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G.O. 12 LONGWOOD POLICE DEPARTMENT GENERAL ORDER NUMBER: GO - 12 SUBJECT: RECRUITMENT AND SELECTION EFFECTIVE: OCTOBER 1, 1995 REVISED: JANUARY 1, 2022 GENERAL ORDER RECRUITMENT AND SELECTION GO – 12 PAGE 1 OF 14 I. PURPOSE It is the purpose of this directive to define policy in regard to recruitment and selection procedures of the Longwood Police Department. Addressed within this directive are promotion and promotion probationary periods. II. SCOPE It shall be the continuing policy of the Longwood Police Department to recruit the most qualified candidates for employment from the competitive market and recognizing the importance of its employees reflecting the community it serves. This shall be accomplished by insuring a work environment in which the same placement, development, and advancement opportunities are afforded to all individuals; all employment decisions are based on job related factors; and any obstruction interfering with Equal Opportunity is removed. With support from the city’s Human Resources Director the Longwood Police Department is tasked with the overall responsibility for recruiting according to Equal Opportunity Employment Guidelines. III. RECRUITMENT A. Job Descriptions: Written job descriptions shall be developed, maintained, and continually reviewed for all Longwood Police Department positions and shall be utilized as a basis for establishing the minimum recruitment qualifications for attracting candidates for employment. The job descriptions shall include, but are not limited to, a description of the position function, the major duties, the minimum qualifications, and any special requirements for the position. B. The chief of police will select a supervisor to be responsible for administering the police department’s recruitment efforts. The selected supervisor will assign or appoint additional person(s) to assist in specific recruitment duties. To the extent GENERAL ORDER RECRUITMENT AND SELECTION GO – 12 PAGE 2 OF 14 possible, recruiters shall be representatives of the community that it serves. All recruiters will be trained in, and remain knowledgeable in all personnel matters, including Equal Opportunity Employment as it affects the management and operation of the Police Department. IV. RECRUITMENT PLAN The chief shall ensure a recruitment plan is reviewed annually. The plan shall develop racial, ethnic and gender composition of the full time sworn members in approximate proportion to the community it serves and shall include: A. Objectives; 1. Identifying and recruiting the best qualified candidates 2. Recruiting employees will reflect the racial, ethnic, and gender diversity of the Longwood Community B. Action Plan; 1. Selecting a recruitment staff that is reflective of the community it serves 2. Recruiters will receive training in Equal Opportunity Employment matters 3. Recruiters will attend Law Enforcement Academy Job Fairs C. An annual evaluation of the progress towards the objectives to include; an analysis of the effectiveness or ineffectiveness of recruitment and recommendations of improvement D. The police department shall initiate and maintain an active recruitment campaign when there are actual and/or forecasted vacancies. E. The chief of police shall employ a variety of recruitment practices in the furtherance of the police department’s recruitment goal. These recruitment practices shall include, but are not limited to: 1. Cooperative agreements with other law enforcement agencies, state, county and or other local government personnel departments; 2. Assistance, referrals, and advice from the community organizations and key leaders; 3. On-site visits at community service organizations, educational, and/or military institutions; GENERAL ORDER RECRUITMENT AND SELECTION GO – 12 PAGE 3 OF 14 4. Involvement of the selected supervisor and personnel for recruitment activities; 5. Advertisements through mass media (including the city’s web page, Facebook, etc.) for entry-level position vacancies; and 6. Recruitment literature which depicts women and minorities in law enforcement roles F. Announcement of Job Vacancies: Requests to announce and fill job vacancies are initiated by the Department Director, in accordance with the guidelines established by the City Personnel Director. 1. Position vacancies may be publicized by public announcements, through the placement of job postings on City work locations, and/or outside recruitment sources as established by the City Personnel Director. Job vacancies may also be announced by various media resources as determined to be appropriate by the City Personnel Director. 2. Job vacancy announcements shall specify the job title, description of duties, minimum qualifications, educational requirements, and other information, qualifications or requirements deemed necessary by the City Personnel Director for the recruitment of qualified applicants or as otherwise required by law. 3. Job vacancy announcements, recruitment literature, and employment applications will include a notation that the Longwood Police Department is committed to a diverse workforce and is an equal opportunity employer. V. ELEMENTS OF PRE-EMPLOYMENT SCREENING A. The methods utilized to consider, evaluate, and screen applications may consist of any, all or a combination of the following: 1. Application Screening: a. Compliance with CJSTC standards; b. No arrests or uncompleted sanctions within last 2 years; c. No drug possession or use within last 2 years; GENERAL ORDER RECRUITMENT AND SELECTION GO – 12 PAGE 4 OF 14 d. No more than 2 moving citation convictions within last 2 years; and e. Must agree to be tobacco free starting at date of employment. 2. Written Exam: a. 50 questions; b. 1 writing exercise; and c. Passing score of 80% 3. Oral interviews 4. Interview with the chief of police 5. Background investigation in accordance with CJSTC guidelines: a. CVSA Exam; b. Drug Screen; c. Neighborhood Canvas; d. Prior Employment Investigation; e. Law Enforcement History Investigation; f. FCIC/NCIC Check; g. Military History Investigation; h. Controlled Substance Possession and Use; i. Check of Personal References; j. Driving History; k. Credit Check; and l. Education Validation. 6. Psychological Screening GENERAL ORDER RECRUITMENT AND SELECTION GO – 12 PAGE 5 OF 14 7. Medical Physical Examination B. All pre-employment examinations and screening methods shall use criteria that are job-related and impartial. These examinations and screening methods shall be administered, scored, evaluated and interpreted in a uniform manner, and shall equitably assess the qualifications, knowledge, skills, and abilities of the applicant to efficiently and effectively execute the duties of the position being sought. 1. The Personnel Director shall be responsible for determining the job- relatedness of all pre-employment examinations and screening methods utilized in the selection process. 2. The Department shall be responsible for formatting, monitoring, administering, and scoring appropriate pre-employment examinations in a uniform manner. 3. Applicants who fail to successfully complete or pass pre-employment screening procedures will be notified, in writing, by the Department within a reasonable time frame and may not reapply for a period of 6 months from the date of notification. C. Veterans’ Preference - In filling vacancies, Veterans’ Preference is offered only on initial hiring pursuant to Chapter 295, Florida State Statutes, or as otherwise required by law. 1. Veterans Preference shall not be granted until the applicant has submitted appropriate documentation and forms that have been verified by the Personnel Department to meet preference criteria established by law. 2. An applicant must be minimally qualified in accordance with the chief of police’s selection guidelines in order to be eligible for the provisions of veterans’ preference pursuant to Chapter 295. VI. REFERRAL/REJECTION OF APPLICATIONS - EXTERNAL A. The Department shall be responsible for the initial screening of applications and may reject an application or applicant when it has been determined that: 1. The applicant does not possess one or more of the minimum qualification requirements specified in the job description or vacancy announcement. 2. The application was not received on or before the fixed closing date; GENERAL ORDER RECRUITMENT AND SELECTION GO – 12 PAGE 6 OF 14 3. The applicant has a conviction record in which the offense is related to the position for which they are applying; 4. The applicant has made false statements regarding the material facts contained in the application. 5. The applicant has failed to adequately or sufficiently complete the application and/or, 6. The applicant has failed to provide sufficient documentation as required in the job description or vacancy announcement. 7. The application has not been signed in ink by the applicant. B. The Department shall be responsible for notifying an applicant when their application is rejected for one of the items listed above within a reasonable time frame. C. The Department is responsible for selecting the dates for oral interviews and notifying applicants of the date, time, and location of the oral interviews. 1. All oral interview boards will consist of at least three people who will utilize a team approach to interviewing. 2. The members will consist of personnel whose assignment is consistent with the position being interviewed and reflect the composition of the work force and the applicants being interviewed. 3. Oral interview boards will independently evaluate the candidate utilizing guidelines established by the Department. 4. All notes and rating sheets prepared by the oral review board shall be made part of the applicant’s file. D. Applicants who do not pass the oral interview will not be considered further and will be notified by the Department within a reasonable time frame. E. Applicants who successfully pass the oral interview will be processed for Phase II background investigation and will be referred to a designee of the chief of police. 1. A designee of the chief of police will develop procedures to be utilized in conducting background investigations in accordance with the rules and regulations promulgated by the Florida Department of Law Enforcement and CJSTC Standards. GENERAL ORDER RECRUITMENT AND SELECTION GO – 12 PAGE 7 OF 14 2. Background investigations will consist of at least a verification of the candidate’s qualifying credentials, previous employers, a review of any criminal record, and a verification of at least three personal references. Background investigations will be conducted by a department member who has been properly trained in that area through an approved school. The background investigator may seek assistance from other investigators in completing background investigations. 3. A designee of the chief of police will schedule a Computer Voice Stress Analysis (C.V.S.A.) for the applicant. 4. A designee of the chief of police will notify all applicants of the commencement of background investigations and conclusion of the background process. 5. Applicants will be notified in writing of their placement on the eligibility list by the Department within a reasonable time frame. 6. Applicants who are not placed on the eligibility list due to a negative background investigation will be notified by the Department within a reasonable time frame and may not reapply for positions for a period of one year from the date of notification. F. The chief of police has the sole authority to select applicants who have been placed on the eligibility list. VII. APPLICANT RECORDS RETENTION All applications and associated records will be maintained and disposed of in accordance with state statutes and/or the rules, regulations and guidelines relative to records retention promulgated by the Florida State Bureau of Archives and Records Management. VIII. EMPLOYMENT STATUS A. Probationary Status: All employees (with the exception of those in unclassified positions) are required to serve a probationary period as established through Longwood Police Department policy for a period not less than twelve months. During the initial probationary period, employees are considered to be employed “at will” and are subject to dismissal for just cause, no cause, or any cause during the initial probationary period. GENERAL ORDER RECRUITMENT AND SELECTION GO – 12 PAGE 8 OF 14 B. Sworn Status: Sworn status is defined as a position requiring applicable certification from the Florida Department of Law Enforcement or as determined necessary by the chief of police. An Example of this status includes, but is not limited to the position of police officer. C. Reserve Status: 1. Reserve Police Officer positions are fully certified volunteer law enforcement officers who serve at the pleasure of the chief of police and are considered “at will”. They are not entitled to benefits as provided to paid employees except for in-line-of-duty death benefits under the provisions of law. 2. Volunteer positions with the Longwood Police Department (including Retired Senior Volunteer Program participants and college interns) serve at the pleasure of the chief of police and are considered “at will”. Volunteers are not entitled to any benefits provided to paid employees. IX. SIGN-UP AND BEGINNING WORK REQUIREMENTS When a selection for any job vacancy has been made, the Department will make provisions for a mutually agreed upon date of hire and timely sign-up for the new employee. When the selected candidate is contacted regarding sign-up, they shall be informed of the necessary documentation to bring with them. If the individual cannot present these documents, they will not be permitted to begin employment. Selected candidates will be required to submit to a conditional offer medical evaluation conducted by a licensed physician and consistent with the requirements of the Americans with Disabilities Act, and drug screening. A selected candidate who fails any one of these areas will be removed from the eligibility list and may not reapply with the agency for a period of 6 months. X. EMPLOYMENT OF MINORS It shall be the policy of the Longwood Police Department to employ only persons 18 years of age or older upon date of hire. However, the following exceptions exist: Persons employed as certified sworn personnel must meet the State of Florida Department of Law Enforcement requirement of nineteen years of age. GENERAL ORDER RECRUITMENT AND SELECTION GO – 12 PAGE 9 OF 14 XI. FAMILY EMPLOYMENT RESTRICTIONS A. Family members of full-time or part-time employees shall not be hired, promoted, demoted, transferred, or retained unless it is determined to be in the best interest of the Longwood Police Department. B. No family member of the chief of police shall be hired or retained as a full-time or part-time employee of the Longwood Police Department. C. Family is defined as a blood or martial relative or legal relationship inclusive of: Father (in-law/step/grand), Mother (in-law/step/grand), Son (in-law/step/grand), Daughter (in-law/step/grand), Brother (in-law/step/half), Sister (in- law/step/half), Husband, Wife, Aunt, Uncle, Nephew, Niece, First Cousin, or Ward of an employee. D. All instances involving employment of a family member will require the following stipulations: 1. Neither employee will be assigned to the same operation/shift nor will they be assigned supervisory responsibilities over one another, nor, under any circumstances, prepare or provide input to their respective performance evaluations. 2. Should either employee be considered for promotion, demotion, transfer, or retention in a position, which results in direct, indirect, or delegated supervision over the other employee, appropriate approval prior to effective date of such action must be obtained. 3. No employee may actively participate in any promotional procedures in which a relative is a candidate. 4. No employee may actively participate in any disciplinary review, which involves his/her relative. XII. CRIMINAL RECORDS Any candidate for employment with the Longwood Police Department who has been convicted of a violation of law, including moving traffic violations or pleads guilty or nolo contendere to such charges, in any local, state, federal, or other jurisdiction in any state, at any time, shall be responsible for disclosing such information to the Longwood Police Department prior to selection. This requirement is in accordance with the inquiry made on the Longwood Police Department employment application. GENERAL ORDER RECRUITMENT AND SELECTION GO – 12 PAGE 10 OF 14 XIII. CHANGE IN STATUS A. Promotions: 1. The chief of police shall promulgate rules and regulations for the promotion of employees. 2. A promotion occurs when an employee applies for or is selected in accordance with competitive procedures, and is moved from a position in one classification to another position in a different classification, when the latter has a higher maximum salary and is designated as having supervisory authority over classified employees. 3. Evaluation and selection standards used for promotions shall give appropriate consideration to all applications, including, but not limited to, such factors as training, experience, performance, and length of service. 4. Employees promoted to positions in another department shall be released to the gaining department within a reasonable period of time, normally not to exceed two weeks. B. Reclassification: A reclassification occurs when the actual duties and responsibilities of an established position have undergone significant redistribution of the regular workload calling for a re-evaluation of the position. C. Transfers/Lateral: 1. A transfer occurs when an employee is moved laterally from one unit to another unit in the same classification, or from one classification to another classification, which is assigned to the same salary range. a. Voluntary Lateral Transfers: An employee may seek a transfer to a different unit. Upon the posting of an available, or soon to be available, position within the department, interested officers will submit the following information by the due date listed on the posting: 1. A letter to the chief of police providing notification of their interest in the position and detailing any qualifications they have for the posted position; GENERAL ORDER RECRUITMENT AND SELECTION GO – 12 PAGE 11 OF 14 2. A letter of recommendation from the applicant’s immediate supervisor; 3. Copies of the applicant’s last two evaluations. All applicant information will be forwarded to the supervisor of the division for which the opening was posted. The supervisor will then review the information and conduct interviews with all the applicants who have submitted requests. Following the interview process, the division supervisor will submit the name of the applicant(s) he / she has selected to the chief of police for final approval. At the conclusion of the selection process, all applicants will be notified in writing of the results. b. Involuntary Lateral Transfers: The chief of police or designee (where applicable), in the best interest of the work program, may initiate a transfer of an employee to a different division and/or classification. 2. A transferred employee shall not be required to serve an additional probationary period and shall retain his/her performance evaluation dates, established anniversary date, and date for consideration of a merit increase. The employee may be subject to a performance evaluation following a transfer. 3. Term Limits: A. The sworn member selected to fill a specialized position, other than a canine officer or accreditation officer position, will be permitted to retain the position for (5) years provided the member achieves and maintains the minimum performance standards. Sworn members selected to specialized positions may remain in the position for a period longer than (5) years as long as they meet the established performance standards and no other qualified personnel have applied to that specialized unit. The extension of a term limit for an employee will be for (2) years. At the end of the (2) year extension the extended officer's position will be again posted for interest by other staff. GENERAL ORDER RECRUITMENT AND SELECTION GO – 12 PAGE 12 OF 14 B. A sworn member selected to fill a Canine Officer position will be permitted to retain the position for the service life of their canine; provided the member achieves and maintains the minimum performance standards. C. A sworn member selected to fill an Accreditation Officer position will be permitted to retain the position for (6) years to include (2) accreditation periods; provided the member achieves and maintains the minimum performance standards. D. The supervisor of the specialized unit will be responsible to monitor the years of service of those assigned to the specialized position. The supervisor will notify their chain of command of the need to solicit interest for vacant positions in unit (6) months prior to an existing member’s term expiring. 4. The chief of police reserves the authority to make lateral transfers or grant extension in service to specialized positions which are deemed appropriate and in the best interest of the department at any time regardless of the limits established in XIII. C. 3. D. Demotion: A demotion occurs when an employee is moved from a position in one classification to a position in a job classification with a lower maximum salary. All demotion actions must be approved by the chief of police. XIV. PROBATIONARY PERIODS A. Purpose: The probationary period is an important part of the employee review process and shall be utilized for evaluation of an employee’s performance, adaptability to the position, and for rejecting any employee who does not meet the desired standards of performance. 1. Any individual who is appointed to an established full-time position shall serve an initial probationary period of one year. 2. Any individual who is promoted shall serve a prescribed probationary period in the higher classification as defined, for purposes of reviewing the employee’s performance in that higher classification. GENERAL ORDER RECRUITMENT AND SELECTION GO – 12 PAGE 13 OF 14 3. An employee who is demoted or promoted will be required to complete a 6-month probation period except if such change is the result of reorganization. B. Duration: 1. Probationary Appointments: New full-time employees shall be required to serve a probationary period of twelve months of continuous service from date of appointment to their classification. 2. Promotion: Employees promoted to a higher classification are required to serve a probationary period of six consecutive months from the date of their promotion. C. Extension of Probationary Period and Periodic Reviews: 1. The immediate supervisor, for cause, based upon the end of the initial probationary performance review, may recommend an extension of the employee’s probationary period for a period not to exceed three additional months (90 days). 2. It is the responsibility of the immediate supervisor and reviewing supervisor(s) to: a. Provide direction, guidance, and counseling during the probationary period to probationary employees whose performance is marginal, in need of improvement, or still developing as a newly trained officer. b. Consistently document an employee’s inability to perform duties and responsibilities following supervisory direction and assistance. c. Only under certain circumstances shall extension of initial, promotion, or performance probation be considered appropriate as opposed to termination. d. During the probationary period the immediate supervisor will complete a BI-weekly evaluation of the probationary employee. The evaluation shall be based on the Standardized Evaluation Guidelines used for Tri-Mester Evaluations, job related categories, and nondiscriminatory measures and procedures. GENERAL ORDER RECRUITMENT AND SELECTION GO – 12 PAGE 14 OF 14 D. Dismissal during Initial Probationary Period: At any time during the initial probationary period, the employee may be dismissed with or without cause by the chief of police or his designee. E. End of Probation Performance Review: The immediate supervisor shall, during the month prior to the scheduled end of an employee’s probationary period, evaluate (in writing, on the forms provided by the Department) the performance of the affected employee. This evaluation should include a recommendation for permanent appointment to that classification, extension of probation, or termination from employment.