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R-95-03-23-10F - 3/23/19953.08.002 ASSIGNMENT AREAS KS /RESOLLTTION RS50323F RESOLUTION NO. /`_ WHEREAS, by Resolution No. 1255R, the City Council has previously adopted the Police Policy and Procedures Manual ( "Manual "); and WHEREAS, the Council desires to amend said Manual with provisions related to specialized assignments, lateral transfers, and promotions; Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That section 3.08 of the Manual is hereby amended to read as follows: 3.08 ASSIGNMENT OF PERSONNEL Effective Date: The administration desires that personnel be assigned in a manner which will best accomplish necessary work, will provide the training on the job that is required to develop needed knowledge and skills, and will reasonably accommodate the needs of personnel. AFFECTS: All Personnel and Reserves PROCEDURES 3.08.001 RESPONSIBILITY FOR ASSIGNMENTS A. The Chief of Police makes or designates others to be responsible for making assignments of personnel. A. There are two (2) major assignment areas: law enforcement and support services. The following assignments are included in the law enforcement area: 1. Patrol 2. Criminal Investigations 3. Youth Services 4. Training 5. Administration The above positions are considered law enforcement functions. All other personnel whether or not licensed as Peace Officers are in support or staff functions. B. The following are the minimum qualifications for appointment into an entry level police officer position: 1. Must possess a valid driver's license and maintain a safe driving record, in accordance with City of Round Rock Personnel Policies and Procedures. 2. Must possess a high school diploma or equivalent. 3. Must be a certified peace officer according to T.C.L.E.O.S.E. standards. 4. Must pass the standard RRPD Police Officer's Examination with a score of 75 or higher. 5. Must pass the RRPD Physical Agility Test. 6. Must pass a comprehensive background investigation. C. The following assignments are included in the support services area: 1. Communications 2. Records 3. Animal Control D The following are the minimum qualifications for appointment into an entry level support services position: 1. Animal Control a. Must possess a valid driver's license and maintain a safe driving record, in accordance with City of Round Rock Personnel Policy and Procedures. b. Must possess a high school diploma or equivalent. c. Must pass a standardized employment exam with a score of 75 or higher. d. Must pass the Round Rock Police Department's Physical Agility Test. 2 3.08.003 INITIAL ASSIGNMENT 3.08.004 REASSIGNMENT e. Must pass a comprehensive background investigation. 2. Dispatcher /Clerk /Secretary a. Must possess a high school diploma or equivalent b. Must pass a standard typing test. c. Must have a working knowledge of computers /CRT's. d. Must pass a standardized employment exam with a score of 75 or higher. e. Must pass a comprehensive background investigation. A. Initial entry into a law enforcement area is into a Patrol Division assignment as an introductory period officer for a period of six (6) months. Exceptions to the initial assignment described may occur when the Chief of Police determines a higher position cannot be adequately filled from among existing personnel. B. Initial entry into a support services area is into an introductory period status for a period of six (6) months. During that time, training is conducted as necessary to facilitate the employees transition into the specific job category. Exceptions to the initial assignment in the support services may occur when the Chief of Police determines that a higher position cannot be adequately filled from among existing personnel. A. Intra - divisional reassignments are made within all areas and divisions including support services areas whenever personnel changes or problems necessitate such changes. All intra - divisional reassignments are made by the Division head with the approval of the Chief of Police or the Assistant Chief of Police. Reassignments are not punitive in nature and are made with the best interest of the Department and its personnel in mind. Personnel reassigned within their division are not placed in an introductory period status unless the reassignment involves a promotion or disciplinary action. 3. B. A Lateral Transfer is the movement of an employee between positions in the same pay range within the department. Lateral transfers may be made between divisions within the department if a vacant position is available, the employee is not subject to pending disciplinary action, and the employee can perform the essential functions of the job, with or without reasonable accommodation. An employee who is laterally transferred is subject to the six (6) month introductory period. Note: Reassignment of personnel within a division is at the discretion of the immediate supervisor, the division head, and the Chief of Police and is not considered a lateral transfer, and therefore is not subject to this policy. 1. Lateral Transfer Procedures: 3.08.005 MEDICAL REASSIGNMENT a. When any position above the introductory level becomes vacant it will be posted for lateral transfer in designated areas of the police department of a period of ten (10) calendar days. b. Qualified employees must submit their application for lateral transfer through their respective division head. The application will then be forwarded to the appropriate division head for consideration. c. Selection will be made by a board consisting of the Chief of Police, the Assistant Chief of Police, and the four (4) division heads or their designee(s). d. Any position, which is unable to be filled through lateral transfer, will be filled from the current eligibility list for that pay range. (See Promotions) A. Illness or injury that results in the employee being placed on restricted duty by a medical doctor can result in the employee being transferred to another division or to another job within his /her division for the duration of the restricted duty. The decision to transfer an employee on restricted duty to another division or to another job within his /her division is made by the employee's division head, the division head in charge of the division the transfer is proposed for, and the Assistant Chief of Police. Employees placed on any type of restricted duty for medical reasons are returned to full duty only upon written medical release from the treating physician. 4. 3.08 006 ASSIGNMENT TO SPECIALIZED DETAIL(S) A. Certain areas of the department are considered to be a specialized assignment. These areas include, but are not limited to, Special Missions Team, Field Training Officer, Traffic Enforcement, K -9, Intoxilyzer Operator, and Gang Response Intervention Program. While these assignments do not constitute a change in the employee's primary duty assignment, they do require an additional level of responsibility and an increased amount of duties. The following procedures govern the assignment into a specialized detail: 1. When a vacancy occurs in an area of special assignment, the position will be posted in designated areas of the department for a period of ten (10) calendar days. 3.08.007 MEDICAL REVIEW A. Personnel may be required to undergo medical examination by a physician chosen by the department. All medical examinations are ordered under current provisions of the City Policy and State law. 3.08.008 PROMOTIONS 2. Interested parties must submit their request for assignment to the specialized detail through their respective division head. With the division head's approval, the request will then be forwarded to the coordinator for that specialized detail. 3. Selection for assignment will rest with the detail coordinator, in accordance with the criteria set for the specialized detail. A. A promotion is a change in the duty assignment of an employee which results in advancement to a position in a higher pay range requiring higher qualifications and involving greater responsibilities. Promotions within the department are to a specified rank (e.g. Corporal, Sergeant, etc.) and upon promotion the employee must serve an introductory period of six (6) months in the new position. In order to be considered for promotion, employees must meet the minimum qualifications for that position. (See Minimum Qualifications) The following procedures govern the promotional process for the department: 1. On an annual basis, the department will conduct a promotional process for the positions of 5. Corporal /Investigator, Sergeant, and Lieutenant. The department will also conduct a promotional process for the position of Captain as the need arises. 2. Notice will be posted for a period of ten (10) calendar days indicating that the promotional process is to begin. 3. Interested parties must submit their written request for consideration, within the specified period of time, to the Chief of Police or his designee, as indicated on the posted notice. 4. All employees who meet the minimum qualifications for the position to which they have applied will continue on to the first phase of the promotional process. 5. At the completion of all phases of the promotional process a ranked eligibility list will be established and will be in effect through October 1st of the following year. 6. Promotions will be awarded, when available, from the current ranked eligibility list, after all lateral transfers have been completed in accordance_with Section 5.10.02 of the Personnel Policies and Procedures of the City of Round Rock. 7. Employees on the eligibility list have the option of taking the promotion offered or refusing the promotion. If the employee refuses the promotion, the first time, they are moved to the bottom of the eligibility list. If an employee refuses the promotion on a subsequent offering, they are removed from the eligibility list for that year. 8. In the event an eligibility list is exhausted, another promotional process will be conducted and the list will remain in effect for the remainder of that fiscal year. B. The minimum qualifications for promotion to specific ranks have been set as follows: 1. Police Corporal /Investigator a. Two (2) years of law enforcement experience with Round Rock Police Department. b. Must have accumulated forty (40) TCLEOSE points or have four (4) years of total law enforcement experience. 6. c. Must have completed required phases of Quality Management Training as outlined by City Policy. d. Must successfully complete all phases of the promotional process as outlined in department policy. 2. Police Sergeant a. Two (2) years experience as a corporal /investigator with Round Rock Police Department. b. Must have accumulated sixty (60) TCLEOSE points or have six (6) years of total law enforcement experience. c. Must complete forty (40) hours of classroom instruction on Basic Supervision within one year of selection. d. Must successfully complete all phases of the promotional process as outlined in department policy. 3. Police Lieutenant a. Two (2) years of experience as a sergeant with Round Rock Police Department. b. Must have accumulated eighty (80) TCLEOSE points or have eight (8) years of total law enforcement experience. c. Must complete forty (40) hours of classroom instruction on Principles of Management within one year of selection. d. Must successfully complete all phases of the promotional process as outlined in department policy. 4. Police Captain a. Two (2) years experience as a lieutenant with the Round Rock Police Department. b. Ten (10) years of total law enforcement experience. C. In accordance with the above policy and procedures, the following are the specific procedural phases that are used in the promotional process: 7. 1. Phase One(Written Test) a. A standardized written test will be given to all qualified applicants. The test will be of the department's design and content will be appropriate to the promotional level sought. The written test will count as twenty -five (25) percent of the applicants overall score. Prior to beginning the phase one test phase, the Chief of Police will designate a coordinator for the written testing procedure. b. The Coordinator, who must hold equal or higher rank to that of the position being tested, will be responsible for notifying applicants of the testing date, providing a list of study materials no later than thirty (30) days prior to the test date, overseeing the actual testing process, grading the tests, calculating the scores, maintaining all pertinent records regarding the testing procedure in complete and total confidence, and posting an alphabetical list of all applicants who pass the written test. The Coordinator is also one of the three (3) members involved in establishing the eligibility list at the completion of all three phases of the promotional process. The Coordinator is also responsible for maintaining test records for a period of one year from the date that the eligibility list is posted. The specific phase one procedures (in order) are as follows: i. Qualified applicants will be notified, in writing, of the test date, time, and location, and provided a list of study materials no later than thirty (30) days prior to the test date. ii. On the day of the test, applicants will be expected to report to the testing center by the time posted. iii. Testing will be conducted under the supervision of the test Coordinator. iv. At the end of the test period, tests will be collected and graded by the test Coordinator. v. The Coordinator will maintain, in complete confidence, the scores of the written test until all phases of the promotional process are completed. 8. Scores for the written test will only be divulged during the meeting for establishing an eligibility list (See Eligibility List for details). vi. An alphabetical list of applicants who score seventy -five (75) or higher on the written test will be posted within three (3) days of completion of the written test. No scores will be posted. Only those promotional applicants who score a seventy -five (75) or higher will continue to the next phase (Assessment Center) of the testing procedure. 2. Phase Two (Assessment Center) a. An assessment center will be conducted for all applicants who successfully complete the written test with a score of seventy -five (75) or higher. The assessment center will be of the department's design, the assessors will be law enforcement personnel from outside this department, and the exercises will be appropriate to the promotional level sought. The assessment center will count as sixty (60) percent of the applicant's overall score. Prior to beginning the assessment center phase, the Chief of Police will designate a coordinator for the assessment center procedure. b. The Coordinator, who must hold equal or higher rank to that of the position being sought, will be responsible for notifying qualified candidates of the assessment center's date, time, and location, for overseeing the actual assessment center process, for compiling the comments and scores given by the assessors, for maintaining all pertinent records regarding the assessment center in complete confidence, and for posting an alphabetical list of all applicants who pass the assessment center. The assessment center coordinator is one of three (3) members involved in establishing the eligibility list at the completion of all three phases of the promotional process. The Coordinator will also be responsible for maintaining assessment center records for a period of one year from the date that the eligibility list is posted. The specific phase two procedures are as follows: 9. i. Qualified applicants will be notified, in writing, of the assessment center date, time, and location, and will be provided information on the design of the assessment center not later than ten (10) days prior to the assessment center date. ii. On the day of the test, applicants will be expected to report to the assessment center by the time posted. iii. The assessment center will be conducted under the direct supervision of the Coordinator. iv. At the completion of the assessment center process, the assessor's score sheets and comments will be collected for each applicant and compiled by the Coordinator. v. The Coordinator will maintain, in complete confidence, the scores of the assessment center until all phases of the promotional process are completed. Scores for the assessment center will only be divulged during the meeting for establishing an eligibility list. vi. An alphabetical list of applicants who score seventy -five (75) or higher will be posted within three (3) days of the completion of the assessment center. No scores will be posted. Only those applicants who score seventy -five (75) or higher will continue on to the next phase. (Personnel Review Board) 3. Phase Three (Personnel Review Board) a. A personnel review board will be conducted on all applicants who successfully complete the assessment center with a score of seventy -five (75) or higher. The personnel review board will count as fifteen (15) percent of the applicant's overall score. The personnel review board will take into consideration the applicant's personnel file during the past twenty -four (24) months, as assessment of the applicant's skills, the applicant's performance review, the applicant's longevity, overall experience, training, education, and any other issues deemed pertinent to the functions of that promotional level. 10. b. The personnel review board will consist of five (5) of the following: the Chief of Police, the Assistant Chief of Police, the Patrol Division Commander, the Criminal Investigations Division Commander, the Youth Services Division Commander, and the Narcotics Division Commander. No member of the personnel review board may serve as the coordinator for any other phase of the promotional process, unless they disqualify themselves from the personnel review board. c. The Chief of Police or his designee will be responsible for conducting the personnel review board, compiling all comments and scores for each applicant, maintaining all pertinent records regarding the personnel review board in complete confidence, and serving as one of the three (3) members involved in establishing the eligibility list at the completion of all phases of the promotional process. The Chief of Police or his designee will also be responsible for maintaining the personnel review board records for a period of one year from the date the eligibility list is posted. The specific procedures for the personnel review board are as follows: i. A list of qualified applicants who have successfully completed the written test and the assessment center will be presented to the personnel review board. ii. The personnel review board will meet within ten (10) days of being presented the list of qualified applicants. iii. The personnel review board will assign a numerical score to each applicant based on the criteria set forth above. iv. The Chief of Police, or his designee, will maintain in complete confidence, the scores of the personnel review board until such time as a meeting for establishing an eligibility list is conducted. 4. Eligibility List a. An eligibility list is a list of qualified applicants in ranked order after all phases of the promotional process have been completed. The eligibility list will be established by the Eligibility Committee. An 11. eligibility list will be utilized to fill vacant promotional positions after all lateral transfers have been completed. Promotion from the eligibility list must be offered to the first person on the list before proceeding down the list. Employees on the eligibility list have the option of accepting or refusing the promotion offered. Employees realize, however, that the first refusal of an offered promotion places the employee at the bottom of the eligibility list and a subsequent refusal of an offered promotion results in the removal of the employee from the eligibility list for the duration of that list. b. The Eligibility Committee consists of the Coordinator of the Written Test Phase, the Coordinator of the Assessment Center Phase, and one representative from the Personnel Review Board. The following specific procedures govern the establishment of an eligibility list. i. No later than five (5) days after the completion of all phases of the promotional process the Eligibility Committee shall meet. ii. Each representative will produce the scores /results for the process, for each applicant, for which they were responsible. iii. The raw score for each applicant, for each phase, will then be multiplied by the weight given that particular phase and then the weighted scores will be totaled giving an overall score. EXAMPLE PHASE RAW SCORE WEIGHT TOTAL Written Test 100 X .25 25 pts. Assessment Center 100 X .60 = 60 pts. Personnel Review Board 100 X .15 = 15 pts. TOTAL 100 pts. iv Applicants will be placed on the eligibility list according to their overall score. The list will be posted within twenty -four (24) hours of being established. 12. ATTEST: RESOLVED this 23rd day of March, 1995. LAND, City Secretary 13. 0 /'/ CHARLES CUL ER, Mayor City of Round Rock, Texas DATE: March 21, 1995 SUBJECT: City Council Meeting, March 23, 1995 ITEM: 10.F. Consider a resolution amending the Police Department Policy and Procedure Manual concerning assignment to Specialized Details. (withdrawn 3/9/95) STAFF RESOURCE PERSON: Wes Wolff STAFF RECOMMENDATION: The Round Rock Police Department is amending the current Policy and Procedure Manual. We are adding the minimum requirements for each job asssignment such as Police Officer, Animal Control, Records and Dispatchers. The Policy and Procedure also includes lateral transfers, assignment to special details such as K -9 Unit, Special Missions Teams, Field Training Officers and all other special details within the Police Department. Also, the minimum requirements for promotions to all ranks and the procedures used to develop an eligilibility list.