Chicago Police DepartmentEmployee Resource E04-01-03
Personnel Transfer and Assignment Procedures – (AFSCME)
Issue Date:16 October 1997Effective Date:17 October 1997
Rescinds:G97-09-03
Index Category:Assignments and Details
I.Purpose
This directive:
  • A.outlines procedures for the transfer and assignment of Department civilian members belonging to the American Federation of State, County and Municipal Employees Union, Council 31 (AFSCME).
  • B.informs Department civilian members belonging to AFSCME that they will be given priority consideration in requests for transfer, watch assignment or change of day off group, in their present title code and grade, when it is determined that there is a vacancy to be filled as provided in the AFSCME Collective Bargaining Agreement.
II.Detailing
  • A.Members will not be detailed for more than 30 days, unless the Department gives notice to the Management and Labor Affairs Section, who will in turn, notify the Collective Bargaining Unit of the detail. No detail may extend beyond 90 days without the agreement of the Department and the Collective Bargaining Unit.
  • B.The Department will seek volunteers for a detail among members with the same title code and grade who have the present ability to perform the work required without further training. If there are more volunteers than there are assignments, selections will be made on the basis of seniority. If there are insufficient volunteers, selection will be made on the basis of inverse seniority.
  • C.Thirty days advance notice of detailing will be given to detailed members, if the need to detail is known, otherwise, as soon as reasonably possible.
  • D.Unit commanding officers will ensure that:
    • 1.the Finance Division is notified of a detail, via the Attendance and Assignment (A & A) Change Notice (CPD-11.607), by both:
      • a.the unit that the member is detailed (from).
      • b.the unit that the member is detailed (to).
    • 2.if a detail will exceed thirty days, the Detail Notification form will also be completed and distributed as follows:
      • a.original to the Management and Labor Affairs Section.
      • b.copy to detailed member.
      • c.copy to unit that member is detailed (from).
      • d.copy to unit that member is detailed (to).
  • E.The Management and Labor Affairs Section will:
    • 1.receive the original copy of the Detail Notification form and maintain a suspense file for the duration of the detail plus six months.
    • 2.notify AFSCME of a detail which will exceed 30 days.
    • 3.seek an agreement with AFSCME for the extension of a detail, when it is determined that the detail will exceed 90 days.
III.Filling a Vacancy
  • A.When filling a vacancy, the Department will select the most senior qualified member within the job classification and title code who has a Request for Change of Job Assignment on file, provided that the member has the ability to perform the required work without further training after a reasonable amount of orientation.
  • B.AFSCME members may submit a Request for Change of Job Assignment to request a change of:
    • 1.watch.
    • 2.day off group.
    • 3.job assignment location within the Department.
  • C.The Request for Change of Job Assignment form:
    • 1.may be submitted anytime during the year and will be considered for the remainder of the current calendar year.
    • 2.is required for each action requested.
    • 3.expires either when a request for change of unit has been granted, or at the end of the current calendar year, whichever comes first.
  • D.Unit commanding officers:
    • 1.will retain Request for Change of Job Assignment forms requesting a change of watch and/or day off group within the unit for consideration as needed.
    • 2.will make changes of job assignments within their units consistent with the needs of the Department and as provided in the AFSCME Collective Bargaining Agreement.
    • 3.will forward to the Human Resources Division, Employment Section, a Request for Change of Job Assignment for a request to change unit of assignment.
      NOTE:
      The commanding officer's signature on the Request for Change of Job Assignment acknowledges that he has received and reviewed the request. An approval is not required for a transfer between units.
    • 4.may be called upon to assist in the selection process and establishment of job criteria.
  • E.The Human Resources Division will:
    • 1.comply with transfer and assignment procedures established by the Office of Budget and Management, City Department of Personnel, and the applicable provisions of the Collective Bargaining Agreement between the City of Chicago and AFSCME.
    • 2.receive all Request for Change of Job Assignment forms, and:
      • a.time-stamp the request and verify the information provided.
      • b.ensure that a photocopy of the form is forwarded to the following:
        • (1)the member submitting the request.
        • (2)the commanding officer of the unit to which the request is directed, when a vacancy occurs.
    • 3.review all Request for Change of Job Assignment forms submitted, and:
      • a.determine if there is a vacancy, and if so, notify the unit commanding officer of the request.
      • b.identify the most senior qualified member to be interviewed for the vacancy.
      • c.when necessary, issue a Personnel Order listing approved change of job assignments.
  • F.When there are no Request for Change of Job Assignment forms on file, and no eligible names on the recall or reinstatement lists, the Department will declare a permanent vacancy and post the job for bidding.
IV.Filling a Permanent Vacancy
  • A.Qualified Department members will be given an equal opportunity with other applicants to bid on jobs which are determined to be permanently vacant by the Department.
  • B.Department members belonging to AFSCME may bid within the AFSCME Bargaining Unit for a permanent vacancy determined by the Department or another City of Chicago department by submitting a Bid Application form for a:
    • 1.transfer to another City department.
    • 2.promotion within the same department or another City department.
    • 3.demotion within the same department or another City department.
  • C.In the case of new jobs (i.e., those jobs not occupied within the Department during the preceding calendar year), the Department will identify the position on the posting as a new job and will accept transfer requests during the first seven calendar days that the job is posted. Each department will provide the union on a monthly basis with a list of those employees who have requested transfers within their department.
  • D.An employee will not be allowed to bid on his own classification within his Department.
  • E.A successful bidder may not bid for another Department determined permanent vacancy for six months.
  • F.The Human Resources Division, Employment Section, will:
    • 1.prepare and distribute a Job Opportunity Bid Announcement for each determined permanent vacancy in the Department.
      • a.The Job Opportunity Bid Announcement will:
        • (1)contain the following information: job title, qualifications, days off, shift, hours, work location, if known, rate of pay and will include all additional duties and qualifications reasonably required to fulfill the needs of the Department for hiring into the particular position.
        • (2)be posted on appropriate bulletin boards at each Department facility for a minimum of 14 days, and a copy will be forwarded to the Bargaining Unit and the City Department of Personnel, as required.
        • (3)be assigned a number which consists of the Department bid announcement designation number (047), the last two digits of the current year and a number, beginning with "001" running consecutively in ascending order, which indicates the number of announcements prepared in the calendar year.
          EXAMPLE:
          "047-97-001" indicates the first announcement prepared for the Department during 1997.
        • (4)be forwarded to AFSCME, one day prior to posting a Department bid announcement.
      • b.Bid Application forms:
        • (1)may be obtained from the Human Resources Division, Employment Section.
        • (2)when completed, will be submitted to the location indicated on the Job Opportunity Bid Announcement.
    • 2.submit a listing of bidders to the City Department of Personnel.
    • 3.notify applicants for a permanent vacancy in the Department who were not selected.
  • G.Applicants for a permanent vacancy in another City department who were not selected will be notified by the other City department.
V.Applicant Referral / Selection
  • A.The City of Chicago Department of Personnel determines applicant eligibility and qualifications.
  • B.Qualifications of applicants will be evaluated according to the criteria established for the position.
  • C.In making selections, the Department will give preference to Department employee applicants over other City of Chicago employee applicants. Non-employee applicants will be selected only when they have demonstrably greater skill and ability to fulfill the needs determined by the Department.
  • D.Final selection will be made in accordance with the applicable provisions of the AFSCME Collective Bargaining Agreement regarding qualifications and seniority. When employee applicants are relatively equally qualified to perform the required work, the official seniority list maintained by the City Department of Human Resources will be used to determine and select the most senior qualified employee.
  • E.All appointments and promotions are subject to the approval of the Office of Budget and Management and the City Department of Human Resources. Selection procedures are subject to review and audit consistent with the Shakman decision.
Matt L. Rodriguez
Superintendent of Police
94-117 FRC/PS(AJB)[JB]