Policy 11-1 PROMOTION SYSTEM FOR SWORN OFFICERS

Policy 11-1    PROMOTION SYSTEM FOR SWORN OFFICERS

ADMINISTRATIVE POLICY NO. 11 - 1

                        DATE: January 24, 2008

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.    A minimum of two (2) years of acceptable service holding a Master Officer designation prior to the date the new eligibility list is established. An officer who has not reached the two (2) years of acceptable service, but will reach the two (2) years of acceptable service prior to the next testing cycle will be allowed to participate in the promotional testing process. An officer will not be placed on the eligibility list until they have reached the date achieving two (2) years of acceptable service holding the Master Officer designation.  After reaching the two (2) years of acceptable service the Master Officer will be placed on the eligibility list according to their score ranking.
b.    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. A Lieutenant who has not reached the two (2) years of acceptable service, but will reach the two (2) years of acceptable service prior to the next testing cycle will be allowed to participate in the promotional testing process.  A Lieutenant will not be placed on the eligibility list until they have reached the date achieving two (2) years of acceptable service holding the rank of Lieutenant. After reaching the two (2) years of acceptable service the Lieutenant will be placed on the eligibility list according to their score ranking.

b.    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.
c.    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. A persons ranking on the eligibility list may change as Master Officers or Lieutenants reach the two (2) years of acceptable service as established in section C-1/C-2 of this policy and are added to the list.  Each officer completing the promotional process will be advised of their individual score by the Human Resources Department after the list is established.

    a.    Any sworn personnel who are on the eligibility list who receive any disciplinary action greater than a written reprimand shall become ineligible for promotion and shall be removed from the eligibility list.  The officer/Lieutenant would be ineligible for promotion for one (1) year from the effective date of the discipline. The officer/Lieutenant would be eligible to participate in the next promotional examination process, however they would not become eligible for promotion until the one (1) year date from the effective date of the discipline.  After the one (1) year date has been accomplished the officer/Lieutenant would then be placed on the eligibility list according to their score ranking.

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 including oral ratings and summaries for each officer, but without reference to individual written test scores.

a.    When a vacancy occurs in the rank of Captain, the list referred for evaluation will be an alphabetical list of five (5) Lieutenants from the top of the eligibility list. The date for which Lieutenants are eligible will be based on the date that the vacancy occurred.  For example if a vacancy occurs on April 10 th, 2008, only those Lieutenants that were on the eligibility list on April 10th, 2008 will be considered for the promotion.  Even though the promotion may not be made or effective until after a Lieutenant will reach the two (2) years of acceptable service and become eligible to be placed on the eligibility list according to section C-2 of this policy.

b.    When a vacancy occurs in the rank of Lieutenants, the list referred for evaluation will be an alphabetical list of seven (7) Master Officers from the top of the eligibility list.
The date for which Master Officers are eligible will be the based on date that the vacancy occurred.  For example if a vacancy occurs on April 10 th, 2008, only those Master Officers that were on the eligibility list on April 10th, 2008 will be considered for the promotion.  Even though the promotion may not be made or effective until after a Master Officer will reach the two (2) years of acceptable service and become eligible to be placed on the eligibility list according to section C-1 of this policy.

c.    The alphabetical lists can contain additional names, but only in the event that two or more officers have tie scores at the fifth or seventh 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.  The Chief may obtain input from existing Captains for Captain candidates and existing Captains and Lieutenants for Lieutenant candidates based on working knowledge of each candidate using the major areas of concern identified in subsection 6.b.



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.
        (g).    Resume

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 22, 2008, and will remain in effect until rescinded.  This policy supersedes Administrative Policy 11-1 dated June 15, 2006.

RESPONSIBLE
DEPARTMENT:    Police Department



______________________________________
Larry Mitchell
City Manager
January 24, 2008 CANDIDATE RATING SHEET

Candidate Name:    ______________________________

Position Being Considered:    ______________________________


Name:    ______________________________

Rank:    ______________________________

Division:    ______________________________


INSTRUCTIONS:

Please follow these instructions when evaluating the candidate(s) being considered for the above referenced position.  1.) Only complete an evaluation form for individual(s) that you have directly Supervised or had direct interaction.  If you have not Supervised or had direct interaction please indicate such on Question 1 and return form to the Chief.  2.) Please be as complete and accurate as possible in your evaluation.  3.) If you need additional space please use a separate piece of paper and attached to the form.

Question

1.) Have you Supervised or had direct interaction with the candidate?   YES ______    NO ______

2.) Dates you Supervised or had direct interaction with Candidate ______________  to ____________

Rate the candidate on the following Factors.

1.) Leadership - Factors to be considered: Cooperation, Loyalty, 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 – Factors to be considered: Ability to physically perform all functions of the job, Frequency of on-the-job-accidents, Physical condition (i.e. over weight, 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 Assignments.

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

5.) Other areas to be considered  - Level of Effort in Job Performance, Firearms qualification, Quality of Reports or Written Material, In-service Training Effort, Formal Education, Performance Evaluations, Commendations or Awards on File, Resume.

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________


(11-1, Amended, 01/22/2008, Prior Text; 11-1, Amended, 06/15/2006, Prior Text; 11-1, Amended, 12/30/1999, Prior Text)