Chicago Police DepartmentEmployee Resource E05-04
Merit Board
Issue Date:24 March 2017Effective Date:24 March 2017
Rescinds:15 November 2016 Version
Index Category:Career Development
I.Purpose
This directive continues the:
  • A.Merit Board.
  • B.process by which the Department considers and evaluates nominations for merit appointments.
  • C.procedures for recommending police officers for merit appointment to select D-2A positions.
  • D.procedures for recommending police officers below the rank of sergeant for merit promotion to the rank of sergeant of police.
  • E.procedures for recommending sergeants for merit promotion to the rank of lieutenant of police.
  • F.procedures for recommending lieutenants for merit promotion to the rank of captain - senior executive service (SES).
II.Policy
It is the policy of the Department to consider eligible sworn members for appointment to select D-2A positions, to the ranks of sergeant, lieutenant, and captain (SES) of police.
III.Merit Board
  • A.It is the responsibility of the Merit Board to evaluate and recommend eligible candidates for merit appointments.
  • B.The Merit Board consists of the following members, as designated by the Superintendent:
    • 1.Five deputy chiefs, one who will be designated as the Chairperson by the Superintendent.
    • 2.Director, Human Resources Division, who will serve as the administrative secretary of the Merit Board as a non-voting member.
  • C.Each Merit Board member must complete required Merit Board member training, which explains the Merit Board's roles and responsibilities in the Merit Selection process.
  • D.An official representative of the City of Chicago Department of Human Resources will be notified and may attend as a non-voting observer whenever the Merit Board meets to consider nominations for merit promotions.
  • E.Official representatives of the Inspector General Hiring Oversight Section will be notified and may attend as non-voting observers whenever the Merit Board meets to consider nominations for merit promotions.
  • F.The master list of nominees shall be valid no longer than the rank eligibility list for the relevant exam.
IV.Merit Appointment for the Ranks of Lieutenant and Below
  • A.The Merit Promotion Nominators are:
    • 1.chiefs,
    • 2.deputy chiefs,
    • 3.commanders, and
    • 4.directors.
    NOTE:
    In units which do not have a commander or director, the first exempt member in the chain of command is authorized to nominate.
  • B.Nominators must complete the required nominator training in order to be eligible to make nominations. At the nominator training, nominators will be provided a Nominator's Manual, which explains the Merit nomination and selection process and provides the "Merit Selection Assessment Dimensions" for the rank being filled.
  • C.Nominators must have knowledge of the nominee's work performance, either through personal observation or based on recommendations from the nominee's supervisors.
  • D.Nominators are required to consider members within their command before nominating members assigned to units outside their command.
  • E.Nominators will supply the Merit Board with a packet and the required number of copies including:
    • 1.a detailed resume;
    • 2.certificates of educational attainment;
    • 3.two letters of recommendation;
    • 4.a Hire Certification Form filled out by the nominator;
    • 5.if the nominee is outside the nominator's command, a written justification for nomination.
  • F.The Human Resources Division will review each original copy of the submitted packet to check for completeness and timeliness. Late or incomplete packets will be returned to the nominator, and the nominee will no longer be considered.
  • G.The Human Resources Division will add the following documents to the nomination packets:
    • 1.complimentary history;
    • 2.disciplinary history as permitted by the relevant CBA;
    • 3.performance evaluations;
    • 4.use of medical roll;
    • 5.attendance history;
    • 6.status of indebtedness to the City of Chicago;
    • 7.verification of Merit eligibility; and
    • 8.verification of minimum time in grade.
    NOTE:
    Medical time used in relation to approved FMLA leaves, ADA accommodations, or IOD injuries cannot be the basis for disqualification.
  • H.The Merit Board will conduct interviews of nominees who have met the established criteria. The interview questions, based on the "Merit Selection Assessment Dimensions," and an interview preparation guide will be provided to each of the nominees at least one week prior to the start of the Merit Board meetings.
  • I.On the day of each nominee's respective merit interview, the Chicago Police Department Human Resources Division will provide each Merit Board member with copies of the nomination packets for each eligible nominee. If a Merit Board member believes that he or she may have reason to abstain from the selection process for a nominee, he or she shall make a request to abstain to the Chicago Police Department General Counsel immediately after reviewing the nomination packets. The General Counsel will document the request and record the decision on the request to abstain and provide that documentation to the Human Resources Division. If an abstention is deemed appropriate, the Merit Board member will recuse him or herself from the proceeding in the selection process for that nominee.
    NOTE:
    Merit Board members will recuse themselves from the merit selection process of any members the board member has nominated.
  • J.The nominee's packet, Merit Board scores, and final scoring bands or tiers will be forwarded to the Superintendent.
  • K.If the Superintendent elects to interview nominees, the Superintendent shall interview those nominees in the top band or tier first. The Superintendent may choose to have members of management staff participate in the interviews.
  • L.If after completing interviews for all nominees in the top band or tier, the Superintendent determines that additional nominees should be interviewed, he or she may interview those nominees in the next lower band or tier. The Superintendent shall provide a written justification for conducting such additional interviews. If after completing interviews for all nominees in the next lower band or tier, the Superintendent determines that additional nominees should be interviewed, he or she may proceed to interview nominees in lower bands or tiers, provided that no nominee in a band or tier is interviewed until all nominees in higher bands or tiers are interviewed. The Superintendent shall provide a written justification for conducting such additional interviews.
  • M.The Superintendent of Police will select members for merit promotion at his or her discretion. Nomination for a merit promotion does not guarantee selection. The Superintendent of Police is not bound by the findings of the Merit Board when making his or her selections.
  • N.After the selections have been made, the Superintendent will complete a written Justification Memorandum explaining the basis for his/her selections. The Superintendent and any members of management who participated in the interviews, must fill out Hire Certification Forms.
V.Merit Appointment for Captain Senior Executive Service (SES)
  • A.After applicants have submitted their applications and eligible applicants have been referred to the Captain (SES) Screening Board, as defined in the Department directive entitled "Captain - Senior Executive Service (SES)" the list of all remaining candidates will be forwarded to the Merit Board.
  • B.The Merit Board will be provided a packet that includes a detailed resume, complimentary and disciplinary history, performance evaluations, use of medical roll, and three letters of recommendation for the nominee.
    NOTE:
    Medical time used in relation to approved FMLA leaves, ADA accommodations, or IOD injuries cannot be the basis for disqualification.
  • C.The Merit Board will review each submitted packet and make one of the following recommendations: Recommended or Highly Recommended.
  • D.The nominee's packet and Merit Board assessment will be forwarded to the Superintendent.
  • E.The Superintendent of Police may interview those candidates who merit further consideration.
  • F.The Superintendent of Police will select candidates to attend training and make the final selection for all appointments to the position of captain (SES) at his or her discretion. The Superintendent of Police will have sole discretion to select candidates for promotion to SES Captain. The Superintendent may elect to conduct interviews, make decisions based on documents submitted by the candidate, seek additional information from supervisors, or any combination thereof.
(Items indicated by italic/double underline were added or revised)
Eddie T. Johnson
Superintendent of Police
17-016 RCL
ADDENDA:
1.E05-04-01 - Academic Selection Board