Civilian PPM: Standards of Conduct

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Policy # 35: Standards of Conduct

Employees are responsible for meeting reasonable and ethical standards of performance and conduct in their work activities. Managers and supervisors are responsible for providing leadership that creates an opportunity for employees to achieve professional standards of performance and conduct and, at the same time, holding employees accountable for their actions.

Conduct Subject to Disciplinary Action

It is expected that the behavior of employees reflects favorably on the employee and the City at all times. The following is a list of offenses for which an employee may receive corrective action up to and including termination. Because it is impossible to list every offense that may occur in the workplace, this list is not all-inclusive. Other conduct may be subject to discipline. The City of Colorado Springs reserves the right to determine the seriousness of an offense at the time the offense occurs and to impose the appropriate level of discipline.

Examples of unacceptable conduct/offenses are listed below.

  • Conduct deemed by the City as unbecoming a City employee
  • Violation of City or Department/Division written or verbal policies or procedures
  • Unsatisfactory work habits to include tardiness, violation of break and lunch policy, departing prior to the designated time, excessive absenteeism, neglecting work duties, or wasting time during work hours
  • Smoking anywhere except in a designated smoking area
  • Insubordination
  • Impairment due to the use of alcohol or non-prescribed drugs
  • Consumption, possession, or selling of alcohol or non-prescribed drugs, including standby, on City time or in the workplace
  • Failure to adhere to City's policies outlined in the Drug/Alcohol Procedures Manual
  • Abuse of prescribed or over-the-counter drugs
  • Abuse of paid leave
  • Participation in activities, including other employment, self-employment, sports, hobbies, etc., which is inconsistent with paid sick leave, limited duty, or injury leave
  • Conducting personal business while on City time
  • Work disruption or stoppage, strike, or other forms of job action, or withholding of services
  • Failure to cooperate in a City investigation and provide truthful information in subsequent testimony, as required
  • Failure to report the loss of a Colorado driver’s license, other required license or certification within 24 hours
  • Fraud, falsification, deceit, or departing from the truth
  • Unauthorized possession or use of any firearm or prohibited weapon during working hours or in the workplace and/ or in City-owned vehicles. Nothing in this policy prohibits an employee from possessing a weapon in a private vehicle during the workday, so long as, the employee is in compliance with state and local laws. This policy does not prohibit an employee from carrying a concealed firearm in the workplace, except in Colorado Springs Police Department facilities, so long as the employee is in compliance with carry permit requirements and state and local laws.
  • Falsification of time sheets, employment application, personnel records, or other organizational records
  • Theft, misappropriation, destruction, abuse or waste of public and/or private property, including City tools, equipment, fixtures, facilities, or supplies
  • Failing to report criminal charges and/or conviction of criminal charges
  • Sexual harassment and other forms of illegal discrimination
  • Creating or contributing to an unproductive work environment to include: using one's position to harass another, participating in or allowing horseplay, disorderly conduct
  • Fighting, encouraging a fight, acts or threats of physical violence, intimidation, or coercion
  • Abusive, offensive, or obscene language or conduct towards the public, City officials, or employees
  • Violating safety rules or accepted safety practices
  • Failure to report direct or indirect financial interest that could be considered a conflict of interest
  • Unsatisfactory job performance
  • Unsatisfactory behavior
  • References: Policy and Procedures # 57, Vehicles (Employee Responsibility of City-Owned); # 39, Business Code of Ethics

Policy # 36: Workplace Harassment and Violence

It is the City Of Colorado Springs' policy to promote a safe environment for its employees and visitors which is free of bullying, harassment, intimidation, threats, or violent behavior.

The City will not tolerate any action which may be interpreted as one of the following behaviors:

  • Acts of bullying or intimidation
  • Threatening or hostile verbal or physical behaviors
  • Stalking
  • Physical or verbal abuse
  • Comments regarding violence
  • Harassment or assault
  • Vandalism
  • Arson
  • Sabotage
  • Unauthorized possession or use of a firearm or prohibited weapon at the workplace

This list is not all-inclusive, and any other acts deemed inappropriate will also be investigated. This includes inappropriate, unwanted behavior whether intentional or unintentional. Other unacceptable behaviors may include oral or written statements, gestures, or expressions that communicate a direct or indirect threat of physical harm. The City reserves the right to take action against this type of behavior, up to and including termination.

Reporting Requirements

Violent, threatening, harassing, intimidating, or other disruptive behavior, including anonymous threats, should not be ignored. Inappropriate humorous comments about violence are also unacceptable. If you observe or experience such behavior by anyone on City property or directed at City employees, whether the person is a City employee or not, you should report it immediately to a supervisor or manager, a Human Resources Manager, Security, or the Risk Management Staff. Supervisors and managers who receive reports should contact Risk Management. If the supervisor is responsible for the behavior, the employee should report to a manager above the supervisor or one of the other contacts listed herein. If the employee believes the situation requires immediate action in order to avert a violent situation, the employee should contact the appropriate law enforcement agency or Security immediately.

Investigation

Any reported violation of this policy will be thoroughly investigated by the Department Director/Division Manager, Council/Mayoral Appointee, Human Resources, or Risk Management. The Workplace Violence Response Team will immediately review reported acts of violence or potentially violent situations. The Response Team is convened and headed by the Division Manager, Risk Management Division Manager or a designee and shall be comprised of representatives from the following groups:

  • City Attorney's Office
  • Law enforcement agencies
  • Medical Professionals (EAP)
  • Employee's Division Manager
  • Risk Management
  • Human Resources

The role of the participant from the City Attorney's Office is to provide legal advice to the Response Team. The Response Team shall make recommendations to the supervisor/manager on how to proceed in regard to the problem employee and the particular circumstances.

Action Following Investigation

The City of Colorado Springs will take the appropriate disciplinary action based on the findings of the investigation. An employee whose behavior is determined to be in violation of this policy is subject to disciplinary action, up to and including termination.

Searches

An employee may be subject to a search involving the work site, a City-assigned piece of equipment or property, and/or other items within their personal possession in certain circumstances while on City-owned or City-leased property to the extent allowed by law. During such a search, City property in the unlawful or unauthorized possession of the employee may be confiscated.

Restraining/Protective Order

An employee who obtains a protective or restraining order against a City employee or another person, which lists City locations as protected areas, must immediately notify their supervisor or other member of management about the order and its status. A valid restraining order means that the holder must have the physical document in their possession, and the named party must have been served the restraining order. For a supervisor to take action on an employee's restraining order the supervisor must see the physical document and verify the following information:

  • Effective dates of the restraining order
  • Date of service of individual
  • Distance limits from a specific address
  • Contact limits; i.e., phone, physical
  • Signature of a judge

When an employee has a valid restraining order in place, their supervisor will inform Security of the restraining order. If the restraining order is violated, the authorities will be notified immediately.

If the restraining order does not name another City employee or identify City locations, the City requests and highly recommends notification in order to alert security.

Policy # 37 Drugs or Alcohol in the Workplace

An employee shall not report to work under the influence of nor shall their performance be impaired by the use of alcohol or non-prescribed drugs.

An employee is prohibited from the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance or alcoholic beverage in the workplace or on City property.

An employee who violates these policies is subject to disciplinary action, up to and including termination.

Use of Over-the-Counter or Prescribed Drugs

An employee is permitted to use or possess over-the-counter or medically prescribed drugs in the workplace. Should an employee have reason to believe, or have been informed by their physician or pharmacist, that such use may affect their ability to perform their assigned job duties, the employee shall notify the supervisor.

The employee shall not be required to reveal to the supervisor any medical information relating to their use of such drugs. The supervisor shall protect the confidentiality of the information provided and the privacy of the employee.

Abuse or misuse of over-the-counter or prescription drugs will be considered a violation of policy.

Drug and Alcohol Awareness

The City provides awareness training programs for employees and supervisors.

Employee Assistance Program

The City provides an Employee Assistance Program through which employees and their dependents may voluntarily receive information and confidential assistance regarding drug/alcohol related problems.

Interventions and/or Consequences

Employees are encouraged to take responsibility for their own behaviors and voluntarily seek help through the City's Employee Assistance Program or other professional programs which will assist them in the resolution of drug or alcohol related problems. However, in those instances when an employee exhibits job performance and/or other physical symptoms commonly associated with drug and/or alcohol use, the City may intervene and/or impose consequences appropriate to ensure compliance with this policy.

Appropriate interventions and/or consequences shall be determined on a case-by-case basis and may include, but are not limited to, the following:

Administrative leave, with or without pay

  • Mandatory assessment by a Substance Abuse Professional (SAP). (The employee shall be required to sign an authorization for release of information, so that the SAP can report the results of the assessment to the Human Resources Manager
  • Drug/Alcohol testing in accordance with the Drug/Alcohol Procedures Manual and/or mandated Federal and State legislation
  • In-patient/out-patient treatment and rehabilitation
  • Assignment to another position and/or classification
  • Employment agreement
  • Disciplinary action, up to and including termination
  • Work Place Drug Convictions: See Policy and Procedure # 38, Criminal Charges

References: Drug/Alcohol Procedures Manual

Policy # 38: Criminal Charges

An employee must notify their immediate supervisor/Division Manager or Council/Mayoral Appointee of any criminal charge no later than 5 working days after such charge is filed. If an employee is hired with pending criminal charges, the employee must immediately report such violation to their supervisor or Division Manager or Council/Mayoral Appointee.

Definition

Criminal charges include felony, misdemeanor, public and petty offenses, as defined in the statutes of the United States, the State of Colorado, other sovereign states, the city of Colorado Springs, and other city and county governments. Criminal charges shall not include traffic or other charges, which are specifically differentiated and exempted from statutory criminal offenses.

Employee Work Status

The Division Manager, in consultation with the Department Director or Council/Mayoral Appointee, will determine the appropriate action regarding the employee's status with the City, pending the disposition of the case. An employee against whom criminal charges have been filed may be placed on a leave-of-absence, pending the outcome of such charges. Such leaves-of-absence, including pay status, must be approved by the Department Director or Council/Mayoral Appointee and the Human Resources Manager. In the case of a leave-of-absence without pay, an employee may utilize accrued vacation during this period. The City may proceed with disciplinary action regardless of the status of the criminal case.

Workplace Drug Convictions

If the employee is engaged in federally funded work covered by the Drug-Free Workplace Act of 1988, the grantee Department/Division shall notify the granting agency within 10 working days after receiving notice from the employee or otherwise receiving official notice of such convictions.

Case Resolution

Notification Requirement: The employee is responsible for notifying the Division Manager of the outcome of the case no later than 5 working days after conclusion of the case. If the Division Manager is unavailable for any reason, the employee must notify the Department Director or Council/Mayoral Appointee. Failure to notify the appropriate personnel may be grounds for termination.

Action Following Case Resolution

If one of the following results occur, the employee may be reinstated, including retroactive salary and benefits:

  • Employee is found not guilty
  • Employee receives a deferred prosecution
  • The charges are dismissed/dropped

The City reserves the right to take disciplinary action up to and including termination, regardless of the outcome of the case. Retroactive salary and benefits will not be provided in cases resolved through a finding or plea of guilty, no contest, or deferred sentence.

Action Following Conviction

The Department Director/Division Manager or Council/Mayoral Appointee will determine the appropriate action upon notification of a finding of guilty, a plea of guilty, no contest, or a deferred sentence.

Factors to be considered in determining the appropriate disciplinary action include, but are not limited to, the following:

  • Nature and type of the crime
  • Employee's position
  • Employee's prior job performance
  • Employee's length of service
  • Employee's fitness to perform

Disciplinary Rights

The City reserves the right to take disciplinary or corrective action against an employee, up to and including termination, for violation of any local, state, or federal criminal laws which, in its sole judgment, may render the employee unfit to perform their job, may bring disrepute upon, and/or may compromise the integrity of the City.

Policy # 39: Business Code of Ethics

The purpose of this policy is to uphold, promote and demand the highest standards of ethical behavior from all employees. This Business Code of Ethics will provide further direction to the City of Colorado Springs Code of Ethics.  The policy applies to all employees, appointees and volunteers.

Policy

The City is committed to complete honesty, utmost integrity, fair dealing and ethical behavior as the basis of its business operations and services to the community   The City is committed to strictly observing all laws, and employees are expected to uphold this commitment to legal compliance.  Employees should avoid any conduct creating the appearance of impropriety even if those actions do not violate specific policies, standards, regulations or laws.

The City Code of Ethics and this Business Code of Ethics cannot cover all situations where legal or ethical issues may arise and it does not provide all of the information that may be necessary to make informed legal or ethical decisions.  Employees should consult with their immediate supervisor.  If the immediate supervisor is not the appropriate source of help, employees should contact the next level manager, the City Attorney’s Office or Human Resources.

Conflict of Interest

Employees are expected to conduct their activities with the organization’s best interest in mind.  Behavior is required that does not bring harm or discredit to themselves or the organization.  Employees must abide by the conflict of interest provisions in the City Code of Ethics, City Code 1.3.113 through §§1.3.116, and all applicable provisions of the Sworn Policies and Procedures Manual.

Employees must disclose promptly any circumstance that might constitute a conflict of interest or appear to be a conflict of interest.  For example, an employee must declare to their supervisor any direct or indirect financial interest in the following:

  • Any city-wide contract
  • Any matter before the City Council or its Boards and Commissions
  • Any sale of land to the City
  • Any material supplies
  • Any services to the City
  • Any contractor supplying services to the City

The above list is not all inclusive; the City Code of Ethics, City Code §§1.3.101 through 1.3.119, is the governing document.  A philosophical or professional difference of opinion does not constitute a conflict of interest.

Vendor Relations/Contracting

Employees must conduct the highest ethical practices in source selection, negotiation, determination of awards and administration of all procurement activities.  The organization will compete fairly and ethically for all business opportunities.  Situations where employees or members of the employee’s immediate family have a financial interest are required to reveal their relationship immediately.  Employees are committed to meeting all contractual obligations.

Customer Interaction

Employees will serve customers with integrity and honesty. Customer response will be conducted with a sense of urgency and will ensure that communication with customers is accurate and timely. Employees will avoid any form of unethical activity or discussion with customers that offers false promises or exaggerated guarantees to customers.  Our duty is to deal with customers with integrity, diligence and impartiality and with courtesy, consideration, fairness and promptness. Employees will respect the principle of non-discrimination and equal treatment for all customers.

Political Activity

City employees will not do anything related to their official City capacity or while engaged in their official City duties to influence the outcome of the political process.  An employee shall not use or permit to use the authority of their position to actively support either a candidate for City Council, a City issue, or any other political candidate or issue.  Employees shall not make contributions from City funds or property to any political parties or candidates.  Further, no employee shall, on behalf of the organization, attempt to influence another employee’s decision to make, or refrain from making, a personal political contribution to a candidate or a party. 

Truth and Accuracy in Reporting

Employees are required to be truthful and accurate when communicating and reporting all activities.  No employees shall engage in fraud, deceit, departure from the truth, or failure to report in any oral or written communication.  The organization is committed to financial integrity and proper internal controls. No employee shall falsify any document, record or request, or fail to record proper entries in any book or record for any reason.  Organization funds and assets will not be used for any unethical or illegal purpose.

Confidential information

Employees must safeguard confidential and proprietary information by not transferring, publishing, using or disclosing it unless authorized by the City.  Employees must not access or attempt to access systems or physical areas unless properly authorized to do so.

Confidential information is any information or knowledge created, acquired, or controlled by the organization that the organization has determined should be safeguarded from improper disclosure.

Use of Resources

Employees must demonstrate concern for proper use of assets including personnel, time, property, equipment and funds. The City provides appropriate office equipment, telephones, computers, vehicles and tools for employees to conduct business. These assets must be used for proper purposes during employment with the City. Equipment and tools may not be sold, loaned, given away, or disposed of without proper authorization.

Reporting Requirements

  • Employees must report any conduct that they believe in good faith to be a violation of this policy or the City Code of Ethics.  No action shall be taken against any employee who reports a potential violation which they believe is true and accurate.  Employees are encouraged to work with their supervisor in making such reports.  If there is a reason that reporting a violation to the immediate supervisor is not appropriate, employees should contact their next-level manager, the City Attorney’s Office or Human Resources.
  • Employees may file a complaint regarding violations of the City Code of Ethics pursuant to City Code§ 1.3.105.
  • Employees may also report any suspected fraud and abuse to the City Auditor directly or through the City Auditor Hotline, 719-385-2387.

Disciplinary Rights

The City may take disciplinary or corrective action against an employee, up to and including termination, for violation of this policy, the City Code of Ethics, or any state or federal criminal laws which, in its sole judgment, may render the employee unfit to perform their job, may bring discredit upon, and/or may compromise the integrity of the City.

Nothing in this policy alleviates an employee’s responsibilities under other sections of the Policies and Procedures Manual, including “Employment Restrictions” and “Other Employment.”

Policy # 40: Honorariums

Honorariums

An employee who receives a stipend or honorarium shall surrender it to the City if:

  • The employee was authorized to provide the service or assistance to another public agency or private organization.
  • The activity was conducted on City time.

The service or assistance provided shall not violate Policy #39, Business Code of Ethics or Section 1.3.104 Gifts, City Code of Ethics.

Policy Statement

Employees may not be:

  • Required to provide a favor for another employee.
  • Coerced to make a contribution for an employee gift.

Policy # 41: Smoking and Sale of Tobacco Products

Smoking in nearly all places of employment is not permitted by law.  Any use of other tobacco products in the work environment is not conducive to good health. As a public organization, the City of Colorado Springs should provide a positive example to citizens concerning the use of tobacco. The sale and/or use of tobacco products, including electronic cigarettes and chewing tobacco, are prohibited in all buildings, facilities, and vehicles owned, leased and/or operated by the City of Colorado Springs. This policy applies to employees only while they are working for the City of Colorado Springs. It does not apply during their non-working time (before work, on approved breaks, at lunch or after work) if they are using tobacco products in a public common area.

In order to promote the general health, welfare and well-being of citizens and staff, smoking, chewing or any other use of any tobacco products by city employees is prohibited from all City property unless an area has specifically been designated to allow the use of tobacco. Chewing and spitting tobacco in an area not designated for tobacco use will be treated as a violation of this policy. In addition, each unit must implement, make known, follow and enforce the tobacco free policy. Employees concerned about work environment and environmental smoke problems or complaints should be brought to the attention of the immediate supervisor or Human Resources.

Smoking Areas

Smoking shall not be allowed in building entrances. 

The Department Director (or designee) will be responsible for the designation of tobacco use areas in each facility and/or area under his or her supervision. The Mayor (or designee) will be responsible for designating a tobacco use area for the City Administration Building and City Hall.

A copy of the designated tobacco use areas will be submitted to Risk Management for approval prior to the implementation of the policy.

Designated tobacco use areas will not be near air intakes for a building and will not be placed within 50 feet of any employee or public building entrance. An evaluation of all regulatory and safety codes will also be taken into consideration when designating tobacco use areas. Employees using designated tobacco use areas are required to keep the areas clean.

This policy does not restrict the use of tobacco products in outdoor public common areas such as public streets and sidewalks and designated tobacco use areas in outdoor City park and recreation areas.

Policy Definitions

For the purposes of this policy, the following definitions apply:

  • “City property" means all property owned, leased, rented or otherwise used by the City including but not limited to:
  • All interior portions of any building or other structure used for administration, training, support services, maintenance or storage. The term does not apply to buildings used primarily as residences.
  • All City grounds over which the City exercises control including areas surrounding any building, recreation areas and parking areas.
  • All City vehicles.
  • “Tobacco" includes cigarettes, electronic cigarettes, cigars, pipe tobacco, snuff, chewing tobacco and all other kinds and forms of tobacco prepared in such a manner as to be suitable for chewing, smoking or both. "Tobacco" includes cloves or any other product packaged for smoking.
  • “Use" means lighting, chewing, inhaling or smoking any tobacco product.

Posting of Buildings and Facilities

All City facilities are required to have posted signs advising of the "No Smoking" restriction. The "No Smoking" sign will universally be used to designate a "no tobacco use" area. The signs shall use the words "No Smoking" and/or the international "no smoking" symbols and shall be conspicuously posted at all public entrances or in a place clearly visible to all who enter the building.

Signs will be posted in prominent places on all City property to notify the public that smoking or use of tobacco products is prohibited in accordance with City policy and/or state law. Signs may be obtained from Facilities Maintenance. Signs must be posted in accordance with existing ordinances. The cost for the signs will be assigned to and become the responsibility of the unit requesting the posting. This policy will be posted on bulletin boards and each manager will be responsible for documenting the communication of this policy to all staff members on at least an annual basis.

Department Director Responsibility

The Department Directors shall be responsible for verifying that all buildings and facilities under their supervision are properly signed. The Facilities Maintenance section is available to assist with building and facility signs and installation. Department Directors are also responsible for the revision of all contracts with vendors and concessionaires for their areas of responsibility upon the effective date of this policy to make sure that they follow the Tobacco Free Workplace policy.

Enforcement

Issues should be resolved at the lowest level possible. Employees who have concerns about the application of this policy should bring their concerns to the attention of their immediate supervisor. The immediate supervisor will investigate the issues and take appropriate action. If the supervisor fails to take appropriate action, the employee may contact the supervisor at the next level who will investigate the issues and take appropriate action. This process may continue all the way to the Department Director for their areas of responsibility or Mayor for their investigation and resolution of the complaint.

Policy Violations and Discipline

Employees found in violation of this policy will be subject to appropriate disciplinary action. Repeated violations may result in suspension and/or termination of employment.

Tobacco Cessation Resources

For resources and information to help employees stop using tobacco products, contact the City’s Benefits and Wellness Program at 385-5125.

References: City Code, Article 10, Chapter 8, Guidelines for Smoking

Policy # 42 Political Activity

An employee shall not use or permit others to use the authority of their position to actively support either a candidate for City Council, a City issue, or any other political candidate or political issue.

Guidelines

Employees will be subjected to discipline for failing to adhere to any of the following guidelines:

  • Employees shall not conduct personal political/activity during working hours or while acting in any capacity as a representative of the City. Employees may not use City funds, supplies, resources, vehicles, or equipment for such political activity. City facilities may only be used for political purposes if the employee pays the regularly scheduled fees for such space, and it is not during the employee's work time. No restriction is placed on the use of park land. Personal political activity includes, but is not limited to, the following:
    • Gathering signatures for an initiative.
    • Directly or indirectly participating or assisting in any political campaign on behalf of a candidate or ballot issue.
  • An employee's conduct shall not imply or suggest endorsement, support, or alliance with any ballot issue, candidate, or subject matter of any petition gathering on behalf of the City during work hours.
  • An employee shall not wear any City uniforms or apparel or use City vehicles displaying the City logo while conducting personal political activity after work hours. Such actions include gathering of signatures to any petition and campaigning for or against a ballot issue or candidate.
  • An employee shall not wear buttons, badges, or other items during the work day that promote or refer to a ballot issue or candidate.
  • An employee shall not use or permit others to use the authority of their position or employment to actively support a ballot issue or candidate for election.

Employee Candidacy

An employee who files the declaration for candidacy for Colorado Springs City Council will immediately terminate employment with the City.

Policy # 61: Charity Drive and Employee Solicitation

The City recognizes that many employees wish to share with others who are in need. Within limited conditions, employee representatives and/or charitable organizations may be approved to conduct fundraising sales and campaigns or collect donations of disposable goods from City employees.

Employee Giving Campaign

The annual Employee Giving Campaign is the only charitable; fundraising effort authorized to solicit City employees in the workplace. The annual campaign shall raise and distribute funds to health and human charitable service agencies that provide direct, information and referral, education and/or advocacy services to residents is residents of their primary service delivery area of El Paso and Teller Counties in the following areas of need:

  • Basic needs and self-sufficiency;
  • Early childhood and youth development;
  • Health and wellness; and
  • Family support and safety.

In addition to the Qualified Campaign Participants, the City will, through its campaign manager, process the distribution of payroll deductions to other employee-designated, charitable organizations defined under IRC Section 501(A) as described in 50l(c)(3). Such designations to non-participating agencies shall be made only during the Employee Giving Campaign.

Campaign Responsibilities

Employee Campaign Committee

City and Colorado Springs Utilities (CSU) employee volunteers, who work with the campaign manager to plan, organize and conduct the annual Employee Giving Campaign. The co-chairs will be one senior manager each from the City and Colorado Springs Utilities.

The Employee Campaign Committee is responsible for an annual accounting of campaign expenses, which will be shared equally between the City and CSU. The Employee Campaign Committee will review and certify as Qualified Campaign Participants those organizations which request and meet the criteria for inclusion in the annual Employee Giving Campaign.

Campaign Manager

A Colorado Springs-based, non-profit organization which, at no cost to the City or CSU, works with the Employee Campaign Committee to plan, organize and conduct the annual campaign and to manage the distribution of received payroll deductions. Distributions of collected funds will be to designated Qualified Campaign Participants and other non-profits so designated by employees during the annual Employee Giving Campaign. Specific responsibilities are contained in the annual agreement between the City/CSU and the Campaign Manager.

Qualified Campaign Participants

The Annual Employee Giving Campaign shall be open to two categories of health and human services, non-profit organizations that provide support to residents of El Paso and Teller counties.

  • Umbrella organizations that have at least seven (7) member, charitable agencies that provide direct, education, information and referral and/or advocacy services to residents of El Paso and Teller counties, Colorado who are in need of health and human services.
  • The City/CSU sponsored health and human service organizations that:
    • are supported by the City/CSU through the use of facilities or equipment or through the sharing of operating or maintenance funding; and
    • have a direct relationship to the City/CSU by providing enhanced services to the programs of the City/CSU; or 3) act as an agent of the City/CSU to operate, manage or administer a function of the City/CSU.

All organizations must be charitable organizations as described in 501(c)(3) of the Internal Revenue Code.

Disposable Goods and/or Donations

  • Charitable organizations may request, through employee representatives or the Mayor, permission to collect disposable goods for distribution to the needy. Requests must be accompanied by written verification of the organizations 501(c )3 status and specific dates and location of collection efforts. Mayor, or designee, approval must be received prior to the placement of boxes for food, clothing, or toy donations in areas of City buildings accessible to the public and/or employees.
  • If several requests are received, a single box may list several agencies. Items placed in the box will be distributed among the agencies listed.
  • Department heads can authorize requests for charity drives that are confined within their departments.

Fundraising Product Sales

  • City employees often represent organizations that sell products as a part of their annual fundraising efforts. Although actual sales may not occur during the employees' normal work hours and may not disturb the work of fellow employees, notices of product sales or displays of the product may be placed in employee break rooms or other areas not accessible to the public.
  • The City is not responsible for any loss of product or money that may result from the conduct of the sale on its premises.
  • Should such product sales or fundraising events become disruptive to the conduct of official City business, the Department Director may disallow such product sales.

No private, for-profit organization may solicit employees of the City of Colorado Springs for the purpose of offering product sales or membership/product discounts.