Bexar County Sheriff's Office Policy Manual PDF

BEXAR COUNTY SHERIFF’S OFFICE POLICY MANUAL Original Date Effective Date Chapter Number December 1, 2003 May 6, 2023 Four Subject Office General Employment Matt...

BEXAR COUNTY SHERIFF’S OFFICE POLICY MANUAL Original Date Effective Date Chapter Number December 1, 2003 May 6, 2023 Four Subject Office General Employment Matters Sheriff’s Administration References Enclosures None None Distribution Supersedes Reevaluation Date Pages All Sheriff’s Employees April 15, 2014 May 6, 2024 9 Approved by: Javier Salazar, Sheriff Bexar County 4.01 POLICY The Bexar County Sheriff’s Office (BCSO) is committed to a policy of equal employment opportunity for all qualified persons without regard to race, creed, color, national origin, sex, gender identity, age, handicap, religion, sexual orientation, political affiliation, or beliefs. Employees are selected on the basis of education, training, experience, aptitude, and character. 4.02 PURPOSE This policy provides general employment matter statements and rules that are not included elsewhere in this Manual. 4.03 APPLICANTS A. Because the functions of the BCSO involve the protection of life, property, and the enforcement of state laws; because all functions of the BCSO are performed in the best interests of public welfare and safety; and because law enforcement and corrections officers, by law, are endowed with authority far beyond that possessed by the ordinary citizen, the BCSO has an obligation to the public to ensure that persons with criminal records, questionable morals or loyalty, and unstable personalities are not employed within the BCSO. B. Once an applicant successfully completes the appropriate entrance examination, the BCSO will conduct an investigation into the character and background of said applicant for employment. Those applicants who cannot meet the hiring standards as outlined above, or those whose background investigations establish that it is not in the best interest of the BCSO as a whole, will be disqualified as an applicant. 4.04 STATUS A. New employees, except those hired for temporary jobs, are subject to a probationary period of one (1) year for all sworn personnel, and six (6) months for all civilian employees. The quality and efficiency of the employee’s work during the probationary period determines whether they will become a regular full-time employee. New employees receive training for their specific 1  responsibilities under the direction of supervisors or managers. Employees also receive instructions concerning the general program and various operating policies. During the probationary period, the employee begins to accumulate those fringe benefits provided by Bexar County to all such employees. B. Upon satisfactory completion of the probationary period, the employee’s status is converted to that of a regular full time employee. C. Temporary employees have no probationary period and serve at the will of the Sheriff. 4.05 OBLIGATIONS A. What the BCSO Owes Employees - The BCSO is responsible for providing good working conditions for its employees. It owes its employees proper training, careful supervision, and proper consideration for ill or injured employees and instances of illness or death in an employee’s immediate family. The BCSO is responsible for paying employees a salary commiserate with ability level, training, experience, employment record, the nature of the work assigned to the employee, and the responsibility the employee carries. B. What the Employee Owes the BCSO - The employee owes the BCSO an honest, full day’s work handled in a neat and business-like manner, and the highest degree of loyalty. Constructive comments are always welcome when made to the proper person, but unfounded criticism of either the BCSO or individuals within it constitutes disloyalty, which has a demoralizing effect and is a detriment to the organization as a whole. It is also the employee’s duty to take care of workplace equipment and office surroundings, and to exercise proper economy in the use of office supplies. Time off for personal illness, breaks, and lunch periods should not be abused. C. What the BCSO Owes the Public - The BCSO owes prompt, courteous, and efficient service to everyone with whom employees come in contact, whether in person, by telephone, by mail, or electronic communication. It is the policy of the BCSO that employees shall strive to gain public support and earn citizen cooperation with the programs and procedures of the BCSO. The attitude of each employee shall be one of service and courtesy, not of servility or softness. Employees should conduct themselves in a pleasant and personable manner, and in those few instances which call for regulation and control, the attitude shall be firm and avoid even an appearance of rudeness. 4.06 TERMINATION A. The BCSO hopes that all employees will decide to continue their career on a long-term basis. Should an employee consider leaving for any reason, the BCSO welcomes any constructive comments. Employee input is valued and will contribute to overall improvement of the organization. B. Under ordinary circumstances, the BCSO gives as much advance notice as possible concerning proposed actions to terminate and discharge probationary employees. For good cause, the BCSO reserves the right to terminate employment at any time and pay only the salary which was accrued at the time of termination. During the probationary period, employees may be dismissed for failure to satisfactorily perform their duty. In every case, the BCSO strives to fully comply with the rules 2  prescribed by the Bexar County Sheriff’s Civil Service Commission. A copy of the procedures may be obtained from the offices of the Bexar County Human Resources (HR) Department. 4.07 CONFIDENTIALITY Many of the jobs within the BCSO involve working with material considered confidential by State and Federal Law. This information is not to be discussed with anyone outside the BCSO unless there is an official reason for its dissemination. Likewise, such information is not to be discussed with other employees within the BCSO unless there is an official reason for them to know about it. 4.08 ATTENDANCE A. Regular attendance at work is extremely important and is a factor when an employee is considered for promotion. Each employee is expected to be at work each day unless the employee is ill or otherwise unavoidably prevented from reporting for work. B. If an employee must be absent for other than pre-planned vacation, compensatory time, or such other absence, it is necessary that the employee personally calls his/her supervisor at least one (1) hour before the employee is scheduled to report for work. C. While at work at the BCSO, employees receive compensation from the County of Bexar for work they perform. Therefore, it is expected that the entire workday be devoted to conducting official business. Employees should arrange their affairs so that personal business can be conducted after normal working hours or on relief days. Should it be necessary for an employee to take time off during their regular duty hours for important personal reasons, the employee must first obtain the consent of their supervisor. 4.09 HOURS OF DUTY A. Employees of the BCSO shall have regular work hours assigned to them for active duty each day. When not so engaged, they shall be considered “off-duty,” except for limited periods of overtime hours. Notwithstanding this, employees of the BCSO shall be always subject to duty as needed. The fact that they may be technically “off-duty” shall not be held as relieving those who are licensed peace officers by the State of Texas from the responsibility of taking appropriate and proper police action on any matter coming to their attention at any time. With the exception of those absences from the County of Bexar during a regularly scheduled vacation period, it shall be the duty of all Deputy Sheriffs to advise their supervisor when they plan to be absent from the County of Bexar for a period of time exceeding forty eight (48) hours. B. Normal Working Hours: The normal and regular workweek for the BCSO consists of forty (40) hours. C. Lunch Period: A lunch period will be assigned by a supervisor, based on the nature of the work assignment. Some Divisions may make other arrangements for their employees in accordance with the Collective Bargaining Agreement. 3 D. Time and Attendance Records: All employees are required to cooperate with the person designated to keep attendance records in their work area and will report periods of absence and work hour changes as required. This information is regularly furnished by the BCSO Human Resources Office to the Bexar County Auditor’s Office. 4.10 PAY A. Pay Periods - Employees are paid by check via direct deposit from the Bexar County Auditor’s office on a semi-monthly basis that is on the 15th and last day of each month. When a payday falls on a weekend or holiday, the checks will be distributed on the preceding workday via direct deposit. B. Deductions - As required by law, certain deductions are withheld from salary checks. These include Federal Income Tax (F.I.T.); Social Security Tax (FICA); seven percent for retirement as required by statute; and various other deductions authorized by employees such as health insurance for dependents, allotments for savings, etc. C. Salaries - Salaries are set by Commissioners Court according to the level of difficulty and responsibility which a job entails. 4.11 TRAINING AND CAREER PROGRESSION A. It is the policy of the BCSO to encourage employees to develop skills and knowledge, which will better qualify them to perform their work. In addition to on-the job, supervisory, and technical training provided by the BCSO Sheriff’s Academy, employees are encouraged to enroll in outside courses. B. It is important that the BCSO Human Resources Office is aware of any special training that employees receive, whether on-the-job or otherwise. Continuing education is a matter of record with the BCSO and one of the factors considered in determining the best candidates for promotion or special assignment. C. All employees are encouraged to consider employment in the context of career development. How far an employee may advance over the years depends on how well the employee performs in their present job, how the employee gets along with fellow employees, the manner in which the employee does their job, and the initiative they show in preparing for more responsible positions. In turn, each employee has an individual responsibility to apply themselves and develop their talents so they are prepared when the opportunity for advancement presents itself. D. Each licensed peace officer, jailer, and telecommunicator is individually responsible for monitoring their TCOLE training status and for ensuring they are current. 4 4.12 WASTE MANAGEMENT A. It is the responsibility of all employees to take measures to conserve materials and time in order to reduce costs. The belief that the BCSO is well financed and therefore some wasted material here or lack of effort there won’t make a difference is erroneous and harmful to the operation of the BCSO. B. The progress each employee achieves is in direct proportion to the quality of their work, performance and attendance. The leadership and administration view quality work as a job done accurately with the absolute minimum waste of time and materials. Consequently, employees’ efforts to do the job with a minimum of waste, while providing the public with superior service to which they are entitled, will in the long run, benefit both the individual employee and the BCSO as a whole. 4.13 VACATION AND LEAVE A. Vacation - A complete detailed explanation of this topic is more specifically covered in the pamphlet entitled “Personnel Rules for Employees of Bexar County, Texas”. B. Leave - BCSO recognizes that sometimes during employment, an employee may have valid reasons to be absent from their job for reasons other than sickness or vacation. The BCSO has a policy of granting compensatory time to employees who are required to work extra hours over and above their normal working hours due to the pressing needs of Bexar County business. Each employee is to bring the situation to their immediate supervisor, who will if the workload permits, allow the employee time off with use of compensatory time. For those employees without compensatory time, every effort will be made by supervisors to effect a suitable arrangement when possible. C. Concerning other absences, specific arrangements may be made regarding such matters as: jury duty, witness in a court of law, military reserve obligation; military service, excused absences, and transfer of compensatory time. 4.14 OTHER BENEFITS A. Employee Group Insurance - Bexar County provides medical coverage options to employees and eligible dependents, including access to a wide range of health, wellness, and medical services. B. Retirement Plan - The retirement plan is financed by matching contributions of a specified percent of income contributed by the employee and the County. The Retirement Plan and benefits are described in the handbook provided by the Texas County and District Retirement System. C. Social Security - All employees contribute to this program and are covered accordingly. D. Employee Counseling - The BCSO cares about the well-being of each of its employees and their progress as an employee. Employees are urged to discuss with their supervisor any problems involving their job or relationships with other employees. The Sheriff personally maintains an open door policy and will, when possible, assist any employee with finding a solution to problems, 5  whether they are personal or job related. Employees are strongly encouraged to find solutions for their problems by using their chain of command, before coming to the Sheriff. 4.15 PERSONNEL RECORDS A. The BCSO has a Human Resources Supervisor who is responsible for maintaining personnel records on individual BCSO employees. B. Once an application for employment is accepted, the Applicant Processing Unit begins the normal background investigation and continues with the employment process until such time as the prospective applicant is either accepted or rejected. C. It is important to immediately report any change in personal information to the BCSO Human Resources Office at (210) 335-6242. This includes such information as home address, home telephone number, marital status, insurance beneficiary, names and number of dependents, training, education, and any other pertinent personal data. In the event of an emergency, the ability to access updated information is important, allowing a supervisor the ability to contact an employee if a situation requires. Additionally, any employee licensed through the Texas Commission on Law Enforcement is required by TCOLE rules (Texas Administrative Code 211.27) to notify the Commission within thirty (30) days of any change in their name, marital status, permanent address, or any arrest, charge, or indictment for a criminal offense above Class C Misdemeanor. D. Various matters of personal interest are mailed to employees at their residence from time to time, including but not exclusively, an employee’s year-end W-2 statement and insurance papers. This highlights the need for the BCSO Human Resources Office to have up to date personal data on all BCSO employees. E. All information in employee personnel records is confidential. Although the BCSO will verify an employee’s employment status for credit and related requests, an employee’s telephone number, address, and rate of pay will not be revealed outside the BCSO without written permission of the employee or proper lawful cause. 4.16 SOLICITATIONS The Commissioner’s Court encourages participation in the United Way fund drives, and the BCSO supports this worthwhile activity. Aside from such county-wide programs, this Office does not permit canvassing, soliciting, or selling any articles without permission of the Sheriff or authorized representative. 4.17 BUSINESS AND TELEPHONE COURTESY A. Courtesy and thoughtfulness to others is the basis for public confidence in the BCSO and its employees. This attitude of service should be demonstrated at all times, regardless of whether daily contact with the public is in person or by telephone. At all times, employees should be courteous, display positive voice mannerisms, and provide a clear, informative answer to the public. If the 6  answer to a question is not known, there is nothing wrong with so stating, followed by an offer to obtain the requested information and to provide same to the inquirer. B. Be mindful that when persons call the BCSO, they may be experiencing a problem that is a great crisis in their eyes. Be cognizant of their circumstances and assure the caller that the BCSO can be of service. In the event the matter might be outside our jurisdiction, make every effort to point the caller in the proper direction for the information sought and where it might be located. Others, who call merely as a matter of inquiry, should also be treated in the same fashion. Curt, short, and non- helpful answers help no one. When asked or when common sense dictates, the employee should provide their first and last name as well as the section or division in which they work. C. Office telephones are provided by Bexar County for business purposes. Employee personal calls should be limited to a real need basis, and when possible, should be handled after working hours. 4.18 MAIL Unless job related, employees are instructed to have their personal mail addressed to them at their residence. 4.19 EMPLOYEE WORK AREAS Unless the employee’s particular job description requires otherwise, employees are to remain in their general work area at all times, except for restroom visits, breaks, and lunch periods. Should it be necessary for any employee to go elsewhere, that employee should always notify their supervisor of departure time, destination, and approximate time of return in order that, not only their whereabouts be known, but that they can be located within a reasonable time frame should their presence or expertise be needed. 4.20 OFFICE SUPPLIES, EQUIPMENT AND RECORDS A. All needs for office equipment or other supplies shall be requested using a requisition form. This provides the BCSO Business Office with a record of usage as well as necessary information to assist with advance planning to prepare next year’s budget request. Employees must ensure their immediate area of responsibility is secured properly at the end of the day. It is the responsibility of supervisory personnel to also inspect and ensure that their area of responsibility is secure, properly locked where appropriate, and that sensitive materials are not left exposed to view by unauthorized persons. B. Employees must not remove any County equipment from offices without prior approval of their supervisor. If any question should arise, always inquire of the supervisor prior to removing equipment, files, or related papers. 7 4.21 OFFICE BUILDING KEYS AND MAGNETIC/SMART CARDS Supervisors are responsible for providing necessary keys and magnetic/smart cards, issued by the BCSO Human Resources Office to those employees needing same. Likewise, the supervisor is responsible for retrieving these items if an employee should terminate employment or otherwise leave the BCSO for an extended period of time for any reason, such as; illness, leave without pay, etc. Keys and magnetic/smart cards issued to an individual will not be loaned to another employee under any circumstances. Loss of these items will be reported promptly and replacement will be secured as soon as possible. 4.22 MANAGEMENT’S RESPONSIBILITIES AND RIGHTS Within the limits of authority delegated to it by law, administration reserves exclusive rights to exercise customary functions of management, including, but not limited to: A. The right to manage and control the County premises and equipment; B. The right to select, hire, assign, supervise, promote, discipline, and dismiss employees; C. The right to determine changes in starting times, quitting time, and shift work; D. To re-assign employees within the various divisions based upon the needs of the BCSO; E. To determine, change, and adjust the size of, and qualifications for, any particular aspect of the work force; F. To establish, change, and abolish policies, practices, rules, and regulations of the BCSO; G. To determine and seek modification of all job descriptions, job evaluations, and job classifications by the County Personnel Division through the BCSO Human Resources Office; H. To determine and change the methods and means by which various operations of the BCSO are carried out; I. To assign duties to employees in accordance with the needs and requirements of the BCSO as determined by management; J. And, to carry out all ordinary functions of management pertaining to all aspects of the BCSO. 4.23 VIOLATIONS OF RULES AND REGULATIONS A. Each employee of the BCSO shall be guided by and subject to this Manual of Policy and Procedures as a condition of employment. It is recognized that there is no perfect set of rules and regulations for all employees under every conceivable set of circumstances; therefore, this Manual may be subject to change from time to time in order to continually arrive at those solutions which are best suited for the BCSO as a whole. 8 B. Under these rules and regulations, employees shall be subject to any one of several different forms of discipline, ranging from reprimand to dismissal, according to the nature and facts surrounding any particular offense. 4.24 DISCIPLINE AND DISCHARGE A. The Sheriff may employ disciplinary penalties up to and including immediate discharge for just cause. Infractions of this Manual of Policy and Procedures are considered against the best interests of the BCSO and may result in action in the form of a reprimand, suspension, demotion, or dismissal for just cause. B. Specific reasons for these actions are discussed in the Bexar County Sheriff’s Civil Service Commission Rules. A copy of these Rules may be obtained from the office of the Sheriff’s Civil Service Commission. 4.25 COUNSELINGS, REPRIMANDS, SUSPENSIONS, TERMINATIONS A. All counseling and reprimands, verbal or written, shall be issued by the employee’s supervisor, the bureau’s Deputy Chief, bureau’s Assistant Chief Deputy, or the Chief Deputy. All higher level discipline, to include all steps in the process of suspension and termination of the employee, shall only be issued by the bureau’s Deputy Chief, bureau’s Assistant Chief Deputy, or the Chief Deputy. B. Any privileges enjoyed by the employee receiving said discipline are subject to immediate suspension at the direction of the bureau’s Assistant Chief Deputy or the Chief Deputy. These privileges include, but are not limited to: off-duty work permits, special assignments, non-mandated training, take-home vehicles, and any other items not required to perform the employee’s essential job duties. 9