POLICIES & PROCEDURES

This section provides an overview of the guidelines, rules, and protocols that govern our workplace environment and ensure its smooth operation. By familiarizing yourself with this section, you will gain a clear understanding of our organization's values, expectations, and the steps to follow in various situations, fostering a positive and cohesive work culture.

Employment At-Will

Employment at the City of Boston is on an at-will basis, unless otherwise stated in an applicable collective bargaining agreement or in an individual employment agreement. This means that either the employee or the City may terminate the employment relationship at any time, for any reason, with or without notice.

Nothing in this employee handbook creates or is intended to create an employment agreement, express or implied. Nothing contained in this, or any other document provided to the employee is intended to be, nor should it be, construed as a contract that employment or any benefit will be continued for any period of time. 


Probationary Period

All employees must complete a six (6)-month probationary period during which you and your manager can determine whether the City is a good fit for you, and vice versa. Your manager will work with you to evaluate your performance throughout the six months and provide the tools and guidance to maintain or improve your performance. 

You will accrue paid leave time during your probationary period, but you will be unable to use vacation or personal leave until your probationary period is over. 

Non-union employees are eligible to use bereavement leave (pursuant to the Bereavement Leave Policy) and will begin accruing sick time upon hire. Accrued sick time can be accessed as soon as your Employee Self-Service (ESS) account has an available balance. Please note that any paid or unpaid time off during the first six (6) months of service, including as little as one (1) hour), extends the probationary period by that amount of time.

If you have any questions about your probationary period or PTO, please speak with your Department HR Manager/Personnel Officer. 

Attendance

You are expected to be present and ready to work at the start of your work shift, unless you have been excused from work consistent with City policy or the applicable collective bargaining agreement. 

Hours of work are determined according to operational needs. For most positions, the work day is seven (7) hours of work and one (1) hour for lunch, which is unpaid. Employees also receive two fifteen-minute breaks per day. Lunch and break schedules are determined by your manager/supervisor. Under certain circumstances, you may be approved for a schedule that is different from your department’s standard hours of work. 

DOCUMENTING HOURS WORKED

Employees must document the actual time they started and finished work on their timesheet or other timekeeping system used by their department. Falsifying any information on your timesheet is strictly prohibited. 

Please see your department’s HR Manager/Personnel Officer for specific instructions for completing your timesheets, and review the City’s Attendance Policy (right) for a comprehensive explanation.


POLICY DOCUMENT

attendance_policy.pdf

Hybrid Work 

At the City of Boston, eligible employees may be approved to work a designated, regular schedule that incorporates at least three days per week onsite and up to two days per week at an approved, remote work location. 

In order to be approved for hybrid work, you must be a regular, full-time, benefits-eligible employee, and your role must be deemed eligible for hybrid work by your department. Departments have the discretion to deny, modify, or revoke hybrid work schedules according to operational needs and/or individual performance. 

If you are a new employee, your department may or may not allow you to work a hybrid schedule during your 6-month probationary period. Your department will tell you if and when you are eligible for a hybrid work schedule.

The City of Boston's Hybrid Work Policy (right) outlines in detail where, when, and how eligible employees in positions approved for a hybrid schedule can participate in hybrid work.


POLICY DOCUMENT

Hybrid Work Policy FINALIZED 4.10.23 (1).pdf

Employee Identification Badges

All employees are issued City of Boston identification badges to verify employment. Security measures require the general public to pass through a metal detector to enter City Hall - if you work in City Hall, your employee ID badge will allow you to access the building directly if you enter on the 2nd or 3rd floors. Employees who work in other buildings, however, will need to pass through the security checkpoints when entering City Hall.

ID badges are distributed by the Office of Property Management, located at City Hall in Room 801. Your department should arrange for you to have your ID photo taken and badge printed upon your employment. See your department’s HR Manager/Personnel Officer if you need assistance obtaining your employee ID badge or getting it reprinted.


Dress Code

The City of Boston requires that employees maintain a neat and business-like appearance during work hours. Certain employees are required to wear uniforms while on duty. All employees are expected to dress in an appropriate manner consistent with the mission of their respective departments.

The City of Boston serves a very diverse population: people of all cultural and educational backgrounds, all ages and all walks of life. With respect to the dress code for City workers, employees of all identities and backgrounds should feel comfortable, respected, and accepted when adhering to it. To maintain inclusivity, dress code rules should be applied consistently, and no one employee should face different consequences based on their identity or background.

Use Of City-Issued Technology, Devices, And Equipment

EMAIL AND INTERNET USE

The City makes email and the internet available to employees for official City of Boston business purposes only. 

There is no such thing as privacy in email and internet use. Employee email messages and browser history, even when deleted, are stored on a back-up tape. The City monitors the sites visited by employees and keeps an electronic record of this information.

Email or internet abuse is taken very seriously. With respect to both email and internet sites, inappropriate, sexually explicit, or otherwise potentially offensive materials will subject the employee to discipline, up to and including termination.

PHONES 

City of Boston-issued telephones, cellular phones, and mobile devices are to be used for City of Boston business only. Personal cell phone use should be limited during work hours, except in the case of an emergency. 

OFFICE SUPPLIES AND EQUIPMENT

All City of Boston office equipment and supplies, including but not limited to stationery, copy machines, computers, and software applications are to be used for business reasons only. 

VEHICLES

Under certain circumstances, the City may provide employees use of a City vehicle for work-related reasons. If you are granted use of a City vehicle, you must sign a Vehicle Liability Form and provide a copy of your valid Massachusetts driver's license. Employees must follow all applicable local, state, and federal laws while operating a City vehicle, including wearing a seat belt. 


Public Records  

City employees should know that the federal Freedom of Information Act (FOIA) and the Massachusetts Public Records Law allow members of the public to request access to certain documents and records held by the government, including business communications.

Members of the public can ask for records, emails, letters, memos, and other documents that pertain to city business. This means any communication related to official city work might be subject to public records requests. Every government record in Massachusetts is presumed to be public unless it may be withheld under a specifically stated exemption.

As a City employee, you should be aware of the rules and procedures for handling FOIA requests and ensure that you are careful with their official communications to maintain transparency and compliance with the law. To learn more, review the Guide to the Massachusetts Records Law (right).

Guide to the Massachusetts Records Law.pdf

QUESTIONS?

If you have any questions about how records are preserved, or if you have a question about a public records request, reach out to the Law Department:


LAW DEPARTMENT

Location: City Hall, Room 615

Email: law@boston.gov | Phone: 617-635-4034

Office hours: Monday through Friday, 9 a.m. - 5 p.m. 

Prohibited Behaviors

The unlawful use, possession, purchase, sale, or distribution of or being under the influence of any illegal drug or controlled substance while on City property or while performing services for the City is strictly prohibited. The City also prohibits reporting to work or performing services under the influence of alcohol or consuming alcohol while on duty or during work hours. 

In addition, the City prohibits off-premises abuse of alcohol and controlled substances, as well as the possession, use, or sale of illegal drugs, when these activities adversely affect job performance, job safety, or the City's reputation in the community. Employees may not carry guns, knives or other weapons in the workplace. The City of Boston has zero tolerance for violence in the workplace, whether physical or verbal assaults or threats. 

Violations of the above work rules can subject the employee to disciplinary action  including termination. Engaging in any of the above activities could result in loss of employment for the employee.


Ethical Conduct 

The City has high standards of ethics and conduct for its employees. Employees are  expected to carry out their obligations fairly and honestly. City employees must never accept money or other forms of compensation given with the intent to influence your official actions or duties. 

Additionally, City employees cannot have other employment that is incompatible with their City position. Review the Summary of the Conflict of Interest Law for Municipal Employees (right) for a comprehensive explanation of how this law applies to you. 

State law requires all City employees to complete the State Ethics Commission Online Training on a recurring basis. 

Summary of the Conflict of Interest Law for Municipal Employees.revised.2016-11-14.final_1 (1).pdf

QUESTIONS?

QUESTIONS?

For questions about this or any other ethical question on the job, contact the Law Department:


LAW DEPARTMENT

Location: City Hall, Room 615

Email: law@boston.gov | Phone: 617-635-4034

Office hours: Monday through Friday, 9 a.m. - 5 p.m. 

Diversity, Equity, And Inclusion

The City of Boston is committed to creating an environment in which each employee feels respected, valued, and appreciated for their own individuality and diverse viewpoints. In turn, we expect our employees to uphold the highest level of integrity through open, honest and ethical behavior. We will not tolerate disrespectful conduct, harassment of any kind, and will not discriminate.

You can access the full Diversity Statement (right) on Beacon as well as FAQs and guidance related to matters of harassment, discrimination, equity, and inclusion. For more information about the City’s efforts to, please visit our Diversity page and learn more about the City of Boston’s Equity and Inclusion Cabinet.

AMERICANS WITH DISABILITIES ACT

Employees with disabilities are protected against discrimination at work under the Americans with Disabilities Act (ADA), and may be entitled to reasonable accommodation to perform their work. 

COB Diversity Statement.pdf

Harassment-Free Workplace

The City affirms its commitment to ensuring an equitable, welcoming, and inclusive work environment that reflects the diversity of the City's residents. The City expects all of its employees to treat their fellow employees and members of the public in a professional manner, with respect and dignity.

Employees have the right to work in a respectful workplace free from discrimination or harassment based on age, ancestry, arrest record, citizenship, color, creed, disability, gender, gender identity, genetic information, marital status, national origin, natural or protective hairstyle, parental status, race, religion, sex, sexual orientation, union status, veteran status, or any other characteristic protected by City ordinance, state law, or federal law. Employees also have the right to work in a workplace free from retaliation for engaging in protected activity.

GUIDANCE

The Respectful Workplace Guide (right) is intended to help you understand City policy, procedures, and guidelines on what constitutes appropriate and prohibited inappropriate behavior in the workplace. Our policy aims to create an inclusive, welcoming environment and workplace culture and to prevent and stop inappropriate conduct before it rises to the level of harassment, discrimination, or retaliation. 

The guide outlines how to recognize inappropriate conduct, discrimination, harassment, or retaliation and what to do if you feel you are the recipient of unwelcome behavior. It also offers suggestions to help you promote respectful treatment among people who work together.

Respectful Workplace Guide.pdf

QUESTIONS OR CONCERNS?

For a question or concern about discrimination or harassment in the workplace, you have the right to bring the matter to:

If you do not wish to speak with your supervisor about your concerns for any reason, you may speak with another manager in your department, including the department head or cabinet chief. You may also contact the Office of Human Resources. 

 In place of, or in addition to, the above options, you may contact:

Disciplinary Process

It is the responsibility of all City of Boston employees to observe the policies, rules and regulations of the City. Violations of these standards, as well as non-performance of duties, may lead to disciplinary action up to and including termination of employment. 

Disciplinary action can occur at any time during the employment process in response to inappropriate off-duty or on-duty employee behavior, excessive absenteeism, violation of work rules and regulations, and/or poor job performance. 

In some cases, the City may administer discipline in accordance with progressive discipline. Progressive discipline provides for increasingly serious disciplinary measures. However, the severity of  any disciplinary action is dependent upon the nature of the offense. In some situations, employee behavior is so serious that immediate termination is warranted. If the City's investigation of the situation reveals that the employee committed what it determines to be a serious offense, then termination without progressive discipline may be appropriate. 

It should be clear that the City does not intend to guarantee at-will employees the right to progressive discipline. At will employees may be disciplined or terminated at any time, for any reason, with or without cause. 

The progressive disciplinary process may include: 

Employees should be aware that disciplinary letters, starting with written warnings, are placed in employee personnel files, and become a part of their employment history.