General Order 34.1
PROMOTION - PROFESSIONAL AND LEGAL REQUIREMENTS

Last Revised: 11/1/03

SUBJECT: PROMOTION - PROFESSIONAL AND LEGAL REQUIREMENTS

This order consists of the following numbered sections:

34.1.1    Definitions

34.1.2    Commissioned promotion

34.1.3    Commissioned promotion - Department role

34.1.4    Commissioned promotion - administration authority

34.1.5    Commissioned promotion - process

34.1.6    Commissioned promotion - announcements

34.1.7    Commissioned promotion - eligibility lists

34.1.8    Commissioned promotion - probation

34.1.9    Civilian promotion

34.1.10    Civilian line level position vacancies - first consideration given to qualified current employees

34.1.11    Civilian promotion - announcements

34.1.12    Civilian promotion - process

34.1.13    Civilian promotion - eligibility lists

34.1.14    Civilian promotion - probation

34.1.15    Civilian promotion - adherence to current labor agreement

34.1.16    Promotional processes - job relatedness

34.1.1 Definitions

I.    Promotion - For purposes of this section, the term “promotion” means a job change that involves an increase in organizational accountability. For example, a change from a line level position (police officer, corrections officer or police data technician) to a first-level supervisory position (sergeant, lead corrections officer or office supervisor) constitutes a promotion. However, a change from one line level position to another line level position (e.g., from police officer to detective or from police data technician to computer support specialist) does not constitute a promotion, even though the new line position may involve an increase in pay.

II.    Promotable position - A position above the line level in organizational accountability that is eligible to be filled by a qualified applicant who is a current City employee - without open recruitment.

III.    Non-promotable position - A position above the line level in organizational accountability that is eligible to be filled through open recruitment only.

IV.    Line level position - A position that is not designated as supervisory, mid-management or executive in organizational accountability.

V.    Open recruitment - Is the process of filling a position through an open, competitive process, involving all qualified applicants, including those who are not currently City of Olympia employees.

34.1.2 Commissioned promotion

I.    The following supervisory, management or executive positions are promotable commissioned positions:

A.    Sergeant (first-level supervision);

B.    Lieutenant (mid-management);

C.    Commander (executive)

II.    The commissioned position of Chief of Police is a non-promotable position filled through open recruitment.

III.    All commissioned positions not listed in 34.1.2(I) or (II) are line level positions.

34.1.3 Commissioned promotion - Department role

I.    The City of Olympia Civil Service Commission is responsible for coordinating and administering the testing of candidates in the commissioned promotion process.

II.    The Chief of Police provides input to the Civil Service Commission on the various stages of the promotional process. This input includes providing material for written tests that are administered.

III.    The Chief of Police retains the right of final selection in the promotional process.

34.1.4 Commissioned promotion - administration authority

The Chief of Police is vested with the authority to administer the Department’s role in the commissioned promotion process.

34.1.5 Commissioned promotion - process

I.    Commissioned promotion within the Olympia Police Department is governed by the rules and regulations of the Olympia Civil Service Commission. Current copies of these rules and regulations are on file in the Chief’s office and with each division manager.

A.    Written promotional tests are administered by the Olympia Civil Service Commission.

B.    All candidates passing the promotional test participate in an assessment center evaluation process. The assessment center evaluation process is a controlled exercise in which participants are observed over a period of time and evaluated for promotional skills and abilities. The Civil Service Examiner arranges an assessment center for each promotional position, subject to the review and approval of the Chief of Police.

C.    The assessment center process meets the following minimum criteria:

1.    The process measures dimensions, attributes, characteristics, qualities, skills, abilities, or knowledge specified in a written job analysis;

2.    The process uses multiple assessors who are thoroughly trained prior to participation;

3.    The process uses multiple assessment techniques;

4.    The process bases judgments on pooled information from assessors;

5.    The process ranks all participants.

D.    The top three candidates (or fewer, if there are fewer than three candidates) from the assessment center participate in an oral interview with the Chief of Police.

E.    The Chief of Police may select any of the three candidates interviewed, or may elect to re-open the promotional process.

F.    If the Chief of Police, after interviewing qualified internal candidates, determines that no acceptable choice for promotion is present within the Department, he/she may re-open the promotion process and permit applications from qualified applicants from outside the Olympia Police Department.

G.    Employees are permitted to review and appeal any portion of the promotional process. Procedures for the review and appeal of adverse decisions are as follows:

1.    All candidates are permitted to review the questions and answer-key to the written examination;

2.    All candidates are permitted to review the written results of scored elements of the assessment process;

3.    Appeals follow the format prescribed by the rules and regulations of the Olympia Civil Service Commission.

H.    Employees failing to meet eligibility or failing to be promoted are permitted to reapply, retest and be reevaluated according to the rules and regulations of the Olympia Civil Service Commission.

34.1.6 Commissioned promotion - announcements

I.    When vacancies exist in a promotable supervisory, mid-management or executive position, a written announcement is posted in a conspicuous location where it is accessible to all affected employees. Such announcements include:

A.    A description of the position or job classification for which a vacancy exists.

B.    A description of eligibility requirements.

C.    A description of the selection process to be used in filling the vacancy.

D.    A schedule of dates, times and locations of all elements of the selection process.

II.    Promotion announcements are posted a minimum of thirty (30) days prior to the date applications are due.

34.1.7 Commissioned promotion - eligibility lists

I.    Promotional eligibility lists are generally valid for one year following completion of testing [refer to Civil Service Rule V].

II.    Promotion eligibility lists consist only of those candidates who participate in the oral interview phase of the selection process [refer to 34.1.4.D].

III.    Promotion eligibility lists do not rank candidates or assign numerical values of any kind to any element of the selection process.

IV.    If a vacancy occurs during the time an eligibility list is valid, the Chief of Police may take one of the following actions:

A.    Select from the candidates based on the interview conducted during the original selection process;

B.    Re-interview the candidates and make a selection based on the new interview process;

C.    Re-open the selection process, as permitted in 34.1.4.E.

34.1.8 Commissioned promotion - probation

I.    All commissioned promotional appointments are subject to a one-year probationary period.

II.    The probationary period is an integral part of the promotional process that helps ensure that promoted employees successfully assume their new duties and responsibilities. Employees on promotional probation are closely observed and are coached and evaluated frequently.

34.1.9 Civilian promotion

I.    The following civilian positions are promotable first-level supervisory positions:

A.    Supervisor IV;

B.    Lead Corrections Officer;

II.    The following civilian confidential, exempt, mid-management and executive positions are non-promotable and are filled through open recruitment:

A.    Administrative Secretary;

B.    Administrative Services Manager;

C.    Management Analyst.

III.    All civilian positions not listed in 34.1.9(I) or (II) are line level positions.

34.1.10 Civilian line level position vacancies - first consideration given to qualified current employees

I.    Civilian line level positions exist in a number of pay ranges. When a line level vacancy occurs, it is Department policy to consider qualified current employees working in lower pay ranges before filling such a vacancy through open recruitment.

II.    A current line level employee who is appointed to another line level position in a higher pay range shall be afforded the same considerations given to a civilian employee who is promoted, as provided in the current labor agreement, with the caveat that, in providing those considerations, the top step of the salary range for the new line level position shall not be exceeded.

34.1.11 Civilian promotion - announcements

I.    When vacancies exist in promotable civilian supervisory positions, a written announcement is posted in a conspicuous location where it is accessible to all affected employees. Such announcements include:

A.    A description of the position or job classification for which a vacancy exists.

B.    A description of eligibility requirements.

C.    A description of the selection process to be used in filling the vacancy.

D.    A schedule of dates, times and locations of all elements of the selection process.

II.    Promotion announcements are posted a minimum of thirty (30) days prior to the date applications are due.

34.1.12 Civilian promotion - process

I.    Civilian promotion within the Olympia Police is governed by the personnel rules and regulations of the City of Olympia.

II.    The civilian promotional process includes, but is not limited to the following elements:

A.    Written and/or skills tests, administered by the Olympia Human Resources Department (some positions).

B.    An oral interview with a promotional interview panel.

C.    An oral interview with the appropriate division commander (or the Chief of Police).

III.    The division commander/manager (or Chief of Police for the Administrative Secretary position) may select any of the candidates interviewed, or may elect to re-open the promotional process.

IV.    If the division commander/manager (or Chief of Police), after interviewing qualified internal candidates, determines that no acceptable choice for promotion is present within the Department, he/she may re-open the promotion process and permit applications from qualified applicants from outside the Olympia Police Department.

V.    Employees are permitted to review and appeal any portion of the promotional process. Procedures for the review and appeal of adverse decisions are as follows:

A.    All candidates are permitted to review the questions and answer-key to any required written examination;

B.    All candidates are permitted to review the written results of scored elements of the panel interview process;

C.    Appeals must be made to the Chief of Police within ten (10) calendar days following a promotion announcement.

D.    Decisions of the Chief of Police on civilian promotional appeals are final.

34.1.13 Civilian promotion - eligibility lists

The Department does not maintain eligibility lists for civilian promotional positions.

34.1.14 Civilian promotion - probation

I.    All civilian promotional appointments are subject to a six-month probationary period.

II.    The probationary period is an integral part of the promotional process that helps ensure that promoted employees successfully assume their new duties and responsibilities. Employees on promotional probation are closely observed and are coached and evaluated frequently.

34.1.15 Civilian promotion - adherence to current labor agreement

Civilian promotions are subject to the terms and conditions of the current labor agreement.

34.1.16 Promotional processes - job relatedness

All elements used to evaluate candidates in the Department’s promotional processes are job-related and non-discriminatory to ensure that candidates are evaluated solely on the traits, characteristics and skills significant to the job.