Chicago Police DepartmentEmployee Resource E04-01-04
Personnel Transfer and Assignment Procedures – (UNIT II)
Issue Date:16 October 1997Effective Date:17 October 1997
Rescinds:G97-09-04
Index Category:Assignments and Details
I.Purpose
This directive:
  • A.outlines procedures for the transfer and assignment of Department civilian members belonging to the Public Safety Employees Bargaining Unit, (Unit II), which includes the Chicago Crossing Guard Association, Local 729; Public Service Employees International Union; International Brotherhood of Electrical Workers, Local 165.
  • B.informs civilian Department members belonging to Unit II 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 Unit II Collective Bargaining Agreement.
II.Detailing
Unit commanding officers will ensure that 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).
III.Crossing Guards
  • A.Unit II Crossing Guard Personnel may transfer to other districts based on seniority and operational needs of the Department. Requests for such a transfer will be submitted to the Bureau of Patrol via a Personnel Action Request (PAR) form, which will remain in effect for 12 months.
    NOTE:
    The commanding officer's signature on the PAR formset acknowledges that he has received and reviewed the request. An approval is not required for a transfer between units.
  • B.Non-probationary crossing guards have the right to select the post they desire to work within their unit of assignment, based on seniority. This process typically takes place in each police district during the month of August.
IV.Steady Watch Selection (Non-Crossing Guard)
  • A.Initial and subsequent steady watch selection for Unit II members will be conducted at the same time, utilize the same forms, and follow the same process as steady watch selection by members of the FOP, as outlined in the Department directive entitled "Steady Watch Selection and Assignment."
  • B.Eighty percent of the positions on each watch will be selected by seniority. The remaining 20 percent will be filled at the Department's discretion.
V.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.Unit II members may submit a Request for Change of Job Assignment form to their unit commanding officer 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 year.
    • 2.may be submitted for only one request at a time.
    • 3.may not be submitted again for a period of six months, from the date that a request for a change of job location has been granted.
  • 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 Unit II Collective Bargaining Agreement.
    • 3.will forward to the Human Resources Division, Employment Section, the Request for Change of Job Assignment form for requests 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 Human Resources, and the applicable provisions of the Collective Bargaining Agreement between the City of Chicago and Unit II.
    • 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.
VI.Filling a Permanent Vacancy
  • A.The Department will:
    • 1.determine if there is a permanent vacancy, and then decide whether the vacancy will be filled.
    • 2.select the most qualified applicant. If applicants are equally qualified, the Department will select the most senior employee with due regard to the Department's efforts to ensure equal employment opportunities.
    • 3.give qualified Department members an equal opportunity with other applicants to bid on jobs which are determined to be permanently vacant by the Department. However, in making selections, bargaining bidders will be given preference to non-bargaining unit applicants from a Department of Personnel referral list.
    • 4.determine employee ability based upon performance evaluations, experience, training, proven ability and similar criteria.
  • B.Department members will not be allowed to bid on another permanent vacancy for six months, after their appointment to a position.
  • C.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 fourteen days, and a copy will be forwarded to the bargaining unit and the City Department of Human Resources, 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 Unit II 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 Human Resources.
    • 3.notify all unsuccessful applicants of the selection.
VII.Applicant Referral/Selection
  • A.The City of Chicago Department of Human Resources 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 Unit II 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 PS(AJB)[JB]