Policy 11-1 PROMOTION SYSTEM FOR SWORN OFFICERS


Prior to the adoption of 11-1 on 12/30/1999, Policy 11-1 read as follows.

ADMINISTRATIVE POLICY NO. 11 - 1

                                        DATE: January 1, 2000
DISTRIBUTION:    All Departments

SUBJECT:        Promotion Policy for Sworn Police Department Personnel

BACKGROUND:    A promotion policy for uniformed officers of the Lawton Police Department, who are         qualified by meeting certain minimum standards has been in effect since December 20,     1988. The policy needs revision. The changes will ensure a fair and equitable promotion     policy.

PURPOSE
The purpose of this policy is to establish procedures for use by the Police Department in determining eligibility and selection of sworn members of the Lawton Police Department for promotion. The policy establishes criteria and procedures for promotion to Lieutenant and Captain and provides that the City Manager, in conjunction with the Police Chief, will establish promotion criteria for ranks higher than Captain.

PROCEDURE

A.    GENERAL

1.    These procedures are for use by the Lawton Police Department in determining eligibility of sworn members of the Police Department for promotional consideration and promotion. In general, these procedures involve selecting persons qualified to enter the promotional process. This qualification is attained by meeting certain minimum standards as outlined in detail in this policy. Generally these standards are:

a.    Meeting a specified minimum time in grade in the present classification; and

b.    Successfully accomplishing all assigned training requirements for the next higher qualification; and

c.    Possessing minimum personal health and physical standards.

2.    All persons who meet the minimum qualifications shall be eligible to enter the promotional process. Those remaining unpromoted shall be eligible to re-enter the promotional process each time a new list is established. It will not be mandatory for any individual to enter the promotional process except when less than three (3) individuals (i.e., two (2) or less) enter by personal decision. In the event that less than three(3)individuals  enter, then additional individuals will be required to enter until at least three (3) eligible persons are available and competing for each position which is to be filled. Eligible individuals will be required to enter by length of time in their present grade with the most senior being chosen first for the inclusion into the process.

3.    With the exception of the promotion process to Deputy Chief, the complete promotion process including the required written examinations will commence during the same monthly time period each year so that a new eligibility list will be available and in effect on the date that the previous year's eligibility list expires. The promotional process to Deputy Chief will occur when a Deputy Chief’s vacancy occurs.

B.    PREREQUISITES FOR ENTRY INTO THE PROMOTIONAL PROCESS

All sworn police personnel who meet the following minimum requisites shall be eligible to enter into the promotional process:

1.    Accrued a prerequisite time in the classification to which they are currently assigned as outlined hereinafter for entry into the promotional process. If an individual, for whatever reason, has terminated employment with the City of Lawton, that person will be required to re-enter the system as a Police Officer, thereafter competing for promotion to the next higher rank without consideration of prior service or time with the City of Lawton.

2.    Each person in a classification to which this promotional process applies must have completed the established training program for the next higher classification prior to the date of any written examination in which they are to participate and be so certified by the appropriate training officer. Failure to receive this certification will automatically deny entry into the promotional system and the taking of the written examination even though their time in grade for competition may be met within the next twelve (12) months as herein described.

C.    PREREQUISITES FOR EACH RANK CLASSIFICATION

All sworn persons within the City of Lawton Police Department who enter into the promotional process, must accrue all the following minimum requisites in classification presently assigned as indicated below:

1.    Promotion to The Classification of Lieutenant

a.    Hold Master Officer designation prior to the date the new eligibility list is established.
b.    Received no disciplinary action more severe than a written reprimand within the twelve (12) months immediately preceding the date of the written promotional examination.
c.    Maintenance of an overall rating of standard or above employee performance evaluation for the last twelve (12) months immediately preceding the date of the written promotional examination.
d.    The eligibility list established by this procedure will be used through February. A new eligibility list will be established on March 1, of each succeeding year.

2.    Promotion to The Classification of Captain

a.    A minimum of two (2) years of acceptable service as a Lieutenant with the Lawton Police Department prior to the date the new eligibility list is established.
b.    Received no disciplinary action more severe than a written reprimand within the twelve (12) months immediately preceding the date of the written promotional examination.
c.    Maintenance of an overall rating of standard or above employee performance evaluation for the last twelve (12) months immediately preceding the date of the written promotional examination.
d.    The eligibility list established by this procedure will be used through March. A new eligibility list will be established on April 1, of each succeeding year.

    3.    Promotion to the Classification of Deputy Chief -  Criteria will be determined by the     Chief of Police and the City Manager.

4.    Promotion to The Classification of Police Chief -      Criteria will be determined by the City Manager.

D.    SEQUENCE OF EVENTS FOR ESTABLISHING THE ELIGIBILITY LIST FOR PROMOTION TO LIEUTENANT AND/OR CAPTAIN

1.    The Chief of Police will determine those eligible to compete for vacancies based on the criteria established in this policy. Said names will be posted on all employee bulletin boards including the details of the written promotional test such as date, time and location of the examination, the general subject matter and the location of reference materials.

2.    An Oral Interview Board will be held.

a.    The oral interview shall be administered by the  Human Resources Director or a designee.
b.    The Oral Interview Board will be composed of two (2)Captains designated by the Chief of Police, three (3)officers of the same rank for which officers are competing (i.e., three (3)Lieutenants for a Lieutenant's promotional examination, etc.).

(1).    Those interview board members not designated by the Chief of Police will be selected by random drawing from all remaining members of that respective rank.
(2).    The senior ranking member shall serve as the chairman of the Oral Interview Board. The Oral Interview Board shall examine each promotional applicant for at least fifteen (15) minutes and not more than thirty (30) minutes.

c.    Each oral interview member shall rate each promotional applicant appearing before it on a 0-100 scale utilizing the oral examination appraisal worksheet (Form AS-209); However, the applicant's lowest and highest rating will be discarded. The applicant's rating will be the average of the remaining three (3) oral interview board members' rating.

d.    Each oral interview board member shall rate each promotional applicant appearing before it on the following categories:

(1).    Work experience
(2).    Educational experience
(3).    Qualities related to the position
(4).    Personal characteristics
(5).    Interview presentation

e.    Interview questions will include but will not be limited to departmental policies, procedures, directives, rules, regulations, legal matters, human relations, and supervision.

f.    The Human Resources Director, or designee shall notify orally, each applicant of their oral interview score immediately following the applicant's oral interview.

3.    A written examination will be conducted annually for promotion to Lieutenant and Captain. The test will be prepared by the Chief of Police or a designated representative. Each test will be administered by the Human Resources Director or a designated representative.

4.    An eligibility list will be determined by the numerical average of the written examination score and the oral interview score. The promotional eligibility list according to numerical average will be prepared by the Human Resources Director or designee. Each officer completing the promotional process will be advised of their individual score by the Human Resources Department after the list is established.

5.    As vacancies occur throughout the year, and upon request of the Chief of Police, the Human Resources Director will refer a specific number of officers from the top of the eligibility list for evaluation, without reference to individual scores.

a.    When a vacancy occurs in the rank of Captain, the list referred for evaluation will be an alphabetical list of four (4) Lieutenants from the top of the eligibility list.
b.    When a vacancy occurs in the rank of Lieutenants, the list referred for evaluation will be an alphabetical list of five (5) Master Officers from the top of the eligibility list.
3.    The alphabetical lists can contain additional names, but only in the event that two or more officers have tie scores at the fourth or fifth position respectively.

6.    The Chief of Police and Deputy Chiefs will meet and evaluate each individual referred.

a.    This evaluation will be completed each time a vacancy occurs, thereby causing a reevaluation of individuals not promoted to the first vacancy each year.
b.    Evaluation will be made utilizing the following major areas of concern:

(1).    Leadership -
Factors to be considered:
Cooperation
Loyalty and integrity
Organization and planning
Initiative
Attitude toward others
Use and delegation of authority
Judgment
Personal effectiveness
Persuasiveness
Training and utilization of subordinates
(2).    Personal Aggressiveness -
Factors to be considered:
Enthusiasm
Creativity
Sustained effort
Assumption of responsibility
Initiative
Self development
Personal appearance
Community program participation
(3).    Health and Physical Fitness -
Factors to be considered:
Ability to physically perform all functions of the job
Frequency    of on-the-job accidents
Physical condition (i.e., overweight, heart problems, etc.)
Sick leave activity
Physical activity
(4).    Qualifications on Job Performance -
Factors to be considered:
Volume of work
Quality of work
Ability to understand instructions
Work habits
Attitude and loyalty toward the Department
Judgment and ability to appraise situations
Attendance and punctuality
Job knowledge
Self reliance
Safety practice
Ability to plan, organize, schedule and complete
(5).    Other areas to be considered during the evaluation include but are not limited to:
(a).    Level of effort in job performance
(b).    Firearms qualification
(c).    Quality of reports or written material
                    (d).     In-service training effort
(e).     Formal education
        (f). Performance evaluations, commendations or awards on file.

        7.    The Chief of Police  will recommend in writing the promotion  of one competing individual to the City Manager based on the  overall promotion  process.  The correspondence will include  justification to support the recommendation.

        8.    The City  Manager  is  the final authority for selection and  promotion.

RESCISSION:    This policy  is effective January 1, 2000, and will remain in  effect until rescinded.  This policy supersedes Administrative Policy 11-1 dated November 19, 1990.

RESPONSIBLE
DEPARTMENT:    Police Department





Bill Baker
City Manager
December 30, 1999