Policy Text
Ref: CALEA
Standards 22.2.1; 26.1.7
DEPARTMENTAL
GENERAL ORDER B-2 Rev.
28 Jun 00
Index as: Discharged Personnel, Termination Clearance of Employment, Termination of Leaves of Absence, Unpaid and
Mandatory
Retirement Clearance Suspension
Termination, Unpaid Leave,
Mandatory Leave
Voluntary Termination, Discharge,
Unpaid Leave, Mandatory Leave
Page 1 of 10
VOLUNTARY TERMINATION, DISCHARGE, UNPAID LEAVE,
MANDATORY LEAVE
The purpose of this order is to set forth Departmental policy and the responsibilities of unit commanders, members, and employees regarding the termination of employment (voluntary and involuntary), mandatory leave, and unpaid leaves of absence. The provisions of this order do not apply to military leave, which is governed by Departmental General Order D-12, MILITARY
LEAVE .
As used in this order, the terms: “Voluntary Termination” generally refers to resignations, voluntary separations
from service, retirements (when not specifically articulated) and other means by which members and employees leave Departmental employment of their own accord. “Discharge” generally refers to involuntary terminations or separations from
service. I. LETTER OF INTENT OR REQUEST: VOLUNTARY
TERMINATION, UNPAID LEAVE
A. Member or Employee
DEPARTMENTAL GENERAL ORDER B-2 Rev.
28 Jun 00 OAKLAND POLICE DEPARTMENT
1. Voluntary Termination: All members and employees who
terminate voluntarily, including those who retire, shall submit
three copies of an interoffice memorandum of intent, through channels to the Chief of Police, at least two weeks in advance of
the termination date. The memorandum shall state the reason for
the termination, the date of the final working day, the standard
days off during the final week of employment, and the requested disposition of accrued compensatory leave and vacation. Members and employees other than those who receive a service or disability retirement shall contact the Personnel Services Coordinator in the Personnel Section upon submitting the memorandum and make an appointment for an exit interview.
2. Retirement: Persons who plan to retire should consult the
appropriate City retirement office to review their benefits and should consult the Departmental Accounting Section to review their accrued compensatory leave (OTA) and vacation balances prior to submitting notification of their intent to retire. Members and employees seeking service retirements must contact the Personnel Section at least three week s in advance if they wish to
receive a retirement identification card on or by their final working day. Eight weeks’ advance notice to the Personnel Section is needed to obtain a police retirement badge by the final
working day.
3. Unpaid Leave: Persons who request an unpaid leave of absence,
including those who seek maternity leave, shall submit an interoffice memorandum and an Unpaid Leave of Absence form (TF-3002) to their unit supervisor at least two weeks before the leave date. The memorandum shall be addressed to the Chief of
Police and shall state the reason for the request, the fact that the requested leave is to be unpaid, and the starting and ending dates of the leave.
a. Retirement contributions, vacation, sick leave, and seniority
accruals and all insurance premium payments are discontinued when members and employees take unpaid leaves of absence in excess of 30 calendar days.
Page 2 of 10
DEPARTMENTAL GENERAL ORDER B-2 Rev.
28 Jun 00 OAKLAND POLICE DEPARTMENT
b. Health and dental plan insurers do not automatically
reinstate coverage upon a member’s or employee’s return to
duty following an unpaid leave in excess of 30 days unless he/she has arranged through the Accounting Section to pay
for continued coverage during the leave. If coverage is not
continued, the member or employee will have to wait until
the next open enrollment period after his/her return to duty
to reinstate the coverage.
B. Office of Chief of Police
1. Retirement and Other Voluntary Terminations : When
endorsed by the Chief of Police, all copies of a memorandum
requesting termination shall be forwarded to the Personnel Section.
2. Unpaid Leave : The Chief of Police may approve requests for
three or fewer consecutive work ing days of unpaid leave,
provided that the member or employee is granted no more than five working days of unpaid leave during any one calendar year. Unpaid leave in excess of these amounts requires additional approval from the City Personnel Director (30 days or fewer) or the Civil Service Board (in excess of 30 days). When endorsed by the Chief of Police, all copies of a memorandum requesting unpaid leave in any amount shall be forwarded to the Personnel Section. Requests disapproved by the Chief of Police shall be returned through channels to the requesting individual.
II. CLEARANCE PROCEDURES FOR MEMBERS AND
EMPLOYEES: VOLUNTARY TERMINATION, UNPAID LEAVE
A. Retirement or Other Voluntary Termination
1. The member or employee shall obtain two copies of the
Termination of Employment Cl earance Report (TF-907) from
the Personnel Section and personally take them to all Departmental units and City departments listed.
Page 3 of 10
DEPARTMENTAL GENERAL ORDER B-2 Rev.
28 Jun 00 OAKLAND POLICE DEPARTMENT
2. Members and employees shall be required to make
reimbursement at the Accounting Section for Department-owned equipment lost or damaged through negligence.
B. Unpaid Leave
Clearance is not required for unpaid leave of 30 calendar days or
less.
III. CLEARANCE PROC