- City of Madison
- Policies & Procedures
Policies & Procedures
Find information about City work and personnel policies, including workplace accommodations, hiring procedures, workers' compensation and workplace harassment.
APMs & Work Rules
- Administrative Procedure Memoranda (APMs)
- APMs are the rules that guide City Employees at work.
- Employee Handbooks
- Provides a one-stop reference for the varied benefits offered to City employees.
- Labor Contracts
- Contracts for Compensation Groups 11, 12, 13, 14, 41 and 42, and IATSE
- Madison General Ordinances (MGOs)
- Most MGOs pertain to residents, but Chapter 3 defines rules relating to employees, including City departments, leave regulations, bargaining agreements, compensation plans and the Code of Ethics.
- Personnel Rules
- Define rules for classification, employment, onboarding & deboarding, discipline and more.
Code of Ethics
The Madison Code of Ethics is defined in MGO 3.35. The Code of Ethics establishes guidelines for ethical standards of conduct for City officials and employees. The Attorney's Office has compiled a Simplified Code of Ethics to help explain employee responsibilities and limitations.
During work hours or while on official work business, City employees may not actively or passively campaign for any political candidate or referendum.
For more information about employee conduct during the 2018 spring and fall elections, see the City Attorney's Memo on Elections and Ethics Rules.
City employees may not accept employment or provide services that may impair their independence of judgment or action in the performance of official duties.
City employees may not engage in non-City related activities for which compensation is received to such an extent as to interfere with the proper performance of the duties and responsibilities of their position.
Talk to your supervisor if you have any questions concerns.
Statement of Interests
A Statement of Interest must be filed by non-clerical City employees who, on behalf of the City:
- Negotiate the sale or acquisition of property or real estate.
- Oversee economic development projects.
- Assess or appraise property for tax purposes.
- Enforce City ordinances or state laws.
Madison police officers are covered by their own departmental policies and are exempt from filing a Statement of Interests.
The Statement of Interests is filed between November and January every year. Employees required to file will be sent an email at the beginning of the filing period.
It is City policy to provide reasonable workplace accommodations to City employees with disabilities.
Employees may also contact the Occupational Accommodations Specialist directly if they have questions, concerns, or are unsure if the City accommodations policy applies to their situation.
See APM 2-22 for more information on the City accommodations policy and process.
It is the employee’s responsibility to promptly complete an Accident Report Form if you’ve suffered from a work-related accident or illness. This accident report should be given to your supervisor.
If you receive medical care, it is your responsibility to keep your supervisor informed of your medical status (as it relates to your ability to return to work). Each time you see a medical provider, you must have them complete a Medical Status Report and return it to your supervisor immediately.
It is your responsibility to provide medical documentation for any related time loss so that it may be charged to your workers’ compensation claim. Your supervisor, your Payroll Clerk or the Finance Department should be able to assist or provide any required forms.
See APM 5-2 for information on what to do immediately after a vehicle accident occurs.
APM 3-5 prohibits harassment in the workplace based on protected class.
If you have been harassed at work, let someone know right away: your supervisor, their supervisor, a department head, or the Department of Civil Rights.
If you ever bring harassment or discrimination to the attention of anyone, retaliation is never permitted. If you feel someone is retaliating against you, tell your supervisor, their supervisor, a department head, or the Department of Civil Rights.
- Creating a Culture of Engagement and Equity (A Guide for Supervisors)
- Telecommuting Agreement - see APM 2-34
- Policies and Procedures For Internal and External Training, APM 2-10
- Training opportunities for Supervisors & Managers
- Grievance Procedure for Non-Represented Employees Form - see APM 2-16
- Individual Development Plan
- Reasonable Suspicion of Drugs/Alcohol - see APM 2-23
- Video: Weingarten Rights
- Video: Progressive Discipline
Position Descriptions & Classification
The City classification process assigns positions to classifications and salary ranges. The classification specification (class spec) outlines general duties performed and the knowledge, skills, abilities, training requirements, and special qualifications necessary to perform those duties. Each classification is allocated to an appropriate salary range. The class spec may describe a broad range of positions that exist within a classification.
Supervisors or employees may request a position study to reclassify the position if the current classification does not fairly or accurately outline position duties, compensation and/or qualifications.
Each employee should also have a position description which describes the duties of a particular position within the classification. Position descriptions should be written/updated when hiring or when requesting a position study (reclassification) to ensure accuracy. Supervisors are also recommended to review position descriptions annually to be sure they are up to date. Any changes should be reviewed with the employee so the employee always knows what is expected of them.
- Job Family Descriptions
- Video: Classification
- Video: How to Write A Position Description
- Video: Fair Labor Standards Act
If an employee is involved in a Vehicle Accident within the City of Madison, the employee's supervisor shall respond to the accident scene. For accidents occurring outside the City of Madison, supervisors need to assess the significance of the accident and injuries to employees and then make a decision on whether to proceed to an accident scene.
Upon arriving at the accident scene, the supervisor shall assemble all facts, arrange for post accident alcohol and/or drugs/controlled substance test when appropriate, and review and sign the Vehicle Accident Report or Incident Report. See APM 5-2 to determine which report is appropriate, and for more information.
Contact the Department of Civil Rights if an employee has been harassed at work.
Hiring & Onboarding
Equitable Hiring Practices
- 2015 City of Madison Placement Goals
- Hiring Examination/Interview Panels and Hiring-Red Flag Procedures
- Equitable Hiring Tool
- A Manager's Guide to Interviews and Background Checks
New Employee Onboarding
- Checklist for Supervisors
- Onboarding Resources for New Employees
- Hourly & Seasonal Employee Orientation
- Authorization to Hire Above Step 1 - Non-Represented Employees
- Employment Screening Authorization Form - see APM 2-25
- Employee Onboarding Report
- I-9 Package
- IT Requests
Authorized contacts may submit information changes for new & transfer employees, network permissions, employee name changes, and employee termination.
- Personnel Action Form
- Reference Check Form
- Request to Fill Vacancy
- Volunteer Application - see APM 2-44
Payroll Clerk Resources
Our Mission & Vision
The City of Madison, through the efforts of dedicated employees and elected officials, will deliver the highest quality services and provide a fair and orderly system of governance for our citizens and visitors.
- Put our customers as the focus of everything we do.
- Educate first, regulate when necessary.
- Support and inspire each other.
- Continuously improve the City’s services.
The vision for the City of Madison is to be a safe and healthy place to live, work, learn and play. Madison will be a place where:
- Diversity is valued.
- Freedom of expression is encouraged and protected.
- Everyone has the opportunity to realize their full potential.
- The beauty of the urban environment and natural environment is preserved.