A. The Commander of the Personnel and Development Division will serve as the Equal Employment Opportunity (EEO) Coordinator for the Dallas Police Department.

B. Responsibilities of the EEO Coordinator

1. Ensuring adherence to the City of Dallas Personnel Rules Section 34-35 governing the Fair Employment Practices as it relates to the Dallas Police Department.

2. Acting as Departmental liaison with the Civil Service Board, City Human Resources Department, and other applicable agencies.

3. Ensuring all employment actions under his or her direction are non-discriminatory, job related, and meets all applicable federal guidelines.

4. Providing information and training to Dallas Police Department supervisory personnel on their responsibilities in order that they may deal with their employees in a non-discriminatory manner.

5. Maintaining or causing to be maintained records necessary for the completion of reports and responses to the Equal Employment Opportunity Commission or other compliance agencies.

A. Each Bureau Administrative Sergeant will serve as a point of contact for employees and supervisory personnel to facilitate EEO/Fair Employment Practices issues with resolutions involving assignments, reassignments, and training of both sworn and non-sworn employees of the respective Bureau.

B. It will be the responsibility of the Administrative Sergeant, along with the EEO Coordinator, to gather information and documentation necessary to respond to inquiries from the Equal Employment Commission, Texas Commission on Human Rights, or other compliance agencies.

C. In addition, the Chairperson of the Grievance Review Committee, upon receipt of a formally submitted complaint, will determine if the complaint was submitted in accordance with City of Dallas Personnel Rules grievance and appeal procedures.

D. The Chairperson and Administrative Sergeants will attend periodic meetings and receive training from the City Attorney’s office, the Department of Human Resources, and other applicable agencies in order to stay current on EEO/ Fair Employment Practices policies and procedures as needed.

E. Bureau Administrative Sergeants will refer employees to General Orders, Section 430.00 Grievance Procedure, in the event an employee desires to file a formal complaint involving an EEO/Fair Employment Practices issue.

A. To ensure all applicable job actions are non-discriminatory as they relate to race, color, sex, religion, national origin, age, or disability and are made in compliance with Title VII of the 1964 Civil Rights Act, as amended.

B. To refer any employee who may experience problems with matters concerning EEO/Fair Employment Practices to their respective EEO Bureau Administrative Sergeant and/or to General Orders, Section 430.00 Grievance Procedure, in the event they want to file a formal complaint. 

A. Reason for Certification - Article 4413 V.C.S. as amended by the 61st Legislature, Regular Session, 1969, makes it mandatory that all peace officers attaining permanent status on or after September 1, 1970, be certified by the Texas Commission on Law Enforcement. The law does not apply to peace officers attaining permanent status prior to September 1, 1970.

B. Responsibility for Basic Certification

It will be the responsibility of the Applicant Processing Unit, upon the appointment of an Apprentice Police Officer, and the Training Section, upon the officer's completion of basic training, to forward the required forms for basic certification to the Texas Commission on Law Enforcement Officer.

C. The four levels of certification are:

1. Basic

2. Intermediate

3. Advanced

4. Master

D. Certification beyond the Basic level is the responsibility of the individual officer. The Employee Relations Unit and the Applicant Processing Unit must each receive a valid college transcript in order to inform the Texas Commission on Law Enforcement (TCOLE) of the college hours earned by the officer after the hiring date. Information on the requirements for each level of certification is available on the Dallas Police Department home page under Training heading then Academy link. These standards are mandated by the Texas Commission on Law Enforcement.

A. All members of the Department, sworn and non-sworn, are required to notify in person the Personnel Services Unit of the Personnel and Development Division within 15 days of an employee status change which includes: marriage or divorce, any name change, birth or legal adoption of a child, or death of a husband, wife, or a child under the age of 17. If an employee undergoes a personal status change that doesn’t fall into the above categories, the employee will contact the Personnel Services Unit of the Personnel and Development Division for further instruction.

B. The Personnel and Development Division will forward a copy of name change memorandums to the Crime Scene Response Section so identification files can be updated.

A. All members of the Department, sworn and non-sworn, will keep their current address and telephone number on file with the Department for official use. Any change of address and/or telephone number will be reported to the employee's immediate supervisor within 24 hours. The supervisor will prepare a memorandum containing the following information: name, employee number, badge number, address, City, zip code, and telephone number(s) of the affected employee.

B. The original memorandum will be forwarded to the Personnel Services Unit of the Personnel and Development Division, and a copy will be retained by the Organization Commander.

C. All employees are required to ensure that their contact information is up to date in Intelligent Workforce Management (IWM) . Employee”s home address must be the actual address at which they reside. A mailing address may be listed in addition to the physical address. Contact phone numbers must be listed as well. If the residence does not have a land based line, then a cellular phone number must be given.

A. All Organizational Commanders will ensure that any changes in the following personnel information which occur in their respective organizational levels will be entered into IWM within 48 hours:

1. Days off.

2. Home address.

3. Home telephone number.

4. Assignment.

5. Watch and/or work hours.

B. Any change in rotating/fixed watch created by a change in assignment must be completed through the use of a Personnel Action Request.

C. Organizational Commanders are responsible for maintaining and distributing an Emergency Contact List for their respective Units.

D. Organizational Commanders will ensure that supervisors conduct audits of the contact information for all personnel under their command at least once per quarter. The contact information in IWM and the Emergency Contact List will be updated as necessary. Copies of the current Emergency Contact List will be forwarded to the Bureau Commander on a quarterly basis due by April 1, July 1, October 1, and January 1 of each year.

A. On all correspondence, forms, and memorandums pertaining to City employees, the following information should be included in the sequence indicated: the employee's name, Department payroll number, and 5-digit employee number. (Note: A Police Officer's badge number is not the employee number.)

B. The following are types of data forms that should contain the above information:

1. Civil Service Ratings (performance ratings).

2. Suspension Memorandums.

3. Accident Reports P-8.

4. Military Leave requests.

5. Departmental Memoranda Concerning Employees' Status.

C. Numbers to be Used

1. Departmental Payroll Number

a. Sworn - 12-1

b. Non-Sworn - 12-2

2. The above numbers may be obtained from the Position Classification Assignment printout that is distributed to each organizational level on a monthly basis. 

A. Requests for lists of names, addresses, and/or telephone numbers of Dallas Police Department employees, sworn or non-sworn, are to be refused regardless of the source of inquiry.

B. If any doubt arises concerning the refusal of any such request, refer the request to the Chief of Police.

C. Unlisted telephone numbers will be given to representatives of the criminal justice system and Dallas Police Department personnel if their identity can be verified.

D. Attorneys for the City of Dallas may obtain this information by telephone provided proof of their employment can be verified. Attorneys and investigators working for the Dallas County District Attorney's Office may obtain this information by contacting the officer/employee’s organizational level (and their employment can be verified). The information is also available through the Dallas Police Department web site if the requester has access to the IWM program.

E. Commanders of organizational levels that have computer terminals with the capability of accessing the names, addresses, and telephone numbers of Police Department employees, sworn and non-sworn, will be charged with maintaining the security of that information.

A. Organizational Commanders will cause a manila file jacket or brown six-part folder to be maintained by the Section, Watch, or Unit Commander for each supervisor and employee under their command.

B. All Supervisor's Reports will be filed in these unit jackets when received. These jackets will be forwarded with the time card of the employee in case of transfer.

C. When an employee is terminated, the unit jacket and time card will be forwarded to the Personnel and Development Division and filed in the employee's personnel file.

A. Dallas Police Department Sworn and Non-sworn identification cards will be issued by the Facilities Management Team to all members of the department. The card will reflect the current rank or grade of the employee and the employee’s photograph.

B. The Applicant Processing Unit of the Personnel and Development Division is responsible for procurement, accountability, issuance, and destruction of identification cards as mandated by the Texas Commission on Law Enforcement Officer Standards and Education or State Regulation.

C. Cards are issued as follows:

1. Sworn identification card issued to those having arrest powers

2. Chaplain identification card.

3. Cadet / Explorer identification card

4. Non-Sworn identification card

5. Retiree identification card

6. Tactical Team Doctor identification card

7. Pre-hire identification card

8. Vendor identification card

9. City Marshall identification card

10. Sworn Peace Officers of Dallas Fire Rescue identification card

11. Separated/Good Standing with 10 or more years of service card will be issued to sworn personnel who resign from the Department in good standing with a minimum of 10 years of service but not retiring.

D. Non-sworn personnel not in uniform and Chaplains will wear the identification card affixed to an outer garment when visiting or working in any restricted area in a police facility. Sworn personnel not in uniform will wear their badge or identification card on an outer garment while in restricted areas of a police facility.

E. Employees will not alter or duplicate any Department identification card.

F. Employees will promptly notify their immediate supervisor of a lost or stolen identification card in accordance with General Order Section 805.01. In order to replace the card, the employee will report to the Personnel and Development Division and present a copy of the Offense/Incident Report along with the memorandum from the Division Commander as to the requirement to pay or not pay for the replacement identification card. If a card is recovered after the replacement card has been issued, the recovered card will be turned in to the Personnel and Development Division and a supplement will be made to the Offense/Incident Report by the Officer’s assigned Division.

G. All employees terminating employment with the Department (to include transfers to other City Departments) will turn in their Department identification card to the Personnel and Development Division while out-processing as set forth in General Order Section 405.01.

H. Personnel retiring “Honorably” from the Department will receive a Retired identification card with “Honorably Retired” in red ink on the card face. An employee retiring under investigation will not receive a Retired identification card. The rank or classification on a Retired identification card will be that rank or classification held by the individual at the time of retirement.

I. Sworn Personnel retiring and applying for a License to Carry Handgun must meet the criteria as set forth in General Order Section 212.01 and will be issued the proper identification card.

J. Retired Personnel that lose their identification cards must file a lost or stolen report with the proper agency and pay for a replacement identification card. If the lost or stolen card is recovered the card must be returned to the Applicant Processing Unit immediately.

K. Sworn identification cards and Retiree identification cards will be replaced on a five year cycle to reflect physical changes in the officer’s / Retiree’s appearance per State Regulation. If a sworn officer / retiree has a major change in physical appearance before that time the identification card may be corrected before the five year mark.

L. Officers will be contacted by the Application Processing Unit by memo or electronic mail as to when and where the officer should report for the new card to be made. This process will be phased in over the five year cycle as required by the State Regulation or as mandated by changes in the State Regulation.

A. Officers requesting leave without pay will:

1. Make their request in a memorandum to the Chief of Police stating the reason for the request, the effective dates requested, and how it will benefit the Department or City if it is educational leave.

2. Include the following statements in their request:

a. "I make this request with the full understanding that this leave, if granted, is given with the expectation that upon completion I will return to full time employment with the City of Dallas."

b. "I have reviewed my pension plan with pension personnel, and I understand the effects an absence will have on my benefits."

c. "I further understand that my absence will require that I undergo a fitness for duty evaluation, and if applicable, I will be required to take a polygraph examination upon my return to full duty covering my conduct during the absence and undergo a fitness for duty evaluation.” (Personnel whose absences are due to military duty or training will not be required to take the polygraph exam).

3. Forward the request through the chain-of-command for approval.

4. If the request is approved, the officer will be notified by a memorandum from the Commander of the Personnel and Development Division. The officer's weapon and badges will be turned in at the Quartermaster Unit. The officer's identification card and warrant of appointment will be turned in to the Personnel and Development Division. It will be at the officer's discretion to turn in other uniform items to the Quartermaster Unit.

B. Leave without pay will be granted within the following guidelines with the expectation that the officer will return to full time employment with the City of Dallas:

1. Leaves will be for a specific time period not to exceed 60 days except for education and training purposes that may not exceed one year.

2. Any absence that may require a longer period of time than initially authorized will require a new written request and approval.

3. Leave for education or training must meet the following requirements:

a. The results of any training or education should directly benefit the Department or City, and the officer must show how in the request. The following instances are examples of direct benefits.

i. The training will increase the officer's ability to perform a specific job that the officer currently holds or will hold upon return to duty.

ii. The training will directly relate to obtaining a position of higher responsibility, higher pay, or promotion.

b. Courses that would tend to lead officers into fields other than police work will not be authorized for leave. An exception to this would be where the officer could show that the training would result in the attainment of a different position within City government.

C. When returning to work after absences over 60 days, officers (except those returning from military leave) will be routinely given a polygraph examination. Polygraph examinations may be required for absences of a shorter period if the need indicates. Department policy requires returning sworn members of the Department to undergo a fitness for duty evaluation before being re-armed and reassigned to duty. Depending on the circumstances, these requirements may be applicable for extended absences due to Family Medical Leave.

A. Definitions

1. Regular Component of the Armed Forces: US Army, US Navy, US Air Force, US Marine Corps, US Coast Guard.

2. Reserve Component of the Armed Forces: US Army Reserve, US Navy Reserve, US Air Force Reserve, US Marine Corps Reserve, US Coast Guard Reserve, Army National Guard, Air National Guard.

3. Extended Active Duty (EAD): Full-time, exclusive employment with a Regular Component of the Armed Forces based upon induction under the Military Selective Service Act (or any subsequent corresponding law); or voluntary enlistment or commissioning into a Regular Component of the Armed Forces; or any voluntary or involuntary call to active duty of a member of a Reserve Component of the Armed Forces for an indefinite period which results in the individual being assigned to an active duty unit and accountability is charged against active force strength. Completed tours of EAD result in the issuance of a DD Form 214 (Certificate of Release or Discharge from Active Duty) to the member.

4. Active Duty for Training (ADT): A temporary tour of active duty for reserve training under orders which provide for automatic return to non-active duty status when the period of active duty specified is completed. ADT tours are commonly classified as annual tours, school tours, or special tours.

5. Inactive Duty Training (IDT): Authorized training performed by a reservist/guardsman not on active duty or active duty for training. These days of training are commonly referred to as drill periods.

6. Military Leave Days (“M” Days): Employees of the Department who are members of the reserve components of the Armed Forces are entitled to 15 paid days of military leave (“M” days) per fiscal year (October 1 - September 30). Employees receive the 15-day entitlement regardless of whether they are assigned to a 10/4 or an 8/5-work schedule. The entitlement is based on number of days rather than number of hours. “M” days may be used in the completion of EAD, ADT, or IDT.

7. Military Liaison Officer (MLO): Officer assigned to the Personnel and Development Division to assist employees with administrative requirements concerning military service.

8. Applicant Processing Team (APT): Assigned to the Personnel and Development Division.

B. Training with a Reserve Component of the Armed Forces

1. Employees who are members of a Reserve Component of the Armed Forces and receive orders or drill schedules to perform Active Duty for Training (ADT) or Inactive Duty Training (IDT) should prepare a memo to the Bureau Commander, if the employee anticipates the use of any “M” days or Leave Without Pay (W) days, in order to complete the training. This memo should state the military unit to which the employee is assigned, the location where the individual is to report, the inclusive dates of the tour of duty (to include authorized travel time), the balance of “M” days left for that fiscal year prior to the start of the tour, and the number of “M” days to be used. If the employee chooses to use any Vacation, Holiday, Compensatory, or Off days in conjunction with “M” or “W” days in order to complete the training, the submitted memo should also state the number of days to be used in each category. The memo should be accompanied by a copy of the orders or drill schedule.

2. The original memo and tour orders/drill schedule will be filed in the individual’s unit personnel file after review by the Bureau Commander. One copy will be placed in the bureau administrative files, and a second copy will be forwarded to the Police Payroll Team Military Liaison Officer (MLO).

3. If the memo indicates the employee’s training period includes 31 or more consecutive days of Leave Without Pay status, the employee should report to the MLO in the Personnel Division with the original memo addressed to the Bureau Commander and EAD orders. A copy of both documents should be submitted to the employee’s Division Commander and a copy placed in the member’s personnel file. The MLO will assist the employee in meeting all necessary administrative requirements prior to the employee’s departure to active military service. The MLO will obtain the contact information of the member while deployed and be a link between the department, and the active duty employee to assist the employee with a wide variety of transitional issues. The MLO will maintain current and relevant information on all employees concerning their military status. This information will contain at a minimum, but not limited to branch of service, military rank and information regarding their current duty station and/or a point of contact via the military. The MLO will make all reasonable efforts to provide information regarding the status of the employee to the appropriate personnel via the chain of command.

The MLO will ensure copies of the memo and orders are distributed to: Bureau Commander

Applicant Processing Unit Payroll Unit

Human Resources

When members are deployed for EAD, the MLO will consult with the member concerning: the Uniformed Services Employment and Reemployment Rights Act (USERRA), Service Members Civil Relief Act of 2003.

4. The APT will complete TCOLE Form F5 for any sworn member whose absence includes 31 or more consecutive days of Leave without Pay status. The form will be submitted by the Personnel and Development Division on the 31st day of the absence. Upon return to City duty, the sworn member will report to the MLO to begin the in processing procedures. The returning employee should provide a copy of their DD214 and Release from Active Duty Letter.

5. The APT will complete the TCOLE Form L1.

6. Employees who intend to use only ordinary paid leave (V, H, C) or Off days in order to complete ADT or IDT are not required to submit a memo to the Bureau Commander, but will instead coordinate the training requirements with their immediate supervisor for scheduling the time off on the police unit’s monthly detail.

7. Employees who participate in ADT or IDT on a regularly scheduled Departmental work day may reschedule the work day as an Off day, as long as the switching of those Departmental work and Off days occur within the same two week pay period. The employee will make the orders or the drill schedule available to the immediate supervisor upon request.

8. Employees are encouraged to give advance notice to their immediate supervisor of ADT/IDT tours as soon as possible, in order for the supervisor to plan work schedules.

9. Employees performing ADT or IDT retain possession of all Departmental issued equipment.

10. Employees will not be required to undergo any testing or evaluation (such as would be given to new Departmental applicants) upon their return from ADT or IDT.

11. If the employee remains in normal Departmental pay status (i.e., no Leave Without Pay is charged on the Exception Payroll) throughout the period of ADT/IDT, then the employee continues to receive all normal employment benefits, to include accrual of vacation, holiday, and sick time. Accrual of vacation, holiday, and sick time ceases at the point an employee begins any Leave Without Pay status. Accrual resumes with the return of the employee to pay status.

12. Upon completing training and allowing time required for return travel, the employee must report back to the first regularly scheduled Departmental shift, unless the return travel is delayed by factors beyond the member’s control.

C. Duty with a Regular Component of the Armed Forces, or EAD with a Reserve Component of the Armed Forces

1. An employee who requests a leave of absence from the Department for the purpose of voluntarily or involuntarily entering a Regular Component, or EAD with a Reserve Component for an indefinite length of service, or for a four-year statutory tour, should submit a memo as described in paragraph 404.02.B.1. If the memo indicates the employee’s leave of absence will include 31 or more consecutive days of Leave Without Pay status, the MLO will ensure that a copy of the memo is forwarded to the APT and Payroll Unit.

2. A copy of the request for military leave memo and EAD order will be filed in the individual’s unit personnel file after review by the Bureau Commander. One copy will be placed in the bureau administrative files and the MLO will forwarded a copy to the Police Payroll Team.

3. The APT will complete TCOLE Form F5 for any sworn member whose absence includes 31 or more consecutive days of Leave Without Pay status. The form will be submitted by the Personnel and Development Division on the 31st day of the absence.

4. An employee entering EAD will have the option of receiving lump sum payment for accrued vacation, holiday, and compensatory leave; using a portion or all of it in conjunction with the absence; or leaving the balance intact for use upon return to the Department. Any sick time balance existing at the time the employee departs will be banked for the employee’s use upon return to the Department.

5. An employee who requests an unpaid leave of absence for entry into a Regular Component or EAD (indefinite or four year statutory tour) with a Reserve Component will turn in all issued equipment to the Quartermaster Unit and Personnel and Development Division as appropriate. The employee will be reissued the same or new equipment upon return. Reserve Component members activated under a 180-day Presidential call-up will retain possession of their issued equipment.

6. An employee’s right to return under Chapter 43 (Veterans’ Reemployment Rights) of Title 38 US Code is protected for an absence of up to four years, or up to five years if the fifth year is at the request and convenience of the US Government.

7. An employee who completes a tour as a member of a Regular Component, or a Reserve indefinite or four-year statutory tour of EAD, will:

a. Notify the Department in writing within 90 days of the employee’s discharge/separation from active duty of the employee’s desire for reinstatement. The employee will prepare a letter to the Commander of the Personnel Division giving name, employee number, first date of active duty, date of discharge/separation, and a statement that the member is returning for reinstatement.

b. Hand deliver the letter to the Personnel Division MLO. The MLO will conduct an after deployment interview. The member will then report to the APT, where TCOLE Form L1 will be prepared and submitted.

c. Furnish to the APT a copy of the employee’s DD Form 214 to verify that the member’s military service was characterized as Honorable or General (under Honorable conditions).

d. Undergo a psychological screening by a DPD staff psychologist before being rearmed and reassigned to duty. Based on the results of the screening, the employee will either be rearmed and reassigned to duty or, if necessary, referred to the chain of command for a fitness for duty evaluation, in accordance with General Order 432.01.

e. Receive instructions for obtaining equipment from the Quartermaster Unit and determine any need for weapons qualification at the Range and/or accelerated classroom training at the Academy.

D. General Provisions

1. An employee - who is normally eligible for a merit step increase but on EAD, ADT, or IDT during a portion of a merit step increase evaluation period - will be eligible for the increase if supervisors in the chain-of-command are able to fairly evaluate the employee’s performance for a majority of the evaluation period. The employee’s performance during the period must reflect performance that exceeds the minimum level of satisfactory performance.

2. A sworn member of the Department whose military absence from the Department is for one year or longer will, upon return, be temporarily assigned to the Training Section for accelerated retraining, the length of which will be determined by the Commander of the Training Section. The purpose of this retraining will be to ensure the member is updated on any changes in state or municipal law, the Code of Criminal Procedure, and/or significant Departmental policies.

3. Employees entering EAD (Regular or Reserve) or performing ADT or IDT retain their original dates of employment and dates of rank with no loss of seniority.

4. Employees who use Leave Without Pay (“W” days) in order to perform EAD, ADT, or IDT are eligible to maintain full pension credit covering the period of their absence by making payment of pension fund contributions (plus interest compounded annually) after their return to the Department. Payment of amount due must be made within one year from the date of calculation by the fund administrator. Details should be obtained from the Police and Fire Pension Board administrator.

5. Employees who remain on paid or unpaid leave status while on EAD, ADT, or IDT may retain the insurance coverage available to active employees. Employees who terminate may be eligible to maintain certain health and life insurance coverage under COBRA. Details about coverage and costs should be obtained from the Employee Benefits Division, Department of Human Resources.

A. All employees voluntarily terminating their employment with the Dallas Police Department will submit a memorandum to the Chief of Police through their chain-of-command. The memorandum will reflect the resigning or retiring individual’s last date of employment.

B. Employee Termination Checklist Form

1. An Employee Termination Checklist form, consisting of seven sections, will be completed for all terminating employees. This form documents the return of City of Dallas property at various Departmental offices. Applicable sections will be completed in the order listed. All employees will contact each of the six respective units listed on the Employee Termination Checklist form. Each section will be acknowledged with a signature from the terminating employee and a designee from the respective unit.

a. Section I documents the return of certain City equipment at the Division, Section, or Unit level and will be acknowledged with a signature by the terminating employee and his/her supervisor.

b. Section II documents the clearance of property and/or evidence logged in at the Property Unit during the terminating employee length of service with the Department. To ensure all terminating employees have completed their chain of custody clearance report for any and all property being held, this section will be acknowledged with a signature by the terminating employee and by a supervisor of the Property Unit.

c. Section III documents the return of all equipment (City-issued Cell Phone, Laptop, iPad, Webcam, CD/Blu- Ray Burner, Headset, Training Cord, Phone/Radio Amp, AIS Token(fob), etc.) assigned by the Operational Technology Unit. This section will be acknowledged with a signature by the terminating employee and by a supervisor of the Operational Technology Unit.

d. Section IV documents the return of the Body Worn Camera and will be acknowledged with a signature by the terminating employee and the Department BWC Administrator. In cases where the terminating employee was not issued a BWC, this section must still be acknowledged with a signature and be verified by the Department BWC Administrator. Quartermaster Section V must be signed and completed before Section IV can be reviewed.

e. Section V documents the clearance of the Quartermaster. If applicable, the terminating employee will call the Quartermaster Unit to request an equipment audit and schedule an appointment to return all issued items. At the time of the appointment, this section will be acknowledged with a signature by all terminating employees and a member of the Quartermaster.

f. Section VI documents the clearance of the Field Base Reporting/Records Management System (FBR/RMS). This section will be acknowledged with a signature by all terminating employees and by a member of the RMS Support Team.

g. Section VII documents the completion of the Exit Interview with the Police Personnel - Employee Relations Team. All employees leaving the Department will turn in their DPD Identification Card and Warrant of Appointment. The section will be acknowledged with a signature by all terminating employees and by a member of the Employee Relations Team.

2. The Personnel Division will retain the completed Employee Termination Checklist form.

C. Exit Interviews

1. The purpose of this interview is to discuss benefits, salaries, and reimbursements for which the terminating employee may be eligible. An Employee Exit Interview Checklist form will be completed for all employees resigning, retiring, or discharged from the Dallas Police Department. All employees will call and schedule an appointment prior to reporting to the Employee Relations Team for an Exit Interview.

2. Terminating employees wishing to receive a refund of pension contributions may complete the related paperwork in:

a. The office of the Police & Fire Pension Fund (sworn).

b. The office of the Employee Retirement Fund Pension Office (non-sworn).

D. Discharged employees must complete the Employee Termination Checklist and schedule an appointment for an Exit Interview with the Employee Relations Team. Discharged employees must be accompanied with a supervisor from their chain-of-command during the clearance portion from each respective unit listed on the Employee Termination Checklist.

1. Property Unit

2. Operational Technology Unit

3. Body Worn Camera Unit

4. Quartermaster

5. FBR/RMS Unit

6. Police Personnel – Employee Relations Team

E. Employees who wish to submit their Resignation while on Restricted Duty and/or on Administrative leave must be accompanied by a supervisor from their chain-of-command during the clearance portion from each respective unit listed on the Employee Termination Checklist and during the Exit Interview with the Employee Relations Team.

F. All retiring employees should advise the Employee Relations Team of the impending retirement at least 4 weeks prior to the close of the business date or retirement party date to allow sufficient time for ordering the service plaque. Sworn personnel, Non-sworn and Security Officers who are retiring “Honorably” will provide the Employee Relations Team with their badge(s) and/or those awards (on a solid backing) that will be placed on their service plaque. Prior to relinquishing these items to the Employee Relations Team, these employees will obtain a temporary badge from the Quartermaster Unit. The temporary badge must be returned to the Quartermaster Unit when Section II of the

Employee Termination Checklist form is completed.

G. Retiring employees should also confer with their Pension System administrators for an explanation of benefits prior to their retirement date.

H. All terminating employees will be given copies of the Employee Termination Checklist, Exit Interview, and any other forms completed during the termination process.

I. During the Exit Interview, a PIU/IAD check will be performed on all employees leaving the Department. The PIU/IAD check will be acknowledged with a signature by the terminating employee, a supervisor from PIU, and a supervisor from IAD. The PIU/IAD check indicates whether the employee has a pending investigation with PIU and/or IAD.

A. To verify completion of Section I of the Employee Termination Checklist, the terminating employee’s supervisor will initial all applicable items. The supervisor will direct the employee to contact each respective Unit and take the original Employee Termination Checklist form to the Property Unit for a clearance of property being held, the Operational Technology Unit for clearance of assigned city equipment, the Body Worn Camera Unit for clearance of an issued of a BWC, the Quartermaster for clearance, the RMS Support Team for a clearance of outstanding reports, and to the Police Personnel - Employee Relations Team or Payroll Services Unit (as applicable), where Section VII will be completed and the Exit Interview conducted. Except for retiring employees, the Exit Interview and Section VII of the Employee Termination Checklist form may be completed in the Personnel Division at the same time.

B. Resignations or Retirements

1. The immediate supervisor will prepare a separate cover memorandum, addressed to the employee, accepting the employee's resignation or retirement in the name of the Chief of Police. The following information will be included in the cover memorandum:

a. The effective date of resignation or retirement.

b. An acknowledgment to be signed by the employee which will be placed below the supervisor's signature.

2. The employee will be given the original letter of acceptance. A copy of the letter of acceptance will be attached to the employee's letter of resignation or retirement.

3. The immediate supervisor will also prepare a cover memorandum to the Chief of Police stating the employee’s rehire eligibility. The supervisor should document the reasons for the recommendation, citing the employee’s performance and/or other factors in making the recommendation. Employees leaving service while under investigation or prior to the administration of any formal discipline, written reprimand or above, are not eligible for rehire.

4. The letters of resignation, acceptance, and eligibility for rehire will be forwarded through the chain-of-command to the Assistant Chief/Executive Assistant Director. Each level of supervision will note concurrence or non- concurrence on the letter of eligibility for rehire and will document any non-concurrence. The rehire recommendation of the highest-ranking supervisor will be the official position of the Department. The letters of resignation, acceptance, and eligibility for rehire will then be forwarded to the Personnel Division to be placed in the employee's personnel file.

C. If the retiring or resigning sworn or non-sworn employee meets the criteria in Section 405.04 regarding service plaques, it will be the responsibility of the unit/watch commander or section manager to:

1. Notify the Personnel Division Employee Relations Team by telephone at least ten days in advance of the planned retirement date, or as soon as possible, so arrangements can be made to order the service plaque.

2. Plan and coordinate a retirement reception if the employee desires one.

3. Notify the Office of the Chief of Police by telephone at least ten days in advance of the retirement date, or as soon as possible, confirming the Chief’s availability to attend the reception.

4. Prepare and distribute a memorandum Department-wide announcing the retirement and reception, if applicable.

5. Contact the Media Relations Unit to ensure announcement in the Police News.

D. Issuance of photographic ID Card

1. H.R. 218 – The Law Enforcement Officers Safety Act requires all local, State or Federal law enforcement agencies to issue photographic identification to officers who separate from the agency with an aggregate of ten years of service.

2. The stated purpose of the Act is to provide an exemption to qualified law enforcement officers from State laws that prohibit the carrying of concealed firearms.

3. The change in the Act requires the issuance of an I.D. card when an officer;

a. Separates in good standing with 10 or more years of service or is separated due to a service–connected disability.

b. Was authorized to prevent, detect, investigate, or incarcerate under the law.

c. Had statutory powers of arrest.

d. Is not under the influence of alcohol or hallucinatory drugs.

e. Is not prohibited by Federal law from possessing a firearm.

f. Sworn officers who separate from the Department in good standing after a total of 10 years or more service, but who are not eligible for retirement, will be issued an I.D. card with “Separated/Good Standing Years” in red print on the card face.

A. General Provisions

When a Police Officer enters the Phase Down Program, he or she is no longer actively employed by the City.

1. The Police Officer who participates in the Phase Down Program (“Phase Down Participant”) will not accrue any leave (vacation and sick leave) or be paid for City Holidays.

2. The Phase Down Participant is also not eligible for the Attendance Incentive Leave (AIL) programs.

3. The Phase Down Participant will have no rights to salary, Worker’s Compensation or other benefits afforded employees except as outlined in the Meet and Confer Agreement.

4. The Phase Down Participant is not an active employee once he or she enters Phase Down and will not pay pension contributions on Phase Down payments.

5. The Phase Down Participant cannot work part time at the City to supplement his or her lost hours. The Phase Down Participant must leave the City’s employment completely by the effective date of entering the Phase Down Program.

B. Minimum Requirements

1. A Police Officer must have at least 1000 hours of sick leave accrued before qualifying to enter the Phase Down Program, and at the time he or she enters the Phase Down Program.

2. The minimum balance is for sick leave only and cannot include a combination of other leave balances (i.e. Vacation, and AIL).

C. Applicable Leave Balances Subject to the restrictions on the appropriate amount of accrual of sick leave stated above, Phase Down Participants may use the following leave banks as the basis for compensation in the Phase Down Program:

1. Accrued Sick leave time (maximum of 720 hours for Police);

2. Accrued Vacation leave time;

3. Accrued AIL leave time; and

4. Accrued Compensatory time.

During the time he or she is in the Phase Down Program, the Phase Down Participant’s applicable leave balances shall be valued using an hourly rate of pay based on his or her total pay (applicable pay and all special pay items) or as required by law.

D. Payment Options

A Phase Down Participant has two options to receive payment of accrued leave balances per pay period:

Department	Option	Hours Per Pay Period
Police	A B	40 80

E. Beneficiary

If a Phase Down Participant dies during the PDP, the balance of his or her Phase Down bank shall be paid to his or her designated beneficiary (or beneficiaries). The value of the remaining leave shall be determined based upon the value assigned for Phase Down payment when the Phase Down Participant opted to enter the PDP.

1. The employee must designate a beneficiary (or beneficiaries) when filling out the application to enter the PDP.

2. The designated beneficiary (or beneficiaries) for the PDP applies to the Phase Down payments only.

F. Lump Sum Payments

1. Employees wishing to receive a lump-sum payment of their leave balances rather than entering phase-down will be allowed that option if they were hired at the City prior to October 1, 2003.

2. Employees hired on or after October 1, 2003 may receive lump-sum payments rather than entering the Phase Down Program, but will not receive any payment for unused sick leave balances.

3. Phase Down Participants who were rehired on or after October 1, 2003 and have already received a lump sum payment for their sick leave, will not be paid for sick leave in the Phase Down Program in accordance with Section 34-22 (t) (4) of the Dallas City Code.

G. Health Benefits

1. Phase Down Participants will be allowed to purchase health insurance at the active employee rate during the time they are in the Phase Down Program. This will include medical, dental, and vision. This does not include Basic Life Insurance, Accidental Death and Dismemberment, and other Voluntary Benefits (i.e. AFLAC or Colonial Life). Employees, who wish to continue receiving these benefits on their own, must contact the vendors who provide them.

2. Employees must currently be participating in one the City’s health insurance plan in order to purchase benefits during the Phase Down Program.

3. An employee must continue health insurance during the Phase Down Program if he or she wishes to elect the City’s insurance as a retiree.

4. Employee monthly premiums will be deducted from their bi-weekly Phase Down payment.

5. Phase Down Participants must schedule an appointment with the Benefits Administration Division in the Human Resources Department to determine their eligibility and set up benefits for Phase Down and retirement 30 days prior to each change in status (i.e. from active employee status to phase down status and from phase down status to retiree status).

6. Employees can schedule appointments by calling 1-888-752-9122, or in person at:

Dallas City Hall

Human Resource Department, 1DS 1500 Marilla Street

Dallas, TX 75201

7. Employees who want to elect Medicare Part A benefits must meet the eligibility requirements. The most important requirement is the employee must be age 65 or older. Employees should consult the Benefits Administration Division to determine eligibility and learn the procedures prior to choosing to elect the Phase Down Program.

H. Disqualification

Phase Down Participants who elect to participate in the Phase Down Program can be disqualified during the ninety (90) day period after they have submitted their application for the following reasons:

1. They do not meet the minimum sick leave balance requirements on the date they are to enter the Phase Down Program. In this circumstance, the employee would receive a lump sum payment in accordance with the Dallas City Code.

2. If the employee is terminated for cause, he or she cannot participate in the Phase Down Program and would receive a lump sum payment in accordance with the City of Dallas Personnel Rules in Chapter 34 of the Dallas City Code.

I. Procedures

If a Police Officer chooses to enter the Phase Down Program, he or she must complete the following steps:

1. A Police Officer must inform the Dallas Police Department of his or her intent to enter the Phase Down Program by reporting said intent to the Personnel Division of the officer’s respective department no less than 90 (ninety) calendar days prior to his or her intent to enter the Phase Down Program. The employee will receive the following information packet that includes:

a. Application and Irrevocable Election Statement

b. Terms and Conditions

c. Frequently Asked Questions

2. The Personnel Division will determine his or her eligibility. Once eligibility is determined, the employee’s Personnel Division will go over the Terms and Conditions of the Phase Down Program.

3. The employee will fill out the Application and Irrevocable Election Statement. The effective date (date they will enter Phase Down) will be established.

4. The Personnel Division will submit a copy of the Application and Irrevocable Election Statement to the City Controller’s Office – Payroll Division. The Benefits Administration Division and Payroll Division of the Human Resources Department will be copied. The employee shall retain a copy for his or her records.

5. The City Controller’s Office - Payroll Division will verify the employee’s leave balances to determine his or her eligibility; and will set up the payments in the system.

6. The City Controller’s Office – Payroll Division will also place the employee into a Phase Down (PD) Status.

7. The employee must schedule an appointment with the Benefits Administration Division of the Human Resources Department 30 days prior to their effective date.

a. The Benefits Administration Division of the Human Resources Department will determine the employee’s eligibility to continue purchasing health insurance at the active employee rate during participation in the Phase Down Program.

b. The Benefits Administration Division of the Human Resources Department will also inform the employee of the benefits process, and the procedures for retiree health insurance. An employee must continue health insurance during the Phase Down Program if he or she wishes to elect the City’s insurance as a retiree.

c. The Benefits Administration will inform the employee that he or she must schedule an appointment 30 days before their last Phase Down payment to convert over to retiree health insurance.

d. Benefits Administration will work with the City Controller’s Office – Payroll Division to make the necessary changes to ensure the employee will have the active employee benefit rate during Phase Down.

8. The City Controller’s Office - Payroll Division will mail out a final notice providing the employee his or her final balance and last payment in the Phase Down Program.

a. The notice will also confirm the employee’s eligibility (i.e. if they still have the required minimum sick leave balances).

b. If the employee is no longer eligible to participate in the Phase Down Program, the notice will explain to the employee that he or she will be required to leave the City on his or her effective date. The employee will receive a lump sum payment for the balance of his or her accrued leave accruals upon termination of employment in accordance with the City of Dallas Personnel Rules in Chapter 34 of the Dallas City Code.

c. The City Controller’s Office will also notify the Benefits Administration Division of the Human Resources Department that the employee’s status has been changed to PD.

9. Once the employee signs the Irrevocable Election Statement, he or she is committed to the program and must leave the City on their effective date.

10. If an employee decides to not participate in the Phase Down Program and return to work during the 90 day period, he or she will return as a P2, Step 1 (Police Officers). The employee will lose all certification and incentive pay. He or she will be allowed to keep their service pay.

J. Entering Phase Down

1. The employee must complete the exit interview process.

2. The department must complete employment termination checklist as part of the exit interview process.

3. In the event, the employee no longer meets the requirements for Phase Down on his or her effective date, the employee will receive a lump sum payment for the balance of his or her accrued leave upon termination of employment in accordance with the City of Dallas Personnel Rules in Chapter 34 of the Dallas City Code.

4. The employee’s status will change to Retiree Status after he or she has completed the Phase Down Program. The City Controller’s Office – Payroll Division will make the switch and coordinate with the Benefits Administration and Payroll Divisions of the Human Resources Department.

5. As previously mentioned, the employee must schedule an appointment with the Benefits Administration Division of the Human Resources Department at least 30 days before his or her last Phase Down Payment to switch over to retiree health insurance.

It will be the general policy of the Dallas Police Department not to re-employ persons who have twice resigned from the organization. Exceptions to this policy may be made by the Chief of Police if the Department will benefit from the re- employment. Sworn personnel re-employed after a voluntary resignation, retirement, or other separation from police service will start at the rank of Police Officer. Any rank higher than Police Officer must be gained through the competitive promotion process. Employees entering military Extended Active Duty or performing Active Duty Training or Inactive Duty Training, however, retain their original date of employment, rank, and date of rank with no loss of seniority upon return.

A. Service plaques will be presented to both sworn and non-sworn employees of the Police Department (or next-of-kin) under the following circumstances:

1. An employee retires and is eligible to start receiving retirement benefits.

2. An employee resigns, having completed at least 20 years of service to the Police Department.

3. An employee dies or is killed.

4. An employee receives a disability retirement.

5. An appointed, executive employee resigns.

B. Design of Service Plaques

1. Sworn service plaques will contain the breast badge or cap badge or both; awards; long service pin; employee name; and completed years of service.

2. Non-sworn service plaques will contain the Departmental three-badge logo; employee name; and completed years of service.

3. A sworn employee retiring while under investigation will not receive a sworn service plaque but may opt to receive a non-sworn service plaque.

C. Upon the death of an employee, it will be the responsibility of the employee’s unit/watch commander or section manager to coordinate the ordering of the plaque with the Employee Relations Team, Personnel and Development Division. Once the plaque is ready for presentation to the employee’s next-of-kin, the Employee Relations Team will coordinate with the Office of the Chief of Police and will notify the employee’s chain-of-command.

A. When the Civil Service Trial Board, District Court, an Administrative Law Judge, the Chief of Police, or the City Manager’s Office orders reinstatement of a discharged employee, the Employee Relations Team of the Personnel and Development Division will immediately contact the reinstated employee and provide reporting instructions.

B. The Chief of Police retains the right to assign a reinstated employee to any position in the Department that is the same classification and grade as his/her original position.

C. Reinstated sworn members of the Department are required to undergo a fitness for duty evaluation by the police psychologist before being re-armed and reassigned to duty.

1. In all cases the employee must report to the Personnel & Development Division for processing and then report to the Academy for required training prior to re-licensing.

2. Upon completion of the required training, the employee will be assigned to an administrative position by the Commander of the Administrative Services Bureau. Subsequent transfers will be in accordance with the departmental transfer policy.

D. Reinstated employees will be provided with necessary job training. A performance plan will be developed and reviewed according to the guidelines in Section 411.00 (Performance Reviews and Appraisals).

E. Reinstated employees will be assigned to their new duty assignment for a period of one year. However, they may request a voluntary transfer after six months following their actual return to duty. The request for transfer may be denied when in the best interest of the Department.

F. Reinstated employees will not be allowed to work off-duty police service jobs for a minimum of one year following their actual return to duty.

A. General Provisions

1. The purpose of the Department's seniority system is to establish a method to assist supervisors in determining employees' days off, holidays, vacation days, and special event assignments (e.g., State Fair assignments). Establishment of a seniority system for this reason is within the purview of the Chief of Police.

2. An employee's service credit date (established by City directives) should not be confused with the Department's internally established seniority system. Section 34-10 of the City of Dallas Personnel Rules will be consulted to determine retrieving continuous full-time service when considering service-related benefits such as calculation of longevity pay and sick leave earnings. Credit for retirement and pension programs is defined in the governing documents establishing those programs.

3. Organizational Commanders will maintain a seniority roster of the personnel under their command for use in the assignment of vacations, days off, holidays, and special events (parades, State Fair, football games, etc.). The seniority roster will reflect any adjustments for time during which an employee was suspended (“Z”), Absent without Leave (“X”), or not employed by the Department, as stipulated in B.2 and B.3 below. Approved Leave Without Pay (“W”) will not be deducted from an employee's seniority.

4. The Personnel and Development Division’s records will be used to settle disputes of seniority or time in grade.

5. All seniority is retained, including all time away from the job, when the absence was the result of a military duty or training.

6. Any adjusted dates of rank or appointment for seniority due to suspension will be based only on the number of days ordered by the Chief of Police when the suspension totals five (5) or more days off and will not include any normally scheduled off days. Suspensions issued on or after December 23, 2021, that are one (1) to four (4) days, will not affect the seniority of an employee.

7. The Chief of Police will determine if the seniority of the employee will be affected on suspensions that result in more than five (5) days as a result of an accident.

B. Sworn Personnel

1. All officers’ seniority will begin the day they report for duty as sworn members of the Department. Time spent in another City Department or as a non-sworn employee within the Police Department will not be considered when determining seniority. Should two or more officers report on the same day and there are no adjustments for suspensions, AWOL, or periods when not employed by the Department, the officer with the lowest badge number will be senior.

2. Seniority for all officers promoted to Senior Corporal on May 1, 1988, will be determined by the appointment date of their previous rank. Any adjustments due to suspension will be made to their service date. Their promotion date remains May 1, 1988. Dates of rank will be adjusted to reflect AWOL and non-employment status as stipulated in Section A.3 above.

3. All other officers’ time in grade for those ranks above the classification of Police Officer will begin on the date of promotion to the rank. If two or more officers are promoted on the same day, the officer having the highest promotional test score will be senior. Dates of rank will be adjusted to reflect suspension, AWOL, and non- employment status as stipulated in Section A.3 above.

4. Seniority for officers having identical promotional test scores and promoted on the same day will be determined by their time in grade in the previous rank or classification.

5. Any sworn officer who resigns, retires, or otherwise terminates employment from the Department and is re- appointed into a sworn position will regain all seniority based on previous tenure. The adjusted date of appointment and date of rank will be based on total time employed as a sworn member of the Department. It will include the initial employment period and any subsequent re-employment period, but will exclude periods of suspension, AWOL, and time not employed by the Department.

6. When officers are demoted, they will retain all time spent in both higher and lower rank as time in grade in the lower rank.

7. All officers reinstated to a higher rank after a demotion will resume their time in grade in that rank forfeiting only time spent away from the higher position.

C. Table of Sworn Seniority Ranks

​Exempt Employees	Non-Exempt Employees​
​Chief	Lieutenant​
​Executive Assistant Chief	Sergeant​
Assistant Chief​	Senior Corporal​
Deputy Chief​	Corporal/Police Officer​
Major​	Probationary Police Officer​
Captain​	Apprentice Police Officer​
​	Trainee Police Officer​

D. Non-Sworn Personnel

1. All non-sworn employees’ seniority will first be determined by grade level. When two or more employees have the same grade level, seniority will be determined by time in grade. If time in that grade level is the same, seniority will be determined by the initial date they reported for duty with the Police Department. Should two or more employees report on the same date, the beginning employment date with the City of Dallas will be used. If the beginning employment date is the same, the date the employee's name was posted to the Register of Eligibles will be used to determine seniority. An “Upgrade”, ”Downgrade”, or “Reclassification” of a position is not viewed as a promotion or demotion. An employee’s time in grade in their prior position will be factored into their seniority status.

2. Non-sworn personnel who retire, resign or promote to become sworn employees begin a new date for time in grade for seniority purposes and consideration for days off, holidays, vacation days, and special event assignments.

3. When employees are demoted, they will retain all of the time spent in both higher and lower grade as time in the lower grade.

4. All employees reinstated to a higher rank after a demotion resume their time in grade in that grade, forfeiting only the time spent away from the higher position.

5. An employee who resigns, retires, or otherwise terminates employment from the Department and is reappointed regains all non-sworn seniority based on previous tenure. The adjusted date of appointment and date of grade will be based on total time employed by the Department. It will include the initial employment period and any subsequent re-employment period, but will exclude periods of suspension, AWOL, and time not employed by the Department.

6. Sworn personnel who retire, resign, or demote to become non-sworn employees, and assume their non-sworn position on October 28, 1994 or later, will begin a new date in grade for seniority purposes as a non-sworn employee and consideration for days off, holidays, and vacation. Time spent as sworn personnel will not be considered for seniority purposes.

7. Sworn personnel who retired, resigned, or demoted to become non-sworn employees and assumed their non- sworn position prior to October 28, 1994, will be permitted to carry their previous sworn seniority into their non- sworn position.

A. Vacation and holiday leave will be granted at such time as will best serve the Department’s interest. For sworn personnel, preference will be given on the basis of seniority for Police Officers or time in grade for sworn personnel above the rank of Police Officer. For non-sworn personnel, preference will be given on the basis of grade level, time in that grade level, time with the Department, total employment time with the City, and date posted to the Register of Eligibles, in that order.

B. Days off will be assigned on the basis of seniority for Police Officers; time in grade for sworn personnel above the rank of Police Officer; and grade level and time in grade for non-sworn personnel only when all factors are equal, and the interests of the Department have been satisfied. Personnel transferring into a unit or higher departmental organizational level may be required to relinquish those seniority privileges for a maximum of six months to allow those being bumped to make personal accommodations. This does not prevent the acquisition of those privileges at an earlier time if it can be arranged.

C. Special event assignments will normally be based on seniority unless bona fide reasons exist as determined by an Assistant Chief or Assistant Director.

D. When non-supervisory sworn and non-sworn employees are performing similar tasks that require their time off to be considered together in the work setting, their seniority will be compared and based on time in grade.

A. The mission of the Police Department to provide for public safety on a 24-hour, 7 days a week basis requires that the needs of the Department and the community served is considered in regard to personnel assignments. The Chief of Police or their designee may take into consideration these special needs for the assignment of personnel. All assignments are the prerogative of the Chief of Police. No employee, sworn or professional staff, has a property right to a specific assignment within the Department. This transfer procedure is designed to serve the needs of the community, the Department, and to allow for individual growth and increased job knowledge of employees.

B. The transfer procedure of the Dallas Police Department (DPD) is outlined in this General Order for sworn and professional staff. This transfer procedure outlines the steps and process for assignment announcements, applying, transferring, maximum durations, exemptions, filling vacant positions, and reassignments. The following formal procedures are for department-wide transfers and only the Chief of Police may provide exceptions not outlined in this General Order.

Alternate Assignments – Assignments not covered by this general order include both Special Assignment, Specialized Positions (such as federal task force officers), and drafted assignments. These are governed by the ‘Alternate Assignments’ General Order 408.

Beat Patrol – An assignment in patrol that functions as a beat officer, primarily in a call answering capacity. 

Interview Position – An assignment outside of beat patrol that requires the applicant to meet additional requirements or skills, express interest, and test/interview.

Assignment Continuation – Each unit commander will evaluate all employees in non-beat patrol assignments who have completed five (5) years in the unit on an annual basis. This will be completed during the annual performance evaluation process. A memo will be submitted thru the chain of command to the Executive Assistant Chief of Police listing all personnel that meet the evaluation requirements and recommending each employee for continuation in the unit or reassignment based on overall performance. 

Reassignment – The Chief of Police may reassign positions and staff within the department to provide for the best interest of the employee and the department. An employee may not grieve a reassignment, including situations in which the employee: (1) was involuntarily reassigned; or (2) applied for and was not selected for the reassignment.

Transfer – For the purposes of General Order 407.00, the word “transfer” refers to and means a “reassignment” as defined in Section 34-13 of the Personnel Rules, which states that a reassignment is not grievable. Refer to City of Dallas Personnel Rule 34-13(b).

Organizational Commander – is a Unit Commander or above.

A. Employees will not be allowed to work under the line of supervision of their spouse, mother, father, brother, sister, son, daughter, or any other relative. See City of Dallas Personnel Rule 34-5(d).

B. Requests for involuntary reassignments will be made by Organizational Commanders and forwarded to the Chief of Police through the respective Executive Assistant Chief. Written justification for the reassignment must be included in the request. The Chief of Police is not required to provide oral or written justification for the decision to approve or deny a request for an involuntary transfer.

1.    If the request is based on conduct or performance in the assignment: written justification must articulate the specific steps of progressive coaching and/or discipline given to an employee prior to a request for an involuntary reassignment, which may include:

(a) Documented violations of policy and/or procedures.

(b) Documented coaching sessions.

(c) Documented summary discipline. 

(d) Documented performance improvement plan.

(e) Formal Discipline. 

2. If the request is based on business needs of the department: written justification of the business reasons for the reassignment. 

C. The Chief of Police is not required to provide oral or written justification for the decision to approve or deny a request for an involuntary transfer reassignment.

1.   If circumstances prevent the employee from remaining in the current assignment pending an involuntary transfer reassignment, the employee will be placed on administrative leave with pay or special assignment until the effective date of reassignment. 

2.   Involuntary transfers reassignments will not become effective until at least seven calendar days after the employee is notified of the transfer reassignment.

D. Reassignments are sought to be made in the best interest of the department. Employees should not infer negative connotations or attach stigma to any employee who seeks a voluntary reassignment or who is involuntarily reassigned under this procedure. Employees shall not retaliate against an employee who seeks a voluntary reassignment or who is involuntarily reassigned.

E. Unless an overriding departmental need exists (as determined by the Chief of Police) before being allowed to reassign to an interview position, all sworn personnel will be required to serve:

1.     A minimum assignment of two (2) years in ‘beat patrol’ from the date of promotion to police officer rank.

2.   A minimum of one year in an assignment for which the employee volunteered. The one year minimum does not apply for an involuntary assignment, which includes assignments following a promotion.

F. All Executive, Captain, and Lieutenant assignments are not subject to a transfer procedure. The Executive Assistant Chief(s) of Police, Assistant Chief(s) or Assistant Director(s) may recommend specific assignments or reassignments, but the Chief of Police has final approval authority.

G. Sergeant assignments are governed by General Orders 407.08

H. Officers on temporary light duty may apply for an open vacancy. When the transfer procedure begins, the temporary light duty officer must submit a memorandum to the Commander of the Bureau where the officer wishes to transfer. The memorandum must describe the nature of the light duty and any information affecting the future status of the light duty and its potential effect on the transfer. The Bureau commander will make a recommendation to the Chief of Police whether to allow the officer to proceed with the transfer procedure. The Chief of Police will make the final decision.

I. All employee selection records must be maintained according to the city retention schedule.

A. The Patrol Bid is designed to allow officers the opportunity to select their station and shift based on their seniority. This allows officers the flexibility to select the best working conditions to meet their professional and personal goals.

B. The Chief of Police will review staffing levels and personnel distribution in the Patrol Bureau and determine if a Patrol Bid is required. At that time the following steps will be conducted:

1. A Chief’s Update will be published which will outline if a Patrol Bid will occur

2. The Patrol Bid Guidelines will be published and available for review; and

3. Dates and deadlines will be established for all steps of the process.

C. The Chief of Police may designate a number of positions to be exempted from the Patrol Bid to address a variety of issues including, but not limited to: experience, specialized programs, and strength distribution. All personnel withheld from the Bid will be placed into assignments based upon the needs of the Department.

D. The Patrol Bid Guidelines establish the procedures of each year’s Patrol Bid. At the conclusion of the Patrol Bid, employees can only be held for thirty (30) days after the effective date of the bid.

The following procedure applies to all sworn positions below the rank of Sergeant throughout the Department.

A. Senior Corporals must be off probation and immediately eligible for transfer to apply and interview for a vacant position. In addition, Senior Corporals must have completed field training officer school and have been evaluated by the field training officer board (regardless of whether they were selected to or worked as a principal field training officer).

B. Filling a Vacant Interview Position.

Transfer eligibility lists will start for assignments that had the posting close after June 8, 2022.

1. If an interview position opening exists, the Unit Commander will submit a memo thru the chain of command to the Chief of Police requesting to fill the position(s) along with a vacancy announcement addressed to the Commander of the Personnel Division. The vacancy announcement must include: 

a. The vacant assignment or anticipated date of vacancy for the assignment;

b. The specific assignment description, including but not limited to: exact job duties, working conditions, working hours, expectations, project requirements, etc;

c. Any specific job requirements for the position, such as the ability to speak a foreign language or perform a specific task;

d. Any special needs such as prior experience required, training requirements, seniority consideration, project skills, Knowledge/Skills/Abilities, preferences, etc; and

e. A contact person and contact information.

2. The Commander of the Personnel Division will have the memo posted on the Department’s Intranet Home Page and distribute the assignment announcement to members of the department via email.

3. Applicants interested in the assignment will have 10 calendar days from the date of Personnel Division’s announcement to respond directly in writing to the contact person listed on the announcement and request consideration for the assignment. 

4. Individuals applying for an assignment opening must hold the rank required for the position for which they are applying, be off probation, and immediately eligible to transfer.

5. All applicants meeting the minimum requirements stated in the advertisement are eligible for interview.

Possible disqualification factors may include, but are not limited to, the following:

a. Formal disciplinary action involving a written reprimand or higher (one-year limit following the date of the written reprimand or demotion, or the ending date of a suspension, excluding traffic collisions resulting from discipline).

b. Overall disciplinary record.

c. Documented abuse of sick time (documented by written corrective action).

d. Employee currently under an investigation, as an involved officer, by Internal Affairs or Public Integrity.

e. Currently on non-driving status if the position requires the employee to drive.

f. Residency or mileage radius requirement as applicable in Canine Squad or Tactical Unit assignment.

g. Unsatisfactory job performance in current assignment.

h. Physical test requirement (if applicable).

i. Special skill requirements (or test if applicable) including, for example, a pilot's license for Helicopter Unit or a polygraph operator's certification or computer operation skills.

j. Psychological evaluation (if required).

k. Lacking foreign language skills where a position requires it.

l. Lacking prior experience in dealing with a particular neighborhood or citizen group(s) that an assignment requires.

6. The Unit Commander will contact complete the Interview Panel Request Form found on the Personnel Division Departmental Unit’s page on the intranet requesting that an interview panel be compiled or a selected panel be approved for the designated assignment. The requester will enter the name of the person that is the immediate supervisor that will serve on the interview panel and during what watch the interviews will be conducted. The Personnel Division will designate or approve the requested two additional interview panel members who hold a rank at least one level above the level required for the assignment. The originating Division will be responsible for coordinating the dates and times of the interviews. Every effort will be made to ensure the diversity of the panel members. The originating Division will send the list of applicants to the panel members to ensure there are no conflicts that may result in a grievance. If a panel member needs to be excluded from the interviews, the Division must request an alternate panel member from the Personnel Division.

7. All eligible individuals who respond in writing to the announcement and meet the minimum advertised requirements will be interviewed by the panel.

8. Applicants who fail to appear for the interview or fail to get prior approval to reschedule an interview will forfeit the opportunity for an interview.

9. Every reasonable effort will be made to ensure that the same members of the interview panel interview each applicant. If this is not practical, the circumstances must be documented on the Transfer Check List for the Transfer Review Panel.

10. The immediate supervisor serving on the interview panel will compile all notes and paperwork from the interview process, and they will prepare the list of candidates that the interview panel considers qualified for the assignment in numerical order of first to last choice.

11. The Division Commander will be given the list of qualified candidates and make the final selection of the candidate and the numerical order of the list.

12. Bureau level concurrence is required prior to the immediate supervisor notifying applicant(s) of the selection.

13. All applicants will be notified by the immediate supervisor of their selection.

14. If the unit is approved to fill additional vacancy(ies) within 90 days of the interviews, the Division Commander may select applicant(s) from the previous interview with Bureau Commander approval.

15. The transfer cannot become effective prior to review by the Sworn Transfer Review Panel, unless ordered by the Chief of Police.

16. The gaining Division Commander will contact the losing Division Commander and agree on a date for transfer; however, a transfer may not be delayed for more than 30 days from the date of notification without approval from the Chief of Police.

17. Changes in assignment will be reported in accordance with G. O. Section 407.06. There will be no physical changes in assignment until notification is received from the Personnel Division.

D. Any special assignment which subsequently becomes a permanent assignment will immediately become subject to the sworn transfer procedure. The assignment will be filled according to this section. Any officer currently assigned in the special assignment must compete for the assignment according to the sworn transfer procedure, unless reassigned by the Chief of Police based on the needs of the Department.

E. Sworn Transfer Review Panel

1. The purpose of the panel is to review sworn transfers for adherence to procedures.

a. The Panel is composed of six primary members in the following grades: one Deputy Chief (non-voting chairperson except in the case of ties), one Major, one Lieutenant, one Sergeant, one Senior Corporal, and one Police Officer. An alternate will be appointed for each primary member. Each primary member and alternate will serve a one-year term. Alternate members will become primary members every January. The Chief of Police has the discretion to extend the assignment of any Panel member.

b. Appointments of the Chairperson and alternate Chairperson will be made by the Personnel Division Commander.

c. Appointments of the committee members and alternates will be made by the Chairperson.

d. The Panel will meet weekly, or as needed, at a location designated by the Chairperson.

e. If any member of the Panel is in the employee's chain-of-command, that member will be excused and replaced by the alternate member. Additionally, the Committee Chairperson will excuse a committee member from reviewing a transfer in which the member has a direct conflict of interest as defined in Dallas Police Department’s Code of Conduct, Chapter IX, Conflict of Interest. Further, the Committee Chairperson may excuse a committee member from reviewing a transfer if documented facts and circumstances exist to create a perception of a conflict of interest. If the alternate member is unavailable to serve, that seat will remain vacant during discussion by the committee.

f. The chairperson and three voting members will constitute a quorum.

2. The Panel has the following responsibilities:

a. Review all completed Sworn Transfer Check List Forms for adherence to the procedures. If the form is incorrect or incomplete:

i. The Panel shall send written instructions for correction or completion to the appropriate Bureau Commander.

ii. The Bureau Commander is responsible for making the correction/completion and submit the revised form to the Chairperson of the Panel for prompt review and approval. The correction/completion need not be reviewed by the entire Panel. If the Chairperson and the Bureau Commander do not reach agreement, the Chairperson may refer the matter back to the full Panel or directly to the Chief of Police who will make the final decision on the transfer.

iii. The transfer may not be made until the corrections/completions are concluded and/or resolved, unless directed by the Chief of Police.

b. Review all transfer lists provided by interview panels.

c. Hear sworn employees who believe that the transfer procedure has not been followed regarding the assignment they sought.

i. If the employee applied for a transfer and believes that the transfer procedure was not followed, the employee may request a hearing before the Sworn Transfer Review Panel. This request must be in writing and directed to the commander of the Personnel Division within five working days after the Panel has reviewed and approved the transfer procedure for the particular assignment the employee sought. An exception to the five-day requirement may be granted if the employee can prove to the commander of the Personnel Division that he could not reasonably have known about the Panel’s decision within the five-day limit.

ii. Only the involved employee will be allowed to discuss the matter with or address the Panel.

iii. The Panel will review the transfer procedure for adherence to the procedure only. The merits of the transfer or reasons for the non-selection of the employee will neither be heard nor acted upon by the Panel.

iv. If the Panel determines that the procedure was not followed, the Bureau Commander of the Bureau holding the vacancy will be contacted.

v. If the Panel and the Bureau Commander cannot resolve the issue(s) presented by the sworn employee, the Chief of Police will make the final decision.

3. No transfer will become effective until the Panel has reviewed the Sworn Transfer Check List form, unless directed by the Chief of Police.

4. At his or her discretion, the Chief of Police may require or authorize transfers outside the normal procedure, which are not subject to review by the Panel.

A. Ten days before (if possible) a professional staff position occurs or is anticipated, the affected Organizational Commander will consult with their Division Commander to determine if the position can be filled and then prepare a memorandum addressed to the Chief of Police. The Organizational Commander will contact the Personnel Division to determine current hiring procedures and restrictions for professional staff. After determining current guidelines, the Organizational Commander will:

1. Immediately forward a copy of the memorandum to the Personnel Division.

2. Forward the original memorandum through the chain-of-command to the Personnel Division

3. Complete other forms as required by current guidelines.

B. If appropriate, the Personnel Division will remove the person’s name from the payroll.

C. Organizational Commanders authorized to fill professional staff may:

1. Fill the position internally by reassignment of an employee already within their command and same Organizational Number. The Commander must first advertise the position by an intra-office memo for 14 calendar days so that eligible members from within that Organizational Number may apply for the position. The Commander may then select a person who responded by memo to the advertised position. When all internal transfers are completed, the Commander will follow the procedure in G.O. 407.06 C.2.

2. Notify the Personnel Division Commander by memorandum to announce the position department-wide. The memo will state:

a. The vacant position or anticipated position.

b. A brief job description.

c. Any job qualifications.

d. The anticipated working hours for the position.

e. A contact person and telephone number.

f. Any special needs (e.g., language requirement, technical skills, etc.).

3. Request the Personnel Division provide Civil Service eligibility lists from which the Organizational Commander may contact persons to schedule interviews.

D. Department-Wide Announcement

1. The Commander of the Personnel Division will post the announcement on the Department’s Intranet and distribute the assignment announcement to members of the department via email.

2. Applicants interested in the assignment will have 10 calendar days from the date of Personnel Division’s announcement to notify the Organizational Commander (or designee) in writing to request consideration for the assignment.

E. Applying For and Filling a Professional Staff Position

1. Professional Staff interested in a position may notify the Organizational Commander or designee where the position exists. Notification must be in writing. In order to be eligible for an opening, the employee must be of the same grade and classification or on the current Civil Service eligibility list.

2. The Organizational Commander or designee will interview all eligible departmental employees who responded in writing to the notification and may also elect to contact other persons on the eligibility list for the vacant position.

3. When Bureau Commanders make their final decision, any departmental employees who interviewed but were not selected will be notified in writing.

4. The Organizational Commander or designee will complete and submit an Employment Information Short Form and forward the Personnel Action Request on Intelligent Workforce Management (IWM) to the Personnel Division at least ten working days prior to the appointment date. The Personnel Division will determine a date and time for the person to complete the hiring process.

5. In all cases, Organizational Commanders will not make a selection until at least 21 calendar days after a position is posted by the Personnel Division to allow Departmental professional staff an opportunity to express interest in the job.

F. When the hiring process is completed, the Personnel Division will: enter personnel information into IWM .

G. The organizational level receiving the new personnel will:

1. Be responsible for making a unit personnel file and time card.

2. Maintain the employee’s unit personnel file. Upon termination, an employee’s personnel file will be sent to the Personnel Division for storage.

A. Sergeants represent the first level of management in the Dallas Police Department and are crucial to the development of officers. This Sergeant Assignment Procedure outlines the process for the movement of Sergeants within the Department and recognizes the need to align supervisory skills and abilities with core services in Patrol and other support areas while serving the public.

B. Sergeants may be assigned and reassigned throughout the Department at the discretion of the Chief of Police.

C. When vacancies occur or are anticipated, the affected Organizational Commanders or Watch Commander will consult their Division Commander to determine if it is appropriate to begin the process to fill the position immediately. The process of filling a sergeant position may be done either by the Chief of Police designating a Sergeant for the position or by advertising for the assignment. If the assignment is to be advertised, then the following steps will occur:

1. With Division Commander approval, Unit/Watch Commanders will submit a memo thru the chain of command to the Chief of Police requesting to fill the position(s) along with a vacancy announcement addressed to the Commander of the Personnel Division. The vacancy announcement must include:

a. The vacant Sergeant assignment or anticipated vacancy.

b. The specific description of the assignment, including but not limited to: exact job duties, working conditions, expectations, project requirements, etc.

c. Any specific job qualifications such as the requirement to speak a foreign language or ability to perform a specific task.

d. Any special needs such as prior experience required, training requirements, seniority consideration, project skills, Knowledge/Skills/Abilities preferences, etc.

e. The anticipated working hours of the assignment.

f. A contact person and contact information.

2. The Commander of the Personnel Division will have the memo posted on the Department’s Intranet Home Page and distribute the assignment announcement to members of the department via email.

3. Applicants interested in the assignment will have 10 calendar days from the date of Personnel Division’s announcement to respond directly in writing to the contact person listed on the announcement and request consideration for the assignment.

4. Individuals applying for a Sergeant assignment opening must hold the rank of Sergeant at the time of application, be off probation, and immediately eligible to transfer.

5. All applicants meeting the minimum requirements stated in the advertisement are eligible for selection. Possible disqualification factors include, but are not limited to, the following:

a. Formal disciplinary action involving a written reprimand or higher (one year limit following the date of the written reprimand, ending date of suspension, or demotion).

b. Overall disciplinary record.

c. Documented abuse of sick time (documented by written corrective action).

d. Employee currently under an internal investigation by Internal Affairs or Public Integrity.

e. Currently on non-driving status when the assignment requires the employee to drive.

f. Residency or mileage radius requirement as applicable in Canine Squad or Tactical Unit assignment.

g. Unsatisfactory job performance in current assignment.

h. Physical test requirement (if applicable).

i. Special skill requirements including, but not limited to, a pilot's license for Helicopter Unit or polygraph operator's certification or computer operation skills.

j. Psychological evaluation (if required).

k. Lacking foreign language skills where an assignment requires it.

l. Lacking prior experience in dealing with a particular neighborhood or citizen group(s) required for the assignment.

6. The Unit/Watch Commander will complete the Interview Panel Request Form found on the Personnel Division Departmental Unit’s page on the intranet requesting that an interview panel be compiled or a selected panel be approved for the designated assignment. The requester will enter the name of the immediate supervisor that will serve on the interview panel and during which watch the interviews will be conducted. The Personnel Division will designate or approve the requested two additional interview panel members who hold a rank at least one level above the level being selected. The originating Division will be responsible for coordinating the dates and times of the interviews. Every effort will be made to ensure the diversity of the panel members. The originating Division will send the list of applicants to the panel members to ensure there are no conflicts that may result in a grievance. If a panel member needs to be excluded from the interviews, the Division must request an alternate panel member from the Personnel Division.

7. All eligible individuals who responded in writing to the announcement and meet the minimum advertised requirements will be interviewed by the panel. Applicants who fail to appear or reschedule an interview will forfeit the opportunity for an interview.

8. Every reasonable effort will be made to ensure that the same members of the interview panel interview each applicant. If this is not practical or possible, the circumstances must be documented on the Transfer Check List for the Transfer Review Panel.

9. The immediate supervisor serving on the interview panel will compile all notes and paperwork from the interview process. The Division Commander will then meet as soon as possible with the interview panel to assess the applicants.

10. The Division Commander may request an interview with any of the applicant if he/she has any questions or concerns.

11. The Division Commander will make final selection of the candidate.

12. Bureau level concurrence is required prior to the Division Commander notifying applicants of the selection.

D. Seniority issues within Divisions will be determined by G.O. 406.01.

E. Any exceptions to the Sergeant Assignment Procedure for specialized units, specialized skills, restriction status, etc., must be approved by the Chief of Police. The Chief of Police reserves the right to reassign any employee to best meet the needs of the Dallas Police Department and the City of Dallas at any time, with or without notice.

A. A Personnel Action Request in IWM will be completed by both the gaining and losing Commanders who are considering the transfer of an employee.

B. If the change in assignment involves an internal lateral transfer, the gaining Organizational Commander will enter the employee’s transfer information into IWM and forward it through the chain-of-command to the losing Bureau Commander (or Division Commander if there is no Bureau Commander). After review by the losing Bureau Commander, the Personnel Action Request in IWM will be updated and forwarded to the losing Organizational Commander for concurrence. After these approvals, the Personnel Action Request in IWM will be forwarded to the Personnel Division.

C. If the change in assignment involves a promotion, the Organizational Commander or designee will forward a memo to the Commander of the Personnel Division. The Personnel Action Request in IWM will not be completed until the Chief of Police approves the promotion.

D. Any supervisor not concurring in a proposed transfer will submit a memo outlining the reasons for non-concurrence and attach it to the form.

E. Difficulties encountered over proposed transfers will be resolved by the tentative losing and gaining Bureau Commanders, Group Commanders, or Division Commanders, as applicable.

F. The losing unit will send the employee's unit personnel file and time card to the gaining unit.

G. All Personnel Action Requests in IWM will be routed through the Personnel Division Commander to assure compliance with procedures outlined herein.

H. Scheduled changes that involve the rotating of entire watches will not be reported.

I. There will be no physical changes in assignment until notification is received from the Personnel Division.

A. The organizational level gaining personnel on any special assignment (five consecutive days or longer), will notify the Payroll Team by submitting a Personnel Action Request in IWM indicating Special Assignment Start. The Personnel Action Request in IWM must be forwarded from the gaining bureau to the losing bureau for approval. Once approved by both bureaus, it will be forwarded to the Payroll Team.

B. When the special assignment is completed, the organizational level regaining personnel will notify the Payroll Team by submitting a Personnel Action Request in IWM indicating Special Assignment Stop. The Personnel Action Request in IWM must be forwarded from the gaining bureau to the losing bureau for approval. Once approved by both bureaus, it will be forwarded to the Payroll Team.

C. The Personnel Division will conduct audits of Special Assignment time every six months to determine if the Special Assignment will continue.

A. Transfers to another City Department

1. Employees who are seeking a transfer to any other City of Dallas Department may complete the application instructions with the City of Dallas Civil Service Department or the Human Resources Department and complete a City of Dallas Request for Transfer form, or may follow the posted instructions for making application.

2. If the employee accepts a transfer to another City Department, the losing organizational level will:

a. Prepare a memorandum addressed to the Chief of Police stating the name of the person, effective date, and action occurring.

b. Prepare a Personnel Action Request in IWM.

c. Forward a copy of the memorandum immediately to the Personnel Division and send the original memo and the Personnel Action Request in IWM through the chain-of-command to the Personnel Division/Payroll Team.

d. Send the employee's unit personnel file and time card to the Personnel Division for storage.

3. The Personnel Division will:

a. Prepare the Form P-1

b. Notify the Department to which the employee is transferring of pertinent personnel data needed.

4. The City Department to which the employee is transferring will send a Form P-2B to the Personnel Division for its approval.

B. The Division receiving a professional staff employee from another City department will prepare a Personnel Action Request

in IWM and submit it to the Personnel Division at least ten working days prior to transfer date.

A. Once a sworn officer is deemed permanently restricted from performing essential job functions of police officers (Ref. Civil Action No. 3-99-CV-1497-G), the Personnel Division will make the initial job assignment after consultation with the employee’s Bureau Commander and the involved Executive Assistant Chief of Police. Factors to be considered in the assignment include, but are not limited to:

1. Employee’s current assignment

2. Extent of restriction

3. Maintaining job experience

4. Needs of the Department

B. Positions made available to officers who have permanent restrictions are not “permanent light duty” positions. They are positions that are being made available to officers permanently restricted from the performance of patrol functions and/or the ability to affect an arrest. These positions require a full-time sworn officer to perform the position responsibilities.

C. Officers assigned to these positions are not guaranteed the ability to maintain prior shift/watch or days off.

D. If a position assignment results in an overage to the particular unit, the non-restricted officer will be subject to mobilization once another vacancy occurs in the Unit, Division, or Bureau, or to Patrol if no vacancy option is readily available.

A. Vacancies for permanently restricted positions will be advertised in the same manner outlined in 407.04; however, the position announcement must state in the job description “This position vacancy advertisement is being made available only for those officers who are permanently restricted from performing full patrol duties”.

B. A Division Commander may select an officer who is not designated as permanently restricted if:

1. No officer who is permanently restricted applies for the position.

2. Permanently restricted applicants lack the identified skills and/or capabilities to successfully perform all required duties associated with the position.

C. If a position becomes available that is occupied by a restricted duty officer but the position itself is not designated as restricted duty position, then the Division Commander may fill the position by either a permanently restricted officer or a full duty officer. The position vacancy announcement must state in the job description “This position may be available for officers who are permanently restricted from performing full patrol duties”.

A. An Executive Assistant Chief of Police may allocate positions throughout the Department to be made available for officers designated as permanently restricted from performing full patrol duties to ensure the most efficient operation. However, once a position is so designated, the designation cannot be moved while the position is occupied by a permanently restricted officer. The Personnel Division must be notified prior to moving any designation.

B. Any recommendation by a Bureau Commander to eliminate or add a permanent restricted designation to a position must be approved by the affected Executive Assistant Chief of Police.

C. Due to the confidential nature of the information, only Bureau Commanders and above will be given a list of positions designated as permanently restricted that includes officer names. All other requests for position lists must be made by a Division Commander, or an employee who has been designated as permanently restricted, and the provided list will not include officer names.

A. This section covers the general guidelines for assignments that take place outside normal transfer procedures. These assignments consist of drafting personnel, special (temporary) assignment, or specialized positions. All assignments are the prerogative of the Chief of Police.

B. Definitions:

1. Drafting: A procedure to fill one or more positions quickly, possibly involuntarily, to meet an immediate need of the department.

2. Special Assignment: A temporary assignment lasting longer than five (5) consecutive work days.

3. Specialized Positions: Assignments of an indefinite length that require specialized training and approval beyond a normal assignment.

C. Any assignment which subsequently becomes a permanent position will immediately become subject to the transfer procedure. The position will be advertised, and any employee currently assigned in the special assignment position must compete for the permanent position according to the transfer procedure.

A. Eligibility for drafting:

1. Only Police Officers who have at least two years of service after completing probation will be selected.

2. Other sworn ranks and non-sworn employees may not be in any probationary status to be eligible for drafting.

3. When feasible, the requesting assistant chief should give priority to volunteers.

B. The requesting assistant chief must receive written authorization from the Chief of Police to conduct a drafting procedure.

C. The Personnel Division will prepare a list of the ten candidates with the least amount of seniority in their rank.

D. The requesting assistant chief will select an employee (or multiple employees) from the list and notify the employee(s) and their chain-of-command that the employee’s name is being submitted for a draft.

E. The requesting assistant chief will prepare and submit a personnel action request (PAR) and forward it to the losing Org and then to the Personnel Division.

F. Drafted assignments may not be more than two years in length.

G. After serving in a drafted assignment, employees will be reassigned to a permanent opening within the department and all efforts will be made to return the employee to their prior Org if possible.

H. If drafted employees choose to remain in their new assignments, and a permanent opening is available, the employee will be given the option to interview for the position.

I. An employee may be released before the end of the draft period if another employee requests assignment to that organizational level and both the requesting assistant chief and losing assistant chief agree to the change.

A. Special Assignments are temporary assignment changes lasting longer than five (5) consecutive working days.

B. All special assignments are considered temporary and are not meant to be an avenue to bypass transfer procedures. If any change in assignment is intended to last longer than six (6) months, the assignment should be filled according to general order 407.00 Transfer Procedures.

C. Examples of special assignments include (but are not limited to):

1. Changing an employee’s assignment due to hardship

2. Moving an employee into a different unit to undergo training or career enrichment

3. Filling a temporary need for personnel

D. Approval level required for special assignments:

1. Movement to a different sector within the same watch, when an employee’s days off do not change, is not considered a special assignment and may be done at the will of the Division Commander.

2. Any movement that affects changing an employee’s days off, work hours, or working location requires approval from all affected assistant chief(s).

E. To initiate a request for special assignment, the requesting supervisor will submit a written memo through their chain of command to the losing assistant chief.

The memo must include:

1. Purpose of the position;

2. A brief job description;

3. Any specialized needs (e.g., language requirement, technical skills, etc.);

4. Working Conditions;

5. Length of Special Assignment (up to six (6) months);

6. The employee to be transferred.

F. After approval, the requesting supervisor will submit a personnel action request (PAR) and forward it to the losing Org, and then to the Personnel Division. All special assignments must be documented via a personnel action request (PAR).

G. Personnel may be removed from any special assignment at the discretion of any affected assistant chief as staffing needs dictate, the objective of the special assignment is achieved, or because of the performance of the assigned officer.

A. Bureau commanders will conduct a review of all special assignments under their supervision on an annual basis and forward the review to all affected Assistant Chief(s) no later than August 1st of each year.

1. The purpose of the review will be to determine if the special assignments should be continued, revised, or eliminated. The review will include at a minimum:

a. A listing of all personnel on special assignment

b. The purpose of each special assignment

c. The length of each special assignment.

2. Special assignments lasting longer than six months will require approval by both affected assistant chiefs. Any special assignments absent from the review will be immediately ended.

B. Assistant Chiefs will forward a report of all special assignments that have been extended past six months to the Chief of Police prior to October 1st of each year. The review will include at a minimum:

1. A listing of all personnel on special assignment beyond six months

2. The purpose of each special assignment

3. The length of each special assignment.

A. Specialized positions are often characterized by increased levels of responsibility and specialized training, but within a given position classification. Examples of this type of position include, but are not limited to, the following:

1. Federal Task Force

2. State Task Force

3. Regional Task Force

B. Specialized position requests will be outlined in a memo to the Chief of Police through requester’s chain of command and shall include the following information:

1. Purpose of the position;

2. A brief job description;

3. Any specialized needs (e.g., language requirement, technical skills, etc.);

4. Working Conditions;

5. Length of specialized position.

6. List of current specialized positions and the personnel assigned to them.