I. The filling of a position shall be accomplished
in an orderly, efficient, and expeditious manner.
It shall be based on a general system of merit,
efficiency, and fitness in accordance with the city
charter, civil service rules, and applicable state laws.
II. Consideration will be given to the recommendation
of the element commander, provided such recommendation
does not abrogate contractual provisions and/or civil
service rules and regulations.
EXCEPTION
This directive shall not apply to those civilian
positions that have been granted “blanket approval
to fill” by the mayor, managing director, or
director of the Department of Human Resources (DHR).
JUSTIFICATION TO FILL VACANT POSITION
A. Responsibilities
1. Each element commander shall be responsible
for justifying a request to fill a vacant
position within his or her area of command upon
being notified of an impending vacancy.
The justification should be submitted via a To/From
report (indicating the position number and class
title of the vacancy) to the Human Resources Division (HRD) commander.
2. The HRD shall coordinate and submit the
element commander’s justification to fill
the vacancy to the Department of Budget and
Fiscal Services (BFS).
B. Justification Guidelines
The following factors shall be included in the
justification to fill the vacant position:
1. What This Position is Expected to Accomplish
Briefly describe the duties and responsibilities of the position.
2. Number of Identical or Similar Positions in This Activity
List the class title and number of positions that
perform similar or identical work in this activity.
Include temporary positions, if applicable.
3. Workload Data
Provide quantifiable data that shows the amount
of work that needs to be done. Indicate the
trend of the workload (increasing, decreasing,
or stable). Indicate the reasons for the workload problem.
4. Alternatives
Indicate what alternatives have been considered and why they are inappropriate.
5. Impact on Mission Accomplishment
Indicate the impact on the program if this position is not filled.
6. Other Pertinent Factors
Include other information that will support this request.
C. Approval to Fill
The vacant position will not be filled unless
approved by the directors of the Department of
Budget and Fiscal Services and the DHR.
PROCEDURE TO FILL THE POSITION
A. When notified of an impending vacancy, the
element commander should consider the following
course of action available to fill the position:
1. Transfer: The movement of an employee
from an established position in one class to an
established position in the same class or another
class assigned to the same salary schedule.
2. Selection from civil service eligible list:
A certified listing of persons who have qualified
for appointment to positions in a particular class.
3. Internal departmental competitive promotion:
The promotion of a regular employee, provided the
employee meets the minimum requirements and is
approved by the DHR in accordance with Civil Service Rule 3-14.
4. Voluntary demotion: A demotion requested by
an employee and approved by the director of the
DHR and the appointing authorities.
5. Disability demotion: A demotion resulting
from an employee’s inability to perform the
duties of the employee’s position due to injury,
illness, or disease that was not a result of
willful misconduct on the employee’s part.
B. The element commander should consult with
the bureau chief and the HRD commander or
designee prior to recommending official action
to fill the position. The Chief of Police or
designee is the final authority for approving
departmental personnel actions.
C. Each element commander should be cognizant
of the general policy that an intradepartmental
transfer or promotion would be the most desirable
procedure because it serves to recognize the
performance of the employee and the merit principle.
D. If promotion is the procedure recommended,
the following factors shall be considered:
1. The civil service eligible list;
2. A qualified service-injured person available
in the department or on the civil service priority placement list; and
3. An internal, departmental competitive promotion
if all of the following conditions have been met:
a. There is no civil service intradepartmental
promotional list or there are fewer than five
available eligibles on the intradepartmental
promotional list certifiable to fill the vacancy.
b. The HRD has announced and circulated for
general dissemination within the department
a notice of vacancy and has provided at least
ten calendar days for interested and qualified
employees to file for the vacant position.
(1) The element commander has posted the vacancy
notice on the bulletin board or other conspicuous
place within the work area.
(2) The element commander was given a listing
of all interested and qualified applicants,
provided the applicant with the opportunity
for a selection interview, and conducted the
interview of all applicants with the assistance
of the HRD.
c. The element commander should be aware that
the director of the DHR may schedule a civil
service examination if there are six or more
interested and qualified applicants.
d. In exceptional cases, as determined by the
director of the DHR, a promotion that deviates
from the above standards may be justified and
permitted only when circumstances clearly
indicate that it is for the good of the service.
E. The HRD will notify the element commander
of the approved action and its effective date.
1. If the approved action is an intradivisional
movement, the element commander will notify the employee.
2. If the approved action is an interdivisional
movement, the element commander will be informed.
The commander of the area being vacated will notify the employee.
3. If the approved action is the appointment
of a new employee, the HRD will make the notification.