301316

ORANGE COUNTY SHERIFF'S OFFICE GENERAL ORDER Effective Date: July 21, 2016  Amends - GO 4.4.2 (January 21, 2013) Number: 4.4.2 Distribution: All Personnel Review Month: August Reviewing Authority: HRD / Employee and Labor Relations Subject: Position Vacancies And Application Procedures This order consists of the following: 1. Purpose 2. Policy 3. Procedures 1. Purpose The purpose of this policy is to provide potential candidates sufficient information in order to make effective decisions regarding employment opportunities and to assist agency managers in the evaluation of candidates. 2. Policy The Sheriff's Office believes that when the dimensions of a position vacancy are known, the potential applicants are in a better position to relat e their particular knowledge, understanding, and skills to those required by the vacancy to be filled. In addition, when sufficient information is provided to potential candidates it allows the candidate to make effective decisions regarding their future plans and assists agency managers in evaluating candidates. 3. Procedures A. Internal Applicant Procedures 1. Position vacancies are created by resignations, termination, retirement, new positions and reassignment of personnel. All personnel, including p art-time sworn and non -sworn, but excluding managers, must utilize the application procedure outlined in this policy or the applicable Collective Bargaining Agreement (s) when applying for a position vacancy. Exempt personnel may be assigned at the discretion of the Sheriff. 2. Lateral transfers within a division may be made at the discretion of the Division Commander unless such transfer is covered in the Collective Bargaining Agreement (s). 3. When a vacancy occurs due to a transfer, promotion, resignation or termination, Division Commanders (or designees) shall contact the Undersheriff or designee. Once a decision is re ached on how the position is to be filled (i.e., posted, hired from outside, administratively transferred, on hold), the Undersheriff or designee shall contact Human Resources to begin filling the position and shall contact the Division Commanders with a s tatus report. Division Commanders are responsible for notifying their personnel of 4.4.2 , Page 2 of 4 the decisions regarding the vacancy. When filling entry -level clerical positions or non-sworn positions requiring technical certifications and/or a college degree, Human R esources may advertise outside the agency during the same time period as the position is posted within the agency. When appropriate, external candidates may be included within a group of internal candidates competing for the same position via the Transfer Review Board. External and internal candidates will be required to receive a minimum of 27 out of 45 points to pass the Transfer Review Board. 4. Once approved for posting, the Human Resources Division shall post a “Vacancy Posting” form to all in -hous e personnel throughout the agency. The notice will contain the position title, brief description of duties, the location of the vacancy, the minimum -maximum salary range, educational level, physical requirements, skills, qualifications, and abilities, sel ection process, applicable policies, application process, and closing date to acceptance of applicants. All eligibility requirements must be met by the date the posting is removed. 5. All necessary testing required and determined as job -related must be successfully completed by the applicant prior to being selected for the position. 6. Job vacancies are publicized to agency personnel in the OCSO Bulletin Board and Lawson. Instructions and forms can be located in Lawson under the Career Development heade r/Job Openings -Career Plans” link . All postings will be advertised for 10 calendar days, allowing ample time for the interested applicant to submit an application. Any “job interest” must be submitted by the interested employee within the advertised 10 day calendar period. 7. The grievance procedures under GO 5.1.1 need not be followed when an employee wishes to appeal a denial to participate in a Transfer Review Board due to failure to sub mit their job interest in the Lawson software . The employee shall deliver, or fax a copy of, the appeal memo to the Human Resources Division Commander . The original of the appeal memo should be forwarded via the chain of command and will clearly set fort h the facts, circumstances, and documentation supporting the appeal. This will be done within twenty -four hours of receipt of denial. Upon receipt of the appeal, the Human Resource Division shall place the Transfer Review Board on hold until the appeal i s resolved. If the appeal is found with merit, the individual will be allowed to compete in the Transfer Review Board process. 8. Personnel Services members shall verify that employee applicants meet the posted qualifications and skills. The Transfer Rev iew Board Chairperson/Facilitator shall be contacted in order to set up the required review board. The Chairperson and Human Resources staff shall coordinate interviews once it has been determined that there is one or more qualified 4.4.2 , Page 3 of 4 applicants. Vacancy a pplications will not be rejected because of an omission or deficiency that could be corrected prior to the testing or interview process. Personnel Services members shall notify employees of the omission or deficiency in the vacancy application for correct ion prior to the testing or interview process. The Transfer Review Board shall interview the qualified app