Bernalillo County Fire Rescue Department Promotion Process PDF

**PURPOSE** It is the purpose of this policy to provide a structured process of testing candidates for promotion within Bernalillo County Fire Rescue (BCFR or "Department" herein after). **POLICY** It is the policy of Bernalillo County Fire Rescue to provide a fair and equitable testing process t...

**PURPOSE** It is the purpose of this policy to provide a structured process of testing candidates for promotion within Bernalillo County Fire Rescue (BCFR or "Department" herein after). **POLICY** It is the policy of Bernalillo County Fire Rescue to provide a fair and equitable testing process to determine the best candidates for promotion to the ranks of Engineer, Lieutenant, Captain, and Battalion Commander. **PROCEDURE** ROLES AND RESPONSIBILITIES Promotion Policy Committee -- Members who make up the Promotion Committee tasked with updates to this document will be selected by the Fire Chief and the County Chapter Vice President of the IAFF Local 244. - The Union will have up to three (3) members on the committee. - The Chief will elect up to two (2) members from management to the committee in addition to the Deputy Chief of Administration. - Any Committee member who will be participating in the upcoming testing process will be temporarily removed from the committee, an alternate will act in their place, until after the testing process is completed. It is the members' responsibility to advise the Committee of their intention to test. I. **STUDY MATERIALS** A. A list of study materials (Bibliography) will be produced by July 1^st^ each year for the positions that will be testing for promotion in that year. 1. Changes to policies and procedures (P&Ps), Standard Operating Guidelines (SOGs), protocols, and materials specific to BCFR or Bernalillo County may be revised through the year up to July 1^st^ of the testing year. a. If any changes are made to these documents after July 1, the document used for the purpose of the test will be the version that was in place on July 1 of that year. B. Books listed on the reading list will not be changed once established by the production of the July 1^st^ reading list until the following years list is produced. C. Candidates will be responsible to obtain their own study materials at their own expense. D. Bibliography materials are utilized for the **entire** testing process, the written exam and all the assessment center components. E. Information presented in the Promotion Certification Courses may be utilized in the assessment center component. II. **SERVICE TIME PREREQUISITES** A. Beginning January 1, 2024, the eligibility timeline for all personnel will be the following. **A -- List** [\# of years in the department] [\# of years in current rank] ------------------------------ --------------------------------------------- ------------------------------------------- Firefighter to Engineer 4 years In current rank Engineer to Lieutenant rank 7 years 3 yrs. as Engineer \* Paramedic to Lieutenant rank 7 years 3 yrs. as Paramedic \* Lieutenant to Captain rank 10 years 3 yrs. as Lieutenant Captain to Commander rank 13 years 3 yrs. as Captain **\* In the event that someone becomes an engineer and then becomes a paramedic, the 3 year in current rank requirement would begin from the date they became an engineer. The combined time of being an engineer and paramedic would then equal/qualify for the 3 years in current rank.** III. **ELIGIBILITY** A. Members will become eligible to test for promotion after they have met the requirements specified for the position in which they are promoting to, as listed in the current job description. 1. Eligibility will be determined by the last date of hire into a bargaining unit position or rank. In some cases, this may not be the same date as your seniority date; this is strictly the most recent Date of Hire. 2. Members will be eligible if they have met the years of service and rank by October 1^st^ of the testing year. B. In addition to the requirements of the job description, personnel must meet the training standards as outlined by the Department. C. "B-List" Eligibility 1. The Department will determine if a rank or set of ranks require a "B LIST" at their discretion to keep repeated testing to a minimum. Any rank that is determined to need a "B-List" eligibility list will be announced when study materials (Bibliography) is produced by July 1^st^ each year. 2. Personnel holding the lower rank that would not be eligible to test in the current testing cycle but would be eligible to test on the next testing cycle (2 years later), are eligible to test and be placed on a "B-List". a. Candidates must have fulfilled all training standard requirements to be eligible to promote to the rank of the allowable B-List prior to applying for the testing process. IV. **APPLICATION** A. All applicants must complete a job application through the Bernalillo County Human Resources Department (HR) prior to becoming eligible for promotion. B. All applications will be screened and qualified by Human Resources. A list of eligible applicants will be furnished by Human Resources to the Deputy Chief of Administration. Only those names reflected on this list shall be eligible to take the written exam. C. Bernalillo County utilizes a standard employment application for all potential candidates. All applications, unofficial copies of transcript(s) if they have changed since the candidate's last testing process, and copies of training certificate(s) or confirmation of registration in the promotion certification course must be submitted through the online application system to HR thirty (30) days prior to the written exam. All transcripts and training certificates must also be uploaded in Target Solutions thirty (30) days prior to the written exam. To receive bonus points for education, all formal education must be documented in Target Solutions with transcripts uploaded under the employee's "My Credentials" section using "Add Credential" at least thirty (30) days prior to the written exam. 1. Bonus Points will be tabulated/awarded and emailed to each applicant at least ten (10) business days prior to the scheduled written exam. If the candidate does not receive their bonus points by 10-days before the written test, it is their responsibility to reach out to the Deputy Chief of Administration (see section **XII SCORING** for more details) 2. The candidate must review their Bonus Points report for errors. If any discrepancy is found, the candidate must provide definitive evidence to correct the discrepancy within 10 business days, as stated in XII, SCORING, subsection i, 4, a. Contact the Deputy Chief of Administration via email as soon as the discrepancy is found with detailed information about what is wrong. b. The issue will be investigated and a determination will be made within 5 business days of the close of the review. c. The applicant will be notified in writing of the determination. 3. After the 10 business day review period has ended, no review of Bonus Points awarded will be allowed and the points awarded to the candidate prior to the close of the review period will be used for the remainder of the process. D. Official transcript(s) may be sent either via email or by hard copy in an envelope sealed by the educational institution hand-delivered to HR. 1. Emailed transcript(s) d. Applicants may have official transcripts emailed to HR directly from the institution. e. HR must receive official transcripts if they have changed since the candidate's last testing process no less than 30 days prior to the written exam date/time. If no new degrees have been obtained by the employee since the last testing process, and their degree is reflected in their WorkDay profile, they do not need to take any further action to have their degree counted. 1. Upon receipt of the official transcript via email, a notification will be sent to the employee acknowledging that the transcript has been received. 2. Transcripts must be sent directly to the designated HR Fire Department Representative, as designated in the memo announcing the opening of the application period. 3. Failure to turn in an official transcript or provide evidence one is on file with HR will eliminate any points awarded for education. V. **GOOD STANDING** A. All participants applying for the promotion process must be in good standing with the Department. 1. Individuals who have received a written reprimand, or greater, that is unchallenged or challenged and has been sustained through the grievance process issued any time during a one-year period prior to the close of the application period will not be allowed to test. 2. Individuals who receive a written reprimand, or greater, that is unchallenged, or challenged and sustained through the grievance process during the testing process or while the promotion list is active; will result in the individual being removed from the process and/or the promotion list for the duration of the list. 3. No individual who is currently on administrative leave as part of an investigation will be authorized to participate in the promotion process. VI. **TEST FREQUENCY** A. Testing for all promotable positions will be held every two years as follows: - Odd year = Captain and Engineer - Even year = Commander and Lieutenant B. It is the intent of the Department to have the testing each year based on the schedule outlined in this document. Any changes to this schedule will be discussed between Labor and Management and announced by memo. C. Management reserves the right to add a test when necessary to correct staffing issues but must follow all other guidelines established in this document. 1. If there is not an active list (No A-list or B-list) for a rank, and there is a need to have an additional test to correct staffing issues, the Fire Chief may schedule the additional rank to be tested during an off year. a. This additional rank list will only be active for a 1-year period. (i.e. if a Captains list is needed, a Captains test may be administered at the same time as the Commanders and Lieutenants but that Captains list will only be active for 1 year at which time the regular test will be administered.) 2. Personnel holding the lower rank that would be eligible to test on the next regular test cycle, are eligible to test if they have met all the training requirements at the rank for which they are testing. 3. If the Department is going to have off-cycle testing for a rank, this will be announced when study materials (Bibliography) is produced by July 1^st^ each year. D. If no testing is to occur, notification must still be made by July 1^st^ each year. VII. **PREPARATION MANAGEMENT** A. A third-party vendor, as authorized by the Fire Chief, along with the Deputy Chief of Administration shall manage and oversee the preparation of each portion of the testing process. B. Subject Matter Experts (SME) will be selected to assist in the preparation of the testing process and will be paid for participation in the process. 1. Selection of SMEs a. The promotion policy committee will select no more than three (3) but no less than two (2) SMEs for each test that will be administered. If a minimum of two (2) SMEs is not fulfilled, the Promotion Policy Committee will appoint SMEs. b. SMEs to be chosen will hold the rank that will be tested or higher and be used for validating the questions of the written test and developing the components of the assessment center. c. Personnel interested in being an SME must submit their information as described in the "201-001-a Guidelines for Promotion Process SMEs" appendix to the Promotion Policy Committee email address by July 15^th^ of the testing year. d. By the end of the first week of August, the Promotion Policy Committee will go through all interest letters and make a determination on the SMEs to be chosen. 1. If selected as an SME, you will be required to sign a letter stating that you are relinquishing your ability to test in the current promotion process. e. Personnel that are chosen to be a SMEs: 2. Will sign a confidentiality document. Failure to uphold the confidentiality of the test will result in disciplinary action up to and including termination. 3. Will be made known to the Department so that all personnel are aware that the SMEs are not able to help with the training of the candidates and candidates are not allowed to ask for assistance or guidance of an SME related to the testing process. VIII. **POSTING** A. Notification of the scheduled test dates for the written test and assessment center will be sent out by memo at least 30 days prior. 1. Actual test dates may be dependent on the availability of the third-party vendor. IX. **PROCESS MANAGEMENT AND OVERSIGHT** A. A third-party vendor shall manage, oversee, or delegate the administration and scoring of each portion of the testing process for all bargaining unit positions. B. An IAFF Union Representative, who is not participating in the current promotion process: 1. Shall be determined by IAFF Local 244. 2. Shall be present during the written test. 3. Will attend the assessment center evaluator training. 4. The same Union Representative and SMEs that attended the assessment center evaluator training will be available at the assessment center for consultation with management during the process. They may sit in on any of the assessments being performed but will not be in all assessments. 5. Union representatives and SMEs shall not be located in the room or in the immediate vicinity of the testing location. If a problem arises, SMEs, Union Representatives, testing vendor, and the Chief Officer administering the assessment center will confer to develop a resolution. X. **PROMOTION PROCESS ADMINISTRATION** A. All candidates must be on time for each step of the testing process or they will be eliminated from the process. B. Candidates must use their own leave or do shift trades in order to participate in the Promotion Certification Course, Written Exam (WE), and the Assessment Center (AC). 1. In the event a candidate has been force hired during the Promotion Certification Course, WE, or AC, management will ensure that they have the ability to participate in the process. C. All parties must sign a confidentiality agreement to protect the integrity of the process. D. Individuals may only promote one level above their current rank for bargaining unit positions. XI. **TESTING** A. Testing will be separated into six (6) distinct categories, two of which will be scored elements. The scores from the scored elements, the Written Exam and the Assessment Center/Engineer Qualification Course, will be averaged to create the WE/AC Combined Score. Thus, the two scored elements will be weighted equally in the WE/AC Combined Score. The remaining three (3) components (education, service credit, and arduous pack test) are considered "Bonus Points" and will be added to the final combined score. 1. Promotion Certification Course (Pass/Fail) 2. Written Exam (Scored Element) 50% WE/AC Combined Score 3. AC or EQC Score (Scored Element) 50% WE/AC Combined Score 1. Arduous Pack Test (Bonus Points) 1 point max 2. Education (Bonus Points) 10 points max 3. Service Credit (Bonus Points) 10 points max 1. Promotion Certification Course (Pass/Fail) a. Candidates must successfully complete the promotion certification course to be admitted to the assessment center. b. Only personnel eligible to test will be admitted into the promotion certification course for the rank. 2. Written Examination (WE - Element) a. The written exam will be held during the second full week of October and scheduled between the hours of 9:00am and 7:00pm, allowing ample time for test instruction, administration, grading, and appeal. This will ensure any candidate who used leave in a 10hr block can be on duty at 7:00pm. b. The written exam will begin at the designated time. At such time, the door(s) to the testing area will be closed. No candidate will be admitted into the written test after the doors have closed. c. The exam shall consist of 100 questions, selected from a pool of questions developed by the third-party vendor and validated by the SMEs. These questions will be drawn from the reading material lists compiled by the Fire Chief, the Deputy Chief of Administration or their designee. d. A candidate must achieve a minimum passing score of 70% on the written exam in order to advance to the next step in the promotion process. Candidates who pass the written exam will be notified of the date and time for the Scenario/Practical and Oral Interview. 1. **Assessment Center or Engineer Qualification Course (AC/EQC - Element)** a. The assessment center will be held by the end of the third full week of November. b. A candidate must achieve a minimum passing score of 70% overall (determined by the average of all AC or EQC components) and no less than 60% on any one component of the on the Assessment Center or Engineer Qualification Course in order to continue through the process and be eligible to be placed on the promotion list. c. Matrix for the Assessment Center by Rank or Engineer Qualification Course. Rank Engineer Qualification Course Component Weight of Engineer Qualification Course Component ---------- ------------------------------------------------------- ------------------------------------------------------- Refer to Department Engineer Academy Policy \#201-014 Refer to Department Engineer Academy Policy \#201-014 Engineer Rank Assessment Center Components Weight of Assessment Center Component ------------ ------------------------------ ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- Tactical Scenario *The three assessment center exercise scores will be averaged to calculate an Assessment Center Score; thus, the three exercises are weighted equally in determining the Assessment Center Score. * Lieutenant Role Playing Structured Oral Interview Rank Assessment Center Components Weight of Assessment Center Component --------- ------------------------------ ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- Tactical Scenario *The three assessment center exercise scores will be averaged to calculate an Assessment Center Score; thus, the three exercises are weighted equally in determining the Assessment Center Score. * Captain Written Exercise Structured Oral Interview +-----------------------+-----------------------+-----------------------+ | Rank | Assessment Center | Weight of Assessment | | | Components | Center Component | +=======================+=======================+=======================+ | Battalion | Tactical Scenario | *The three assessment | | | | center exercise | | | | scores will be | | | | averaged to calculate | | | | an Assessment Center | | | | Score; thus, the | | | | three exercises are | | | | weighted equally in | | | | determining the | | | | Assessment Center | | | | Score. * | +-----------------------+-----------------------+-----------------------+ | Commander | In/Out Basket | | +-----------------------+-----------------------+-----------------------+ | | Community | | | | Presentation/ | | | | | | | | Public Speaking | | +-----------------------+-----------------------+-----------------------+ d. Assessment Center or Engineer Qualification Course Development 4. Each will be developed with content that is specific to the level being tested. 5. Each will be scored utilizing a scoring sheet developed in conjunction with the Department's SMEs. e. Assessment Center Component Panel Composition and Structure (All ranks except Engineer) 1. Evaluators representing outside fire agencies will be present to evaluate the performance of each candidate. 2. In each Assessment Component, the evaluators will be at a minimum the rank that is being tested (Lieutenants Test, evaluators must be a Lieutenant or above; Captains Test, evaluators must be a Captain or above). 3. Each panel shall consist of three (3) people. a. In the event three (3) people from an outside fire department cannot be found, this number may be reduced to two (2) people. b. A third person for each assessment center may be substituted with another Bernalillo County Public Safety Division member and used only in components other than the tactical scenario or practical skills. 2. Arduous Pack Test (Bonus Points) a. Each candidate that has successfully completed the Arduous Pack Test, administered by the Department, under the required time of forty-five minutes and forty-five seconds (45'45") will receive one (1) point to be added to their Bonus Points. b. A list of personnel who have passed the Arduous Pack Test will be provided to the Deputy Chief of Administration by the Fitness Coordinator. 1. The list of personnel who have received a point for the Arduous Pack test will be sent to Human Resources so they may be include in the calculation of the Bonus Points. 3. Education (Bonus Points) a. Education points given will be added to the overall score; up to ten (10) possible points. b. Candidates who do not have a degree may be awarded education points for completed college credit hours. 1. Unofficial transcript must be uploaded and submitted with the Application as well as uploaded on Target Solutions as described in section IV. APPLICATION. 2. Official transcripts must be on file with the HR Fire Department Employment Specialist as stated in section IV. APPLICATION. 3. Failure to submit the official transcript and upload unofficial transcript in Target Solutions will eliminate the points given for education. c. Candidates with degrees must also submit or have on file with the HR Fire Department Employment Specialist, transcripts as outlined above to receive educational bonus points. 1. Copies of degree certificates do not qualify on their own. d. Candidates will only receive points for the highest degree or hours earned from an accredited institution. - Doctorate Degree = 10 points - Master's Degree = 8 points - Bachelors = 6 points - Associates = 4 points - 40+ hours of credit = 3 points e. The following web site will be utilized to determine if a degree or transcript is from an accredited institution. 4. Service Credit (Bonus Points) a. Service Credit is awarded from date of hire into a bargaining unit position to October 1 of the test year. b. Credit is only given for complete years, not partial years (months) of service. c. Service credit will be awarded at a rate of 0.5 points per year of service. d. Any break in service will not be recognized or counted as years worked. Only consecutive service years will be awarded. XII. **SCORING** A. Review of "Bonus Points" 1. The maximum amount of Bonus Points a person can earn is 23.5 points. 2. These points will be added to those candidates scored elements after they have successfully made it through the Written Test and the Assessment Center/Engineer Qualification Course to make their Combined Total Score. 3. Based on the information provided on the application; points will be given for Arduous Pack Test, Education, and for Service Credit. 4. Candidates will be notified of additional points they have been awarded and be able to review and validate the points. a. Once a candidate has been notified of their points they will have 10 business days to dispute the results. b. Information listed in the application for Education will be validated against the official transcript. 1. Failure to have an official transcript on file with HR will eliminate the points awarded based on the application B. Written Test Review 1. At the completion of the written test, a copy will be made and the individual will initially score their own test. Each candidate will see their "Unofficial Results" immediately. 2. Any issues or disputes with questions will need to be resolved before candidates leave the room. 3. There will be a form from the third party vendor that must be filled out for each issue that is being disputed in accordance with the testing vendor policies. 4. All materials from the reading list will be available at the written test site. a. Individuals may not use their own study materials during the review 5. All issues or disputed questions must be sent back to the third party vendor for a determination. They will make an official ruling and send that determination to the individual and the Deputy Chief of Administration. 6. Official scoring on the written test will be done by the third party vendor within 1 week of the completion of the test. 7. The final score/points will be validated and awarded by the third party vendor. 8. Any change to the score will be discussed between the Union Representative, the member, and the Deputy Chief of Administration. C. Written Exam (WE) Score 1. The calculating of scores will be managed by the third party vendor. 1. The Written Exam score will be weighted at 50% when calculating the WE/AC Combined Score for the testing process. a. Each question on the test is worth 1 point. b. The minimum passing scoring is 70, any score lower than 70 is not passing. Candidates scoring below 70 will no longer continue in the process. D. Assessment Center (AC) Scoring or Engineer Qualification Course 1. The calculating of scores will be managed by the third party vendor. 2. *The three assessment center exercise scores will be averaged to calculate an Assessment Center Score or Engineer Qualification Course; thus, the three exercises are weighted equally (1/3 each) in determining the Assessment Center Score or Engineer Qualification Course. * 3. The minimum passing scoring is 70% overall, any score lower than 70% is not passing. Candidates must score no less than 60% on each assessment center component as well. Candidates scoring below 70% overall or below 60% on any component will no longer continue in the process. 4. The Assessment Center or Engineer Qualification Course score will be weighted at 50% in calculating the WE/AC Combined Score for the testing process. XIII. **PUBLISHING SCORES** A. Totaling of Scores 1. The third-party vendor will produce an individual final testing report for each of the candidates that have attended the assessment center, summarizing their performance during the testing process to include feedback from the assessors at the Assessment Center. 2. For engineer candidates, the total score will be based on their performance in a written test and an engineer qualification course. The scores will be determined by the results of the written test and their performance in the qualification course. 1. Upon receiving the final results from the third party vendor, each document will be validated by the Deputy Chief of Administration or their designee and either the County Chapter Vice President or the County Chapter Chief Steward. 2. In the event that both the County Chapter Vice President and Chief Steward are testing, the review will be done by the President of the Local. 3. Once the documents have been validated, the candidates will be provided with a copy of their final testing report. A. Tie Breakers 4. In the event of a tie in the overall score by two or more candidates, seniority per the current CBA will be utilized to determine their order on the promotion list. B. Posting Results 5. Results will be announced to the Department within thirty (30) days after the receipt of the results by the Department. 6. Results will be published without regard for the list the employee tested. They will be ranked in order of final score, regardless of whether the member tested under an A-List or a B-List. 7. Lists will be developed by the Deputy Chief of Administration and sent to Human Resources for approval prior to being published. 8. After all components are completed, one list of promotable personnel for each rank organized by the highest score down will be published and become active on February 1^st^. a. Regular cycle testing promotion lists will be active until exhausted or for two years from the February 1 activation date. b. Off-cycle testing promotion list will be active until expired or for one year from the February 1 activation date. c. In the event there is no active list, and there is a vacancy that occurs, the Chief may activate the list early and the list will still run through its full activation period. 9. All promotion lists will be maintained by Human Resources and the Deputy Chief of Administration. XIV. **Promotions** A. When a promotion is to be awarded, the Deputy Chief of Administration will award the promotion to the candidate on the promotion list with the highest overall score. 1. In the event the candidate is on administrative leave as a result of an open administrative investigation, they will not be promoted until the investigation is completed. 2. If the allegations resulting in the administrative leave are not found to be sustained, the promotion may be backdated to the date the candidate would have been promoted if they had not been on administrative leave. B. Candidates electing not to accept a promotion position will be dropped from the list. **Review/revised** **06/2024** - Updated policy change cut-off date for testing. (Study Materials) - Held planned eligibility timeline change and removed old timelines from policy. (Service Time Prerequisites) - Changed eligibility from 3 years to 4 years for Firefighter to Engineer. (Service Time Prerequisites) - Changed eligibility from 5 years to 7 years for Engineer to Lieutenant. (Service Time Prerequisites) - Changed eligibility from 5 years to 7 years for Paramedic to Lieutenant. (Service Time Prerequisites) - Changed eligibility from 7 years to 10 years for Lieutenant to Captain. (Service Time Prerequisites) - Changed eligibility from 9 years to 13 years for Captain to Commander. (Service Time Prerequisites) - Clarified determination by last hire date into a bargaining unit. (Eligibility) - Added requirement to meet Department training standards. (Eligibility) - Clarified B-List determination and announcement timeline. (B-List Eligibility) - Added requirement for candidates to reach out if no bonus points received. (Application) - Specified transcript submission deadlines and process. (Application) - Added HR transcript receipt acknowledgment process. (Application) - Added disqualification clause for administrative leave during an investigation. (Good Standing) - Updated to specify testing cycles every two years. (Test Frequency) - Added clause for off-cycle testing to correct staffing issues. (Test Frequency) - Specified selection process and role of SMEs. (Preparation Management) - Updated requirement for candidate punctuality. (Promotion Process Administration) - Added confidentiality agreement signing requirement. (Promotion Process Administration) - Added Engineer Qualification Course to Assessment Center. (Testing) - Clarified assessment components for each rank including Engineer Qualification Course. (Testing) - Clarified publication timeline and validation process in light of updated Engineer Process. (Publishing Scores) - Specified combined list for B-List employees. B-List now only an issue during the promotion process. Once list is produced, ranked on performance and bonus points. (Publishing Scores)