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HomeMy WebLinkAbout2009 Rules & ProceduresReport Room Copy 2009 JEFFERSONVILLE POLICE MERIT COMMISSION RULES AND PROCEDURES RULE & PROCEDURE #1 APPLICANT QUALIFICATIONS PURPOSE: To establish the qualifications necessary for an applicant to be considered for appointment to the Police Department and to establish the procedure for making application. I. APPLICATION A. Application forms for appointment to the Department may be obtained from the Chief of the Department, his/her designee, or -the Commission. Completed applications must be submitted together with any other necessary documents, directly to the Police Department. All information requested in the application must be completed to the best of the applicant's knowledge and belief. Any omission or misrepresentation may render the applicant ineligible for a position with the Department. Completed applications will be accepted during a specified sixty (60) day period of time at the discretion of the Commission. The exact dates for acceptance of applications will be determined and duly publicized by the Commission in order to have a certified applicant eligibility list by January lst of the following year or as soon thereafter as is practical. B. At -its discretion the Commission may decide to receive applications whenever necessary to meet the needs of the Department. The Commission shall take the necessary action to appropriately publicize the dates for acceptance of applications to the news media in order to inform the community. II. QUALIFICATIONS All applicants for appointment or reappointment to the Department must meet the following requirements: A. Must be a citizen of the United States of America and an Indiana resident. B. Must be at least twenty-one (21) years of age, and no more than thirty -six (36) years of age. C. Must submit a completed application to the Jeffersonville Human Resources Department with an authenticated birth certificate or satisfactory evidence of date and place of birth. D- Must not have been convicted of any felony of any kind or misdemeanor JEFFERSONVILLE POLICE MERIT COMMISSION: Page -2 - RULES AND PROCEDURES convictions which show a propensity for violence or to break the law. E. Must be of good moral character. F. Must have a valid driver's license. III. EDUCATIONAL REQUIREMENTS All applicants must be graduates of a duly accredited high school and, at the Commission's request, must supply aschool-certified copy of their transcripts. Applicants having passed a state accredited G.E.D. test and subsequently receiving a diploma from a commissioned high school shall be deemed as having. graduated from a duly commissioned high school. IV. RESIDENCE REQUIREMENT Within ninety (90) days after appointment to the Department, each applicant must either reside within Clark County or an immediate contiguous Indiana county; must have adequate means of transportation to the City; and, must maintain telephone service with the City. RULE AND PROCEDURE #2 SELECTION OF APPLICANTS PURPOSE: To establish the procedure for selection of applicants to be appointed to the Police Department: I. REVIEW OF APPLICATIONS Applications received by the Commission, in accordance with Rule & Procedure #l, shall have a preliminary review to determine that all requirements of said procedure have been satisfied and no apparent disqualifying factors are present. Applicants not meeting the requirements set forth in Rule & Procedure #1 may be immediately disqualified. The remaining applicants will continue through the selection process outlined herein. However, the Commission reserves the right to disqualify an applicant at any point such applicant is determined unsuitable in the screening process. II. BACKGROUND INVESTIGATIONS During the applicant screening process the Commission may make any investigations deemed appropriate in determining the applicants character, personal habits and reputation, as well as mental ability and general fitness of the applicant. Each applicant not rejected in the completed screening process shall be fingerprinted and a personal u JEFFERSONVILLE POLICE MERIT COMMISSION: Page -3 - RULES AND PROCEDURES background investigation shall be conducted as prescribed by the Commission. Fingerprints shall be forwarded to the Federal Bureau of Investigation and the Indiana State Police with subsequent reports being submitted to the Commission or its designee. The Commission reserves the right to make additional background investigations as deemed appropriate to confirm/reconfirm the qualifications of applicants. III. PERSONAL INTERVIEWS After completion of the background investigation, the Commission shall conduct one or more personal interviews which shall be considered as examinations of the applicant's character, personal habits and reputation, as well as the mental ability and general fitness of the applicant. IY. GENERAL APTITUDE TEST Applicants shall be given a test to determine their general aptitude for service as a police officer. V. TESTING ASSISTANCE FOR APPLICANTS The Commission shall make provision for the accommodation of any applicant requiring assistance in the administration of the General Aptitude Test. Applicants requiring such assistance must notify the Commission in writing of such need ten (10) days prior to the testing date. VI. APPLICANT RATING Each applicant shall be rated in each of the areas of examination, as outlined in Sections III and IV, and a composite of the rating shall determine the applicant's overall score. The composite score shall be determined by the following weighted factors: Personal Interview 70% General Aptitude 3 0% Those applicants scoring below seventy percent (70%) on the General Aptitude Test shall be eliminated from further consideration. VII. SPECIAL COMPOSITE SCORE ADJUSTMENTS The following qualifying individuals shall receive composite scores adjusted according to the formulas listed, pursuant to Indiana law: JEFFERSONVILLE POLICE MERIT COMMISSION: Page -4 - RULES AND PROCEDURES Veterans of U.S. Military Service who have been honorably discharged (Composite Score) X 1.030=Adjusted Composite Score Children of police officers or firefighters who died in the line of duty (Composite Score) X 1.015 =Adjusted Composite Score. VIII. APPLICANT ELIGIBILITY LIST A. An Applicant Eligibility List shall reflect the names of the five (5) individuals with the highest composite scores (or adjusted composite scores for qualifying individuals according to section VII above) of the Personal Interview and General Aptitude Test listed from highest to lowest score. This list will be certified by the Commission to the Board of Public Works & Safety and shall remain in effect for a period of not more than two (2) years. However, a new list may not be certified prior to two (2) years if there are any applicants remaining on the old list. Applicants on the list may have their names removed from the list by written request to the Commission. In addition, the Commission may at periodic intervals take appropriate action to determine whether applicants desire to remain on the Applicant Eligibility List. B. Any applicant on the Applicant Eligibility List not selected for appointment may reapply. Upon establishment of a new Applicant Eligibility List prior lists are null and void. The Commission will develop and maintain a list of physicians willing to examine applicants who are not their regular patients. This list shall be provided to the applicants at the time they are extended conditional offers of employment. C. When a vacancy occurs in the Department, the Commission, on receipt of a written request from the Chief of Police shall: ~ 1. Provide for the administration of the Physical Agility Test to the applicant with the highest grade on the Applicant Eligibility List. ' 2. Prior to administration of the Physical Agility Test, require the applicant to submit to the Commission written authorization from a physician of the applicant's choice attesting to the applicant's ability to participate in the Physical Agility Test. The applicant shall pay the entire cost of any examinations required by the physician. 3. Require the applicant to take the baseline state physical exam including a standardized drug and alcohol screen and baseline state mental exam required for acceptance by PERF. Failure of the applicant to pass either of JEFFERSONVILLE POLICE MERIT COMMISSION: Page -5 - RULES AND PROCEDURES these physical or mental exams in the opinion of the Local Pension Board will mean that the applicant has failed to meet the conditions of conditional offer of employment and will be eliminated from the hiring procedure and removed from the Applicant Eligibility List. Failure to pass the standardized drug and alcohol screen shall result in withdrawal of the offer of employment. The Commission will pay for one half (1/2) of the cost of the physical exam, mental exam and drug and alcohol screen. D. The Commission may require an updated background investigation prior to making a conditional offer of employment. XI. PROBATIONARY EMPLOYMENT All appointments and re-appointments to the Department are to be made in accordance with Jeffersonville Common Council Salary Ordinance and Indiana law. III. REDUCTION IN FORCE AND REINSTATEMENT Reductions in force and reinstatement are to be made in accordance with Jeffersonville Common Council Salary Ordinance and Indiana law. XIII. SOLICITATION Any applicant who personally or through another person solicits a member of the Commission to favor such applicant's appointment or re-appointment may thereby be rendered ineligible for appointment to the Department. The Commission shall determine the procedure for considering the allegation of such solicitation. RULE & PROCEDURE #3 PROHIBITED POLITICAL ACTIVITY PURPOSE: To define the types of political activity that are prohibited or restricted for all officers of the Police Department. I. PARTICIPATION IN POLITICAL ACTIVITY A. No officer is permitted in any manner, directly or indirectly, to solicit, receive or in any manner be concerned in soliciting or receiving assessment or subscription to any political party or candidate for office while on duty or in uniform. B. An officer running for a political position or holding a political position shall notify the Commission in writing ten (10) days in advance of running or of RULE & PROCEDURE #5 PERFORMA~vrF u ~ TT,.,rr JEFFERSONVILLE POLICE MERIT COMMISSION: Page -6 - RULES AND PROCEDURES acceptance of appointment for same and shall review the procedures regulating political activity and the applicable law of Indiana governing said political activity. C. No officer of the Department is permitted to engage in or participate in political activity while on duty or in uniform. II. PROHIBITED POLITICAL ACTIVITY The following forms of political activity are expressly prohibited for officers while on duty or in uniform, subject to the provisions contained in Section I-B above: A. Acting as officer of an election. B. Acting as ward officer for election work. C. Acting as city or county chairman of a political party. D. Serving as an officer in any political organization. E. Canvassing a district for a political party or candidate F. Soliciting political support or contributions for any political party, committee or candidate, including the sale of tickets to raffles, political dinners, or other fund- raising projects. G. Acting as a witness to the counting of ballots or as a challenger. H. Serving in connection with the preparations for, organizing or conducting a political meeting or rally. I. Addressing or taking any active part in political meetings or rallies other than for the purpose of maintaining order or as a spectator. J. Participating with or working for a political candidate or cause while driving a city owned vehicle or a police vehicle. RULE & PROCEDURE #4 DISCIPLINE WITHIN THE POLICE DEPARTMENT Discipline within the Police Department shall be in accordance with Jeffersonville Common Council Ordinances, if any; a collective bargaining agreement, if any exists between the City and Department rank and file members; the approved Rules and Regulation of the Department; and Indiana law regarding the conducting of disciplinary actions before city police department merit commissions. RULE & PROCEDURE #5 PERFORMANCE RATINGS PURPOSE: To provide the procedures for rating the performance of officers in the Police Department. .TEFFERSONVILLE POLICE MERIT COMMISSION: Page -7 - RULES AND PROCEDURES I. RATING SYSTEM RESPONSIBILITIES A. A performance rating system for the Police Department shall be adopted by the Jeffersonville Police Department Merit Commission. B. All police officers shall be rated by their superiors according to the performance rating system adopted by the Jeffersonville Police Department Merit Commission. C. RATING FREQUENCY All police officers shall receive a performance rating once every six (6) months. D. RATING ENDORSEMENTS Each Police officer must sign and receive a copy of each performance rating done on his/her behalf A copy of the rating shall become part of the police officer's personnel file E. RIGHT OF APPEAL Any officer who is aggrieved by his/her performance rating may appeal to the Commission for a review of his/her rating. The appeal must be submitted to the Commission in writing within ten (10) days after notice of rating has been given to the police officer. The Commission shall hold a hearing and may either affirm or change the said rating upon written findings. RULE & PROCEDURE #6 PROMOTION WITHIN THE POLICE DEPARTMENT PURPOSE: To establish the requirements for promotion of officers within the Police Department. Promotions shall be based upon competitive examinations, past performance and seniority. I. RANKS AFFECTED All promotions to any rank shall be from the next immediate lower rank. Promotion appointment shall be governed by the rules and procedures in effect thirty (30) days prior to the date the vacancy occurs. II. PROMOTION EXAMINATIONS A. PROMOTION EXAMINATION ELIGIBILITY 1. Officers will be eligible to take the promotion examinations for specific ranks as follows: .IEFFERSONVILLE POLICE MERIT COMMISSION: Page -8 - RULES AND PROCEDURES Completed Years of Service Rank Examination and/or Specific Rank Held Eli ibg ilit_y Five (5) years in Department (or Corporal with time bridged from equivalent Department) Eight (8) years in Department (or with time bridged from equivalent Department) Sergeant Ten (10) years in Department (or with time bridged from equivalent Department) Lieutenant Twelve (12) years in Department (or with time bridged from equivalent Department) Captain Officers must have served two (2) years in present department and present grade, before testing for promotion. 2. An officer under suspension and / or pending hearing, or under appeal from a hearing, may attend any promotion school and take any promotion examination. B. NOTIFICATION OF PROMOTION EXAMINATIONS The Commission shall set all appropriate testing dates in order to give promotional examinations for each rank. Notice of all examinations with respect to type and date shall be posted on Departmental bulletin boards thirty (30) days prior to the date of examination. C. TYPES OF EXAMINATIONS Promotional examinations for the appropriate ranks will be conducted using formats which will include the following: 1. A written test. Scoring for this examination shall be equated to one- hundred percent (100%) for a perfect score. 2. An oral interview by the Commission. Scoring for this examination shall be equated to one-hundred percent (100%) for a perfect score. dEFFERSONVILLE POLICE MERIT COMMISSION: Page -9 - RULES AND PROCEDURES D. APPEALS TO EXAMINATION SCORING Any officer aggrieved with the score received in the written or oral examinations may appeal in writing to the Commission or its designee within ten (10) days of receiving notification of his/her exam scores. E. CORRECTION OF SCORING ERRORS All scoring errors shall be corrected as quickly as possible regardless of appeal. F. PAST PERFORMANCE The performance record of the police officer shall be considered as fifteen percent (15%) of the overall rating. This record will include all past performance ratings and physical fitness test results subsequent to the establishment of the previous eligibility list. All police officers shall receive an equal past performance rating during the establishment of the first eligibility list only, or when the Commission determines that equity and fairness demands it because of a change in the past performance rating system adopted by the Jeffersonville Police Department Merit Commission. New past performance rating systems cannot be adopted more frequently than once every two (2) years. G. SENIORITY For each calender year of police service, the candidate for promotion shall receive one-half percent (0.5%) credit towards the maximum ten percent (10%) possible credit in the ten percent (10%) seniority composite score. H. PROMOTION ELIGIBILITY LIST A Promotion Eligibility List for each promoted rank will be established by weighted composite scoring of the competitive promotion examinations, past performance and seniority as summarized below: Written Examination 55% Oral Examination -Merit Board 20% Past Performance 15% Seniority 10% I. PROBATIONARY PROMOTION The Chief may request that a vacancy in rank be filled by submitting a request in writing to the Commission. The Commission shall fill said rank from the JEFFERSONVILLE POLICE MERIT COMMISSION: Page -10 - RULES AND PROCEDURES Promotion Eligibility List with the person having the highest score. Promotions are probationary for one (1) year. At the end of the probationary period the Chief shall review the probationary officer's performance and recommend to the Commission that the promotion be made permanent or that the promotion be revoked. J. EFFECT OF DISCIPLINARY ACTION UPON A PROBATIONARY OFFICER The Commission shall reserve the right to revoke the probationary status of any officer subjected to Departmental disciplinary actions. Any probationary officer whose rank has been revoked shall have his/her name removed from the Promotion Eligibility List and shall be ineligible to test for promotion for a period of two years. K. RIGHT TO REFUSE PROMOTION An officer, when offered a promotion, may refuse to accept the promotion by writing a letter of refusal to the Commission within ten (10) days after being notified of his/her promotion. In the event an officer refuses a promotion, that officer's position on the eligibility list shall be adjusted and he shall be placed in the last position on the promotion eligibility list unless successful appeal is made to the Jeffersonville Police Department Merit Commission that the refusal is made for a currently valid reason. RULE & PROCEDURE #7 ANNUAL BUDGET PURPOSE: To establish responsibilities and procedures for the preparation and presentation of an annual budget for the Commission. I. PREPARATION AND APPROPRIATION In accordance with Jeffersonville Common Council Ordinances and Resolutions, the Commission shall submit a proposed budget to the City as other budgets of the City are submitted. JEFFERSONVILLE POLICE MERIT COMMISSION: Page -11- RULES AND PROCEDURES RULE & PROCEDURE #8 CONDUCT OF COMMISSION MEETINGS I. MEETING DATES & LOCATION In its December meeting in any calendar year, the Commission shall determine the time and place for its monthly meetings for the following year. The Commission shall have the right to schedule additional meetings as deemed necessary to conduct its business. II. ELECTION OF COMMISSION OFFICERS In its first January meeting in any calendar year, the Commission shall elect from its members a President, Vice President, and Secretary; said office holders shall take the office on January 1 of the following year; who shall hold said office the entire calendar year or until resignation, removal, or a replacement is chosen. RULE & PROCEDURE #9 RULES, AMENDMENT & PRINTING I. BEFORE ADOPTION OF RULES AND PROCEDURES THE COMMISSION SHALL: A. Hold a public hearing pursuant to statute to consider the adoption of the proposed rules and procedures. B. Provide public notice at least ten (10) days prior to the public hearing. C. Place one copy of the proposed rules and procedures on file in the office of the clerk-treasurer for public inspection at least ten (10) days before the public hearing. D. Require the Chief to post a copy of the proposed rules and procedures in a prominent location throughout the police station for inspection by the officers at least ten (10) days before the public hearing. E. Consider any oral or written evidence regarding the proposed rules and procedures which may be presented at the public hearing by any interested person.