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ORANGE COUNTY SHERIFF'S OFFICE GENERAL ORDER Effective Date: August 11, 2023  Amends - GO 4.4.3 (May 29, 2021) Number: 4.4.3 Distribution: All Personnel Review Month: June Reviewing Authority: HRD / Employee and Labor Relations Subject: Promotions And Transfers This order consists of the following: 1. Purpose 2. Policy 3. Definitions 4. Procedures 1. Purpose The purpose of this policy is to provide an equitable system for selecting qualified sworn and non -sworn employees for promotion and transfer. 2. Policy It is the policy of the agency to maintain a system for selecting agency personnel for promotion and transfer which is valid, fair, elicits minimal adverse impact, and meets the highest professional standards. All selection systems are job related and part of the agency's career development program to maintain a diverse work environment. All selection systems shall be conducted by agency personnel trained and experienced in test design and implementat ion. 3. Definitions A. Administrative Transfer - lateral movement in the agency from one position to another of equal rank as approved by the Sheriff or designee. B. Adverse Impact - a substantially different rate of selection in hiring, promotion, or other employment decision to the disadvantage of members of a protected class . C. Candidate – for the purposes of this policy, an employee eligible and competing for promotion and/or job opportunity. D. Career Change – a change in status when an employee self -initiates a reclassification from a non -sworn position to either an academy recruit or deputy sheriff position; or when a sworn employee in good standing requests reclassification to a non -sworn position. E. Content Validity - the justification of a portion of a selection process by showing that it measures a significant part of the job as demonstrated through job analysis and subject matter expert review. F. Cut-Off Score – for the purposes of this policy, a numerical result of a valid test or examination to determine minimum eligibility. 4.4.3 Page 2 of 21 G. Disaster – for the purpose of this policy, a disaster is a sudden event acknowledged by the Sheriff that causes great damage or destruction. H. File Reviews - a review of job related information about an employee's past job performance, including information on performance appraisals, discipline, and/or other pertinent information. I. Job Analysis - a systematic examination and definition of a job in terms of its component duties /functions , tasks, elements, knowledge, skills, abilities, and other characteristics. J. Management Personnel - all employees of the agency holding the rank of Lieutenant or civilian equival ent or above. K. Promotion - vertical movement in the agency from one position to another more responsible position, usually accompanied by an increase in salary. L. Resume Review Process – an applicant’s resume is forwarded to Human Resources via Career Devel opment for review and the position is filled by the candidate as deemed by the Sheriff or designee to be the most qualified. M. Specialty Unit - for the purpose of this policy a specialty unit is defined as any unit that is not assigned to one of the patrol sectors as a uniformed road patrol deputy or supervisor. N. Subject Matter Expert (SME) - an individual or group of individuals possessing extensive knowledge about a job or a position. Subject matter experts assist with reviewing and developing human resource materials. O. Supervisory Personnel – all employees of the agency holding the rank of Sergeant or civilian or equivalent. P. Transfer - lateral movement in the agency from one position to another of equal rank, via the Transfer Review Board or the Resume Review process. Q. Transfer Review Board (TRB) - a group of trained observers who rate candidates for promotion or transfer on responses to job -related questions. R. Written Exam - a method of measuring a candidate ’s ability to compose job-related knowledge. 4. Procedures A. Promotion and Transfer Information 1. Job task analysis and input from SME’s shall be used during the development of all promotion and transfer materials. 2. The authority for identifying all promotional needs rests with the Sheriff. The Human Resources Division (HRD) Commander shall have the authority and be responsible for the administration of the promotion and transfer 4.4.3 Page 3 of 21 processes. Human Resources trained personnel with experience in test design and implementation shall develop and administer the promotion and transfer processes. A combination of internal and external raters may be used to score the various components of the process. 3. HRD shall post written announcements summarizing promotion and transfer opportunities (e.g. eligibility requirements, dates, times and locations of the testing process) in advance of promotion and transfer events. Study guides, when applicable, may be provided to all eligible candidates. 4. All employees must meet the minimum position/rank standards (skills/qualifications) in order to be eligible for transfer. 5. Human Resources shall maintain current documentation that governs and describes all procedures