning compensation with strategic objectives, the Compensation Plan fosters fairness, encourages professional growth, and helps attract and retain top talent, underscoring PARD’s commitment to its workforce.
Agency Evidence of Compliance:
4.1.8 EOC 1 Employee Compensation and Salary Administration
4.1.8 EOC 2 Compensation & Incentives
4.1.8 EOC 3 Employee Pay Schedules
Standard: There shall be a fair and systematic procedure for annual or periodic appraisal of job performance. Personnel evaluation shall be utilized for the development and improved quality of the individual's performance on the job, as well as a basis for promotion, monetary increments, and dismissal. Although evaluation is a day-by-day process, there shall be periodic specific reviews with the employee. An employee's personnel file shall include a written annual evaluation.
Suggested Evidence of Compliance: Provide the procedures and a sample of completed performance evaluations without identifying personal information.
Narrative: The City of Garland uses a structured performance evaluation system to assess employee performance, fostering continuous improvement and feedback. The Performance Management page on COGnet provides review cycles, key dates, eligibility, and performance review forms with instructions, ensuring clarity and transparency for supervisors, managers, and employees.
A sample of completed performance evaluations available upon request.
Agency Evidence of Compliance:
4.1.9 EOC 1 Performance Management COGnet page
4.1.9 EOC 2 Performance Management Form Non-Exempt
4.1.9 EOC 3 Performance Management Form Exempt
4.1.9 EOC 6 HR 4 - Employee Compensation and Salary Administration
4.1.9 EOC 7 Job Family Competencies
Standard: There shall be an established policy and procedures available to all employees defining the promotion process and the agency's role. The park and recreation agency may rely upon a state or local civil service commission, or other public or private external organization to administer one or more elements of the process in accordance with legal, professional, and administrative requirements.
Suggested Evidence of Compliance: Provide the policy and procedures and indicate how they have been communicated to employees.
Narrative: The city's promotion process is crucial for career development and employee retention, emphasizing fairness, transparency, and merit. Guided by the Employee Compensation & Salary Administration Directive, the process sets criteria for salary adjustments and promotions based on professional growth and contributions, aligning with the organization's structure and budgetary needs.
Key components include pay schedules and internal job postings. Employee pay schedules clarify compensation for various roles, helping employees understand the financial benefits of advancement. Internal job postings promote mobility within the organization, allowing employees to apply for open positions and progress in their careers. This approach enhances transparency and equity, encouraging pursuit of higher responsibilities.
Agency Evidence of Compliance:
4.1.10 EOC 1 Employee Compensation and Salary Administration
4.1.10 EOC 2 Employee Pay Schedules
Standard: There shall be an established disciplinary system based on the code of conduct and performance. The system shall specify the conduct expected of employees. Prohibitions should be specific, whereas approved behavior may be stated in general terms (e.g., courtesy, punctuality).
Suggested Evidence of Compliance: Provide the code of conduct and performance and the policies and procedures that guide the disciplinary system and how this information is communicated and made accessible to employees. Include copies of disciplinary action steps included in collective bargaining agreements, if applicable. This system shall address the following topics:
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Compliance with agency statements;
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Unbecoming conduct;
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Appropriate appearance;
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Use of alcohol and drugs;
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Acceptance of gratuities, bribes, or rewards;
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Abuse of authority; and
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Proper care and maintenance of equipment.
Narrative: The Standards of Employee Conduct Directive defines expected behaviors, serving as a benchmark for evaluating employee actions. Drug and Alcohol Testing Procedures prioritize workforce health and safety while complying with legal standards. The Fraud, Waste, and Abuse Policy enforces a zero-tolerance approach to misconduct, underscoring the organization's commitment to integrity.
The Disciplinary Process Directive outlines forms of corrective action to address unsatisfactory job performance and inappropriate conduct. The actions are documented using the appropriate Disciplinary Action Form and may include:
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Counseling (Oral Warning)
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Written Reprimand
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Disciplinary Probation
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Disciplinary Suspension
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Disciplinary Demotion and/or Reduction in Pay
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Disciplinary Termination of Employment
All Directives are available on COGnet.
Agency Evidence of Compliance:
4.1.11 EOC 1 Standards of Employee Conduct
4.1.11 EOC 2 Drug and Alcohol Testing Procedures
4.1.11 EOC 3 Fraud, Waste and Abuse Policy
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Standard: There shall be an established grievance procedure, available to all employees. The procedure shall identify matters that are grievable; establish time limitations for filing or presenting the grievance; establish steps and time limitations at each step in the grievance procedure; and establish criteria for employee representation. Formal grievance procedures shall be written in clear, concise terms.
Suggested Evidence of Compliance: Provide the grievance procedures and indicate how the procedures have been communicated to the employees. Include grievance procedures included in collective bargaining agreements, if applicable.
Narrative: The City of Garland follows grievance procedures as outlined in the Disciplinary Process Directive, Section 4 which provides employees with a mechanism for addressing disciplinary action appeal. Employees have the right to appeal all written reprimands, suspensions, and involuntary terminations. All grievances and responses must be submitted in writing to the HR Department.
Agency Evidence of Compliance:
4.1.12 EOC 1 Disciplinary Process Direction Section 4Standard: There shall be established policies and procedures for termination and end of employment.
Suggested Evidence of Compliance: Provide the termination and end of employment policies and procedures and indicate how they have been communicated to employees.
Narrative: The City of Garland has established comprehensive policies and procedures to manage termination and end of employment, ensuring compliance with all relevant legal and organizational standards. These guidelines apply to both voluntary and involuntary separations and are designed to promote fairness, transparency, and consistency. As outlined in Section 8 of the Standards of Employee Conduct Directive, it is customary for employees to provide two weeks notice when resigning.
In cases of termination due to disciplinary actions, the process begins with an Intent to Terminate Memo, which gives the employee the opportunity to submit a written explanation outlining why the termination should not occur. If no explanation is provided by the due date, a Notice of Termination is issued, following the guidelines outlined in the Disciplinary Process Directive and using the agency’s Disciplinary Action Forms.
Additionally, the Final Payroll Check Preparation Directive governs the procedures for ensuring the departing employee’s final paycheck is processed correctly. All directives are accessible to employees through COGnet. Managers complete the termination process in the Workday system, following the steps in the Manager Driven Transactions protocol.
Agency Evidence of Compliance:
4.1.13 EOC 1 Section 8 Standards of Employee Conduct
4.1.13 EOC 2 Intent to Terminate Memo
4.1.13 EOC 3 Notice of Termination
4.1.13 EOC 4 Disciplinary Process Directive
4.1.13 EOC 5 Disciplinary Action Forms
Standard: There shall be established policies and procedures regarding the use of social media by staff.
Suggested Evidence of Compliance: Provide the social media policies and procedures regarding staff use of social media. The agency shall provide evidence for dates of adoption, review, annual updating, and staff training.
Narrative: The Employee Conduct section of the Social Media Directive provides guiding principles for employees when engaging with social media websites and online networking platforms in their official capacity on behalf of the organization, as well as when posting city information on personal social media sites.
Agency Evidence of Compliance:
4.1.14 EOC 1 Social Media Directive
4.1.14 EOC 2 Social Media Agenda
Standard: The agency shall employ staff qualified to develop and operate programs and services in furtherance of goals and objectives. Staff shall be qualified for the positions as provided in the job descriptions and possess specified licenses and certificates. Park and recreation personnel shall have certification and/or educational training appropriate to the position.
Suggested Evidence of Compliance: Provide job descriptions for a representative sample of key positions and resumes for the current incumbents.
Narrative: PARD emphasizes rigorous staff qualification standards through its Recruitment and Selection Directive, ensuring transparency, competitiveness, and alignment with organizational mission, vision, and goals. This directive prioritizes candidates who meet both technical demands and the organization's cultural values.
A representative sample of current employees and their job descriptions and resumes are included in the Agency Evidence of Compliance.
Agency Evidence of Compliance:
4.2 EOC 1 Recruitment and Selection Directive
4.2 EOC 2 Aquatics and Athletics Services Manager Job Description
4.2 EOC 3 Aquatics and Athletics Services Manager Resume
4.2 EOC 4 Recreation Services Supervisor
4.2 EOC 5 Recreation Services Supervisor Resume
4.2 EOC 6 Recreation Services Specialist
4.2 EOC 7 Recreation Services Specialist Resume
4.2 EOC 9 Parks Director Resume
Standard: Established job descriptions for all positions shall be based on the job analysis and reviewed periodically.
Suggested Evidence of Compliance: Provide a job description for a full-time, part-time, temporary and internship position, and, if applicable, an example of a job analysis with last review. The job descriptions shall include, at a minimum:
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Duties of each position.
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Responsibilities of each position.
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Tasks of each position; and
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Minimum level of proficiency necessary in the job-related skills, knowledge, abilities, and behaviors.
Narrative: Job descriptions are reviewed and revised as needed each time a position is vacated and prior to posting. The Parks and Recreation Department also participates in compensation studies conducted by the HR Department or as requested.
Agency Evidence of Compliance:
4.3 EOC 1 Athletics Programs Supervisor
4.3 EOC 2 Recreation Associate I
4.3 EOC 4 TEMP General Admin II
4.3 EOC 5 Compensation Study-
Standard: The agency shall have a chief administrator responsible to the approving authority for the management, direction, and control of the operations and administration of the agency and with authority to perform such responsibilities. The chief administrator shall be employed full-time, year-round, and be qualified by experience, education, certification, and/or training in park, recreation, leisure services, tourism, or related disciplines. These qualifications shall be verified and demonstrated specifically as to how it is related to park and/or recreation management.
Suggested Evidence of Compliance: Provide the chief administrator position description and the resume of the current incumbent. If she/he is from a related discipline, provide a summary of how the person’s qualifications relate to park and/or recreation management.
Narrative: The Chief Administrator for PARD is Assistant City Manager, Andy Hesser.
Agency Evidence of Compliance:
Standard: The agency shall have an established procedure to ensure that leadership is available when the agency's chief administrator is incapacitated, off duty, out of town, or otherwise unable to act.
Suggested Evidence of Compliance: Provide the written procedure, such as continuity plan, which indicates approval by the proper authority.
Narrative: PARD has a well-defined leadership succession SOP to ensure continuity when the Chief Administrator is incapacitated, out of town, or otherwise unavailable. This procedure outlines the steps for delegating leadership responsibilities to senior staff members, ensuring smooth operations during any such absence.
Agency Evidence of Compliance:
Standard: The agency shall have an employee health and wellness program showing periodic evaluation of the program status.
Suggested Evidence of Compliance: Provide evidence of the agency’s employee health and wellness program, level of participation and most recent evaluation.
Narrative: The City of Garland’s Commit to Wellness (C2W) program powered by Virgin Pulse, allows employees and their dependents to take charge of their health. Recognizing the link between workforce health and organizational success, the program focuses on preventative care screenings, exams, tests, and checkups. Employees who complete an annual Health Assessment, C2W Survey and three preventative care activities receive a discount on their annual health premiums. C2W Plus allows employees to participate in 6 additional health and wellness activities to increase the annual discount they receive.
C2W is coordinated by HR staff and is reviewed annually. In 2024, 31% of PARD employees participated in the C2W program.
Agency Evidence of Compliance:
Standard: There shall be an orientation program for all personnel employed by the agency.
Suggested Evidence of Compliance: Provide outline of the orientation program and a representative example of materials distributed at an orientation. The orientation program should include:
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Philosophy, goals, and objectives;
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The history and development of the agency;
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Pertinent sociological and environmental factors of the community and specific neighborhoods in which the individual is to serve (environmental scan); and
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Review of program/parks policies and procedures manuals, job duties, staff procedures, first aid and safety concerns and guidelines and forms review.
Narrative: The City of Garland has a comprehensive orientation program to ensure that all new employees are well-acquainted with the agency's mission, policies, and procedures. The program begins with the HR orientation, where employees receive detailed information about citywide policies and benefits.
The department also conducts its own department orientation, which familiarizes new employees with the agency's specific goals, operational procedures, and the community it serves. Further, individual division on-boarding, such as Aquatics Training, is provided for each division within the agency, ensuring that new hires are introduced to division-specific duties, expectations, and safety protocols. To support this process, both the IT System Checklist and the New Hire Onboarding Checklist help ensure that all required documentation, equipment, and training are completed.
Specialized training, such as the Camp Training PowerPoint, is provided for specific staff to cover operational and safety procedures, like the Child Abuse Training for employees working with youth programs.
All orientation materials and checklists are available on Teams for easy access and review, ensuring a thorough and consistent onboarding experience for all new employees.
Agency Evidence of Compliance:
4.6 EOC 2 Department Orientation
4.6 EOC 5 New Hire Onboarding Checklist
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Standard: There shall be a program of employee development which is available to employees throughout the agency. It should be based on needs of individual employees, future organizational needs, and is evaluated and updated periodically. The program must notify personnel of available and/or required training, maintain training records, and assure that required training programs are attended. The program should incorporate in-service training and succession planning to ensure the continued effective performance of the organization after the departure of key staff.
Suggested Evidence of Compliance: Describe the scope and components of the employee development and training program, provide an outline of training offered (mandatory and discretionary), and provide lists of participants for the prior calendar year, and last review.
Narrative: The City of Garland provides employee training and development opportunities designed to address both individual and organizational needs. The program includes mandatory training along with optional opportunities for professional growth. City offered training sessions are managed through the Workday system, which facilitates timely notifications for employees and ensures accurate tracking of completion records. While some training information is detailed on COGnet, additional resources and training opportunities are communicated as needed and budgeted for accordingly.
To support comprehensive training record management, PARD maintains a staff training sheet, which is reviewed annually for all current staff. This spreadsheet is also updated during the onboarding process for new hires and following employee departures, ensuring that records remain accurate and current.
Agency Evidence of Compliance:
Standard: Professional staff shall be active members of their professional organization(s) and pursue professional certifications within their respective disciplines. "Active" means more than holding membership, including attendance at meetings, making presentations, participating in committee work, holding elected and appointed positions, and participation in educational opportunities.
Suggested Evidence of Compliance: Provide a list of staff with professional certifications and provide a list of staff that have actively participated in a professional organization during the prior calendar year, indicating the nature of participation. The following are examples for park and recreation professionals e.g. Certified Park and Recreation Professional (CPRP), Certified Park and Recreation Executive (CPRE), Certified Therapeutic Recreation Specialist (CTRS) for park and recreation professionals.
Narrative: PARD staff are encouraged and supported to be involved in local, state, and national professional organizations. In addition, staff are encouraged to obtain and maintain professional certifications.
Agency Evidence of Compliance:
4.6.2 EOC 1 Department Training Certification and LicenseStandard: There shall be a volunteer management function within the agency, including a comprehensive volunteer management manual that includes policies and procedures related to the management of volunteers.
Suggested Evidence of Compliance: Provide the volunteer management manual.
Narrative: PARD has a dedicated volunteer management position that oversees the recruitment, selection, training, retention, and appreciation of volunteers. This function is supported by a comprehensive Volunteer Manual, which outlines the procedures related to volunteer coordination. Volunteers are integrated into a variety of roles, enhancing the department’s ability to deliver services while fostering community engagement.
Agency Evidence of Compliance:
Standard: Volunteers shall be used by the agency in a variety of positions.
Suggested Evidence of Compliance: Provide list of functions in which agency volunteers are used, the extent of use, and examples of volunteer position descriptions.
Narrative: PARD uses volunteers in various roles across city departments to support services, events, and community programs. Below is a summary of key volunteer roles outlined in the Volunteer Manual.
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Litter Cleanup Volunteers: Engage in park, street, and waterway cleanups, supporting beautification initiatives and environmental stewardship efforts. Volunteers may participate in city organized cleanup events or join independent, self-directed activities.
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Special Event Volunteers: Support city events by assisting with logistics, greeting attendees, providing information, and helping set up or tear down event spaces. These volunteers are vital in delivering a positive experience at citywide festivals, gatherings, and department specific events.
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Facility Volunteers: Serve in departments like Animal Services, Library, Code Compliance, and Parks & Recreation, offering customer service, administrative support, and guidance to visitors. Responsibilities may include greeting the public, answering questions, or helping maintain operational workflows within city facilities.
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Youth, Senior, and Environmental Stewardship Programs: Specialized programs allow youth to engage in civic leadership activities, while seniors assist with information booths or community events. Environmental volunteers focus on projects like tree planting and trail maintenance, fostering sustainability and local environmental health.
Agency Evidence of Compliance:
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Standard: There shall be an on-going function within the agency for the recruitment, selection, orientation, training and retention of volunteers, including procedures on background screening. Background investigations shall be made for all volunteers who work routinely with vulnerable populations, especially youth, senior adults, and persons with disabilities.
Suggested Evidence of Compliance: Provide the agency’s recruitment, selection, orientation, training, and retention procedures. Provide the agency’s background investigation procedures for volunteers and evidence of implementation.
Narrative: PARD has a structured system for managing volunteer recruitment, placement, and retention. The Volunteer Coordinator oversees these processes, ensuring that prospective volunteers complete either a group or individual waiver before volunteering. Background checks are only required for those working with vulnerable populations as outlined the Volunteer Manual, as allowed by law.
Volunteers stay informed and engaged through the Volunteer Garland Newsletter and participate in community activities like the Duck Creek Cleanup, which foster retention by providing meaningful service opportunities.
Agency Evidence of Compliance:
4.7.2 EOC 1 Volunteer Manual Pages 11-12
4.7.2 EOC 2 Volunteer Coordinator Description
4.7.2 EOC 3 Volunteer Group Waiver
4.7.2 EOC 4 Volunteer Individual Waiver
4.7.2 EOC 5 Background Check Requirements
4.7.2 EOC 6 Volunteer Garland Newsletter
Standard: Agency volunteers shall be monitored, shall receive supervisory visits, and be evaluated regarding performance. Supervision and evaluation of volunteers is important to ensure adequate training is provided and to verify satisfactory conduct and performance. The degree to which the agency supervises and evaluates volunteers may vary depending on the role of the volunteers.
Suggested Evidence of Compliance: Provide written description of the monitoring system including current practices for supervisory visits, and examples of evaluations.
Narrative: PARD ensures effective supervision and support for volunteers. Volunteers receive a targeted orientation immediately before each event, where they are provided with concise instructions on roles, safety protocols, and event expectations. Department staff and event coordinators are available throughout to provide hands-on guidance and respond to any immediate needs.
To recognize and acknowledge volunteers’ contributions, PARD tracks volunteer hours and shares the positive community impact they help create. This streamlined process makes volunteering accessible, enjoyable, and rewarding, fostering a positive experience that encourages future participation.
Agency Evidence of Compliance:
Standard: There agency shall recognize volunteers for their contributions. Recognition may take many forms, depending on the nature of volunteer roles.
Suggested Evidence of Compliance: Provide a description of the recognition program and recognitions given over the past calendar year.
Narrative: PARD recognizes volunteers through a variety of formal and public appreciation efforts. Volunteers are acknowledged during City Council meetings, such as the Volunteer Week Proclamation held this past April, where their contributions to the community are publicly celebrated.
Additionally, PARD uses social media platforms, including Facebook, to highlight and recognize the ongoing efforts of volunteers, further showing the department's commitment to celebrating and retaining its volunteers.
These recognition efforts help ensure volunteers feel appreciated and motivated to continue supporting PARD’s mission.
Agency Evidence of Compliance:
4.7.4 EOC 1 Volunteer Week Appreciation Proclamation
4.7.4 EOC 2 Volunteer Appreciation Proclamation Notification
4.7.4 EOC 3 Facebook Post Skatepark Respect
4.7.4 EOC 4 Facebook Post 7th Annual Tri-City Litter Cleanup
Standard: Agency volunteers shall be covered for negligence liability.
Suggested Evidence of Compliance: Provide documentation indicating coverage of volunteers for negligence liability.
Narrative: The City of Garland is self-insured, providing liability coverage for employees and volunteers. This model allows efficient in-house management of claims and aligns with best practices for risk management.
Agency Evidence of Compliance:
Standard: The agency shall have policies and procedures regarding the use of consultants and contract employees.
Suggested Evidence of Compliance: Provide the agency’s policies and procedures regarding the use of consultants and contract employees.
Narrative: PARD follows a structured approach for the use of consultants and contract employees, guided by established policies and procedures. These policies are outlined in documents such as Purchasing Policies and Procedures Directive and Contract Administration Directive. The Contingent Worker Staffing Guidelines provide clear instructions on the selection, administration, and oversight of consultants and contract employees to ensure alignment with the agency’s operational goals.
The Contract Instructor Agreement is used to formalize arrangements with contract instructors, outlining expectations, compensation, and terms of service. For consultants, the Approved Short List helps streamline the selection process by providing a pool of pre-vetted professionals. The Standard Terms and Conditions Goods & Services outline the legal and operational expectations for contract workers, ensuring that all consultants and contract employees comply with agency policies and meet performance standards.
Agency Evidence of Compliance:
4.8 EOC 1 Purchasing Policies and Procedures Directive
4.8 EOC 2 Contract Administration Directive
4.8 EOC 3 Contingent Worker Staffing Guidelines
4.8 EOC 4 Contract Instructor Agreement
4.8 EOC 6 City of Garland Standard Terms and Conditions Goods & Services