Newly Hired Employees and Employee Separation.pdf

BOCA RATON POLICE SERVICES DEPARTMENT Standard Operating Procedure 31.05 NEWLY HIRED EMPLOYEES AND EMPLOYEE SEPARATION Revised: new I. PURPOSE: The purpose of this standard operating procedure is to document the process of onboarding newly hired employees and outboarding employees separating from...

BOCA RATON POLICE SERVICES DEPARTMENT Standard Operating Procedure 31.05 NEWLY HIRED EMPLOYEES AND EMPLOYEE SEPARATION Revised: new I. PURPOSE: The purpose of this standard operating procedure is to document the process of onboarding newly hired employees and outboarding employees separating from the Department. II. PROCEDURE: A. ADMINISTRATION: 1. The Professional Standards Bureau (PSB) administrative assistant shall be the initial point of contact coordinating activities surrounding all newly hired employee. 2. The police administrative technician shall be responsible for issuing all new employees his/her equipment. He/she will receive all returned issued equipment when an employee separates employment from the city. 3. The Training Unit supervisor or his/her designee shall be responsible for issuing new LEOs all weapons and ammunition. He/she will receive all returned issued weapons and ammunition when an employee separates employment from the city. B. NEWLY HIRED EMPLOYEES: 1. When a police officer candidate (POC) is accepted for hire by the Human Resources Department (HR), and a start date is provided, PSB employees will complete the following: a) The PSB administrative assistant will create a digital employee file. b) The PSB administrative assistant will create an employee record in the records management system (RMS). c) The PSB administrative assistant will generate a temporary Department ID number (before hire date). d) The PSB administrative assistant will determine which position the new applicant is replacing. e) The PSB administrative assistant will provide notifications to City payroll employees, IT employees, Department command staff, affected supervisors, and Effective: March 21, 2022 Revised: Newly Hired Employees and Employee Separation SOP No. 31.05 Page 1 of 6 any employees responsible for setting up software and compliance records, to include: i. Employee name and position ii. Start date iii. City ID number (if available) iv. Department ID number f) The PSB administrative assistant will enroll the POC in a police academy in coordination with the Training Unit. 2. On the POC’s start day, the POC will attend an orientation with the City’s Human Resources Department. Upon completion, the POC will meet with PSB employees for the following: a) The PSB administrative assistant will have the employee sign all necessary forms and waivers and register the POC in the FDLE ATMS database. b) The Training Unit secretary will prepare a temporary ID card and assign facility access. c) The CJIS Agency Coordinator will arrange for the POC to complete CJIS security awareness training. d) The POC will be assigned to the Training Unit sergeant and meet for a preliminary Department orientation. 3. After a POC completes the police academy, the following tasks will take place: a) The PSB administrative assistant will assign a permanent Department ID number. b) The PSB administrative assistant will notify the chief’s office to create a new employee status form. c) The PSB administrative assistant will notify City payroll employees, Information Technology (IT) employees, Department command staff, affected supervisors, and any employees responsible for setting up software and compliance records of the change in the employee’s ID number. d) The PSB administrative assistant will update RMS and the Seniority List on the Department Intranet with the LEO’s date of certification. e) The Training Unit secretary will create an initial training schedule, coordinating with employees who provide initial orientation training. Effective: March 21, 2022 Revised: Newly Hired Employees and Employee Separation SOP No. 31.05 Page 2 of 6 f) The Training Unit secretary will coordinate with CJIS Agency Coordinator for the POC to complete CJIS limited access training. g) The Training Unit secretary will create a new ID card. 4. When a certified LEO applicant is accepted for hire by the Human Resources Department (HR), and a start date is provided, PSB employees will complete the following: a) The PSB administrative assistant will create a digital employee file. b) The PSB administrative assistant will create an employee record in RMS. c) The PSB administrative assistant will generate a Department ID number. d) The PSB administrative assistant will determine which position the new applicant is replacing. e) The PSB administrative assistant will register the LEO in FDLE ATMS database. f) The PSB administrative assistant will notify City payroll employees, IT employees, Department command staff, affected supervisors, and any employees responsible for setting up software and compliance records. The notifications shall include: i. Employee name and position ii. Start date iii. City ID number (if available) iv. Department ID number g) The Training Unit secretary will complete an initial training schedule, coordinating with employees who provide initial orientation training. 5. On the LEO’s first day of work, he/she will attend an orientation with the City’s Human Resources Department. Upon completion, the employee will meet with PSB employees for the following: a) The PSB administrative assistant will have the LEO sign all necessary forms and waivers. b) The Training Unit secretary will prepare an ID card and assign facility access. c) The CJIS Agency Coordinator will arrange for the LEO to complete CJIS limited access training. d) Effective: March 21, 2022 Revised: Certified LEOs will meet with the Training Unit to begin initial orientation. Newly Hired Employees and Employee Separation SOP No. 31.05 Page 3 of 6 6. When a civilian applicant is accepted for hire by Human Resources Department (HR), and a start date is provided, PSB employees will complete the following: a) The PSB administrative assistant will create a digital employee file. b) The PSB administrative assistant will create an employee record in RMS. c) The PSB administrative assistant will generate a Department ID number. d) The PSB administrative assistant will determine which position the new applicant is replacing. e) The PSB administrative assistant will provide notifications to City payroll employees, IT employees, Department command staff, affected supervisors, and any employees responsible for setting up software and compliance records. The notifications shall include: i. Employee name and position ii. Start date iii. City ID number (if available) iv. Department ID number 7. On his/her first day of work, the employee will attend an orientation with the City’s Human Resources Department. Upon completion, the employee will meet with PSB employees for the following: a) The PSB administrative assistant will have the employee sign all necessary forms and waivers. b) The Training Unit secretary will prepare an ID card and assign facility access. c) The CJIS Agency Coordinator shall arrange for the employee to complete CJIS security training. d) C. Civilian employees will be directed to meet with his/her new supervisor. EMPLOYEE SEPARATION: 1. When the chief’s office receives notice of a separation, the following will occur: a) Determine the employee’s separation status (retired, resigned, or terminated), and separation date. b) The office supervisor II or his/her designee will notify the police administrative technician and the Professional Standards Commander. Effective: March 21, 2022 Revised: Newly Hired Employees and Employee Separation SOP No. 31.05 Page 4 of 6 c) The office supervisor II or his/her designee will provide the employee with the Separation of Employment Information packet. d) The office supervisor II or his/her designee will complete the City Employee Exit Form. The office supervisor II will complete an Employee Status Form. e) The PSB administrative assistant will set a separation date and separation reason (retired, resigned, or terminated) in RMS. f) The PSB administrative assistant will update Department files. g) The PSB administrative assistant will notify all employees who maintain software where the employee has a user account to deactivate the employee’s access on or before his/her separation date. h) The Training Unit secretary will deactivate the separating employee’s ID card from facility access. i) Upon notification of a separation, the police administrative technician will generate a list of equipment to be returned and provide it to the separating employee. j) It is the responsibility of the separating employee to contact the police administrative technician and arrange a date and time to return all equipment and uniform items. k) The police administrative technician shall be responsible for collecting all equipment and all uniform items. The police administrative technician shall forward the completed employee clearance form to the chief’s office. l) It is the responsibility of the separating LEO to contact an LEO from the Training Unit to return all assigned weapons and ammunition. If an LEO from training is not available, the employee must contact the PSB commander. 2. Probationary LEO Resignations: a) When a probationary LEO resigns, the chief of police shall be notified via the chain of command. b) All procedures documented in the previous section will be followed as soon as possible. c) If the police administrative technician or an LEO from the Training Unit is unavailable, the watch commander will collect all equipment, uniform items, and weapons, and return the items to the police administrative technician and Training Unit as soon as practical. The watch commander must forward the completed employee clearance form to the chief’s office. Effective: March 21, 2022 Revised: Newly Hired Employees and Employee Separation SOP No. 31.05 Page 5 of 6 3. Employee retirement: a) All procedures documented in section C.1 will be followed. b) The PSB administrative assistant will request a career biography from the retiring employee. This will be forwarded to the chief of police or his/her designee. c) A member of the Awards Committee will arrange for a shadow box or plaque to be made. d) The Training Unit secretary will create a “RETIRED” ID card to be given to the employee. e) The police administrative technician will arrange to have a name plaque added to the Department’s lobby area. Approved: Michele Miuccio Chief of Police Effective: March 21, 2022 Revised: Date: Newly Hired Employees and Employee Separation SOP No. 31.05 Page 6 of 6