TABLE OF CONTENTS

PURPOSE

This Department Order establishes standardized recruitment and hiring processes for Department staff in compliance with State law and Department of Administration Personnel Rules. Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Department. Requests shall be made as early as possible to allow time to arrange the accommodation.

APPLICABILITY

This Department Order applies to all employees and applicants for covered positions, transfers, voluntary grade decreases and student internships. Specific examination, interview, and hiring processes may apply to applicants for uncovered positions at the Director's discretion.

PROCEDURES

504.01 RECRUITMENT AND APPOINTMENT

1.1 Completing and Routing the Personnel Action Transmittal - The Personnel Action Transmittal, Form 70501157, shall be used to initiate the recruitment process to fill newly authorized positions and vacancies. This process may begin before the position becomes vacant. The hiring authority shall complete and sign the Personnel Action Transmittal and shall forward it to the appropriate level of authority.

1.2 Approval of Requests

1.2.1 For Covered Positions at Grade 22 or Below, the hiring authority shall forward the request to the appropriate Deputy Director/Assistant Director, who shall review it and determine whether to fill the position. If so, the Deputy Director/Assistant Director shall forward the request to the Management and Budget Bureau Administrator within three work days of receipt. The Management and Budget Bureau Administrator shall determine whether the position may be filled and, if so, shall forward the request to the Staffing Unit within three work days of receipt.

1.2.2 For Uncovered Positions at Grade 23 or Above, the hiring authority shall forward the request to the Management and Budget Bureau Administrator for review. Within three work days, the Administrator shall determine whether the position may be filled and, if so, shall forward the request to the Director for review and final approval. The Director's office shall forward the approved request to the Staffing Unit within three work days of receipt.

1.3 Authority to Approve Requests - To designate another person to approve or disapprove Personnel Action Transmittals, the Director, Deputy Director or Assistant Director shall forward a memorandum to the Management and Budget Bureau Administrator, to indicate the name of the designee, along with the designee's signature.

1.4 Accompanying Documentation for Requests - The hiring authority shall attach the applicable documents from the following list to the request:

1.4.1 The termination or resignation letter.

1.4.2 If the vacancy results from a transfer or promotion, the transfer or promotion letter, the name of the gaining institution, the new position number and the effective date of the action.

1.4.3 The approved Classification Action form (SF302), if the request is to fill a newly created position. (See Attachment C).

1.4.4 Any additional comments or justification concerning the personnel request, which shall be documented in the comments section or in a memo attached to the Personnel Action Transmittal form.

1.5 Disapproval of Requests - When any level disapproves the Personnel Action Transmittal form, the person who disapproves it shall briefly explain why in the "Comments" section and return it unsigned through the chain of command, to the initiator.

1.6 Processing of Requests - The Staffing Unit shall process only those Personnel Action Transmittals that contain the appropriate signatures.

1.7 Methods for Filling Vacancies - The following three methods shall be used to fill vacancies. Each method results in a different pool of applicants.

1.7.1 Central Promotional Register (CPR) Recruitment is used to fill vacancies in the following classifications. The applicant pool consists solely of Department employees who hold permanent status.

1.7.1.1 Correctional Officer Series.

1.7.1.2 Parole Officer Series.

1.7.1.3 Other classifications as designated by the Director.

1.7.2 Internal Promotional Recruitment is used when a vacancy is outside the CPR classes and the hiring authority determines that there are a sufficient number of qualified applicants among permanent status, Department employees. The applicant pool consists solely of Department employees who hold permanent status in state service.

1.7.2.1 Internal Promotional Recruitment may be used if the vacancy is a CPR class and the Director has approved a special recruitment.

1.7.3 External Recruitment is used when the vacancy is outside CPR classes and the hiring authority determines that there may be an insufficient pool of qualified applicants among permanent status Department employees. The applicant pool consists of qualified members of the general public and qualified state employees.

1.8 Recruitment Process

1.8.1 The contents of announcements shall include:

1.8.1.1 Announcement number and class code.

1.8.1.2 Issue and closing date.

1.8.1.3 Position title.

1.8.1.4 Salary range and comparable grade level.

1.8.1.5 Description of job duties.

1.8.1.6 Minimum qualifications and any other required education and/or experience.

1.8.1.7 Selection process components (such as written examination, oral board, etc.).

1.8.2 When frequently filled or hard-to-fill classes are announced on an open-continuous basis, applications shall be accepted at any time.

1.8.3 The Staffing Unit shall distribute announcements to the Director's office, Deputy Directors, Assistant Directors, Wardens, Deputy Wardens, Administrators, Bureau Administrators, Training Officers and Personnel Liaisons.

1.8.3.1 Personnel Liaisons shall post announcements on employee bulletin boards upon receipt and ensure that announcements are readily accessible to all employees.

1.9 Recruitment Application Process - Applicants shall complete and submit an Employment Application, State Personnel Form SF500, and any other forms/materials specified, including a resume, if requested, in the announcement to the Staffing Unit or as designated on the announcement.

1.9.1 Employment Applications, State Personnel Form SF-500, may be obtained from Personnel Liaisons, the Department's Personnel Services Bureau or Department of Administration (DOA) Personnel Division.

1.9.2 Applicants shall complete and submit Employment Applications, State Personnel Form SF500, to Personnel Liaisons, the Department's Personnel Services Bureau or DOA Personnel Division, or as designated on the announcement, on or before the closing date. Applications postmarked by midnight of the closing date shall be accepted.

1.10 Internal Promotional/CPR Applicant Eligibility - Applicants shall be permanent status employees or employees who attain permanent status prior to the closing date of an announcement.

1.11 Lateral Transfers and Voluntary Grade Decreases - Refer to section 504.06 and 504.07.

1.12 Recruitment Certification Process

1.12.1 Application Review - The Staffing Unit analyst shall:

1.12.1.1 Review the applications to ensure that applicants meet the minimum qualifications and any required selectives for the position.

1.12.1.2 Determine which applicants are "qualified" or "unqualified" based on the information provided in the application.

1.12.1.3 Score the applications using the method specified in the announcement, if more than seven applicants qualify for a position.

1.12.2 Applicant Notification - The Staffing Unit shall:

1.12.2.1 Notify the applicants whether minimum qualifications were met.

1.12.2.2 Notify applicants meeting minimum qualifications of any examination required and the date, time, location and scheduling instructions.

1.13 Internal Promotional/External Recruitment Examinations - May consist of training and experience evaluations, written examinations, assessment centers and/or interviews. All examinations shall be submitted to the Staffing Unit at least one week prior to the examination, unless an exception is approved by the Assistant Director for Human Resources/Development. Restrictions related to these examinations are as follows:

1.13.1 All examinations shall be job-related and non-discriminatory.

1.13.2 Examination questions shall be designed to assess each candidate's qualifications.

1.13.2.1 The hiring authorities may ask the Selection and Testing Specialist for assistance in conducting a brief job analysis and developing examination questions.

1.13.3 The Staffing Unit Personnel Manager or designee shall review and approve interview questions, the answer key and corresponding scores prior to their use.

1.14 Internal Promotional/External Recruitment Screening Panel and Hiring Authority Pre-interview Activities - The Hiring Authority or designee shall:

1.14.1 Contact the candidate directly, at least three work days prior to the interview, when scheduling interviews by telephone.

1.14.1.1 Arrangements shall not be made through messages with others, nor may others turn down an interview for a candidate.

1.14.2 In the event telephone contact cannot be made, ensure that a letter or telegram is sent at least five work days prior to the interview. Interviews scheduled by telephone may be confirmed by letter indicating location, date and time of the interview.

1.14.3 Make every effort to reschedule and conduct the interview within a reasonable period of time when a candidate cannot attend the scheduled interview.

1.15 Internal Promotional/External Recruitment Screening Panel Interview - Interviews by a screening panel shall:

1.15.1 Be conducted for all positions at grade 18 and above for which there are more than three eligible candidates. When more than seven candidates appear on a hiring list, the hiring authority shall select a minimum of seven candidates for the screening panel interview.

1.15.2 Not be conducted for any position under Grade 18, unless approved by the respective Deputy Director/Assistant Director.

1.16 Panel Selection/Make-up - The hiring authority may not participate as a member of the screening panel but shall select the screening panel members and designate a chairperson.

1.16.1 A minimum of three panel members shall be required.

1.16.2 A minimum of two panel members shall be from outside the institution or bureau where the vacancy exists.

1.16.3 A panel shall include minority/female representation whenever possible.

1.16.4 Panel members shall be at least one pay grade level higher than the position being filled. A panel member who works outside state service shall be at least the equivalent pay grade higher than the position being filled.

1.17 Panel Briefing - The hiring authority or designee shall brief panel members on the questions, evaluation criteria and scoring method prior to the interview.

1.18 Method - All screening panel interviews shall be conducted in person unless a candidate lives 50 or more miles from the interview site, in which case the interview may be conducted by telephone.

1.19 Location - The screening panel interview shall be held in a quiet and private location free from interruptions.

1.20 Conflict of Interest - A panel member shall not participate in the interview of a candidate when a conflict of interest exists.

1.20.1 Conflict of interest situations shall include but shall not be limited to:

1.20.1.1 A panel member who has directly supervised a candidate within one year prior to the date of the examination or anytime the panel member believes he or she cannot objectively rate the candidate.

1.20.1.2 A panel member who has been directly involved in a disciplinary action that was recommended or taken against a candidate.

1.20.1.3 A panel member who has a personal friendship with or is related to a candidate.

1.20.1.4 A candidate who requests the exclusion of a panel member.

1.20.1.4.1 The candidate shall provide verbal justification at the beginning of the interview and the chairperson shall make the decision if a conflict of interest exists.

1.20.2 The panel member involved in the conflict of interest shall be excused from the interview and shall write "Conflict of Interest" on the evaluation form.

1.20.3 The other panel members shall interview and evaluate the candidate. The scores of the remaining panel members shall be averaged and used to evaluate the candidate.

1.21 Questioning and Evaluation

1.21.1 Candidates shall be asked the same questions in the same order.

1.21.2 Candidates shall be evaluated on pre-established criteria.

1.21.3 Screening panel members shall write a brief summary of each candidate's responses and indicate on the evaluation form the rating given to each candidate.

1.21.4 A copy of the screening panel's interview questions and all completed evaluation forms shall be sent to the Hiring Authority.

1.22 Concluding the Interview - At the conclusion of the screening panel interview, candidates shall be:

1.22.1 Given the opportunity to ask questions regarding the position and the selection process.

1.22.2 Directed not to discuss question content with other Department employees during or at any time following the examination.

1.22.3 Advised that they will be notified of the results within a specified period of time.

1.23 Screening Panel Referrals - The screening panel shall recommend at least the top three (e.g., the highest-evaluated) candidates to the hiring authority, who shall interview those referred and make the final selection.

1.24 Internal Promotional/External Recruitment Hiring Authority Interview Requirement

1.24.1 For all positions:

1.24.1.1 Interviewed by a screening panel, the hiring authority shall conduct the interview after the screening panel interview.

1.24.1.2 For which a screening panel was not used, the hiring authority shall conduct the initial interview.

1.24.2 Minimum Number of Interviews

1.24.2.1 A reinstatement, transfer or voluntary grade decrease candidate may be selected to fill a position without interviewing any additional candidates.

1.24.2.2 The hiring authority shall interview at least three candidates, if available. For multiple vacancies in the same job class, the hiring authority shall interview one additional candidate for each additional vacancy.

1.24.2.3 When a selection is not made, a supplemental hiring list may be requested, and job-related reasons shall be given for rejecting candidates on the original list.

1.24.3 Types of Questions

1.24.3.1 Questions shall be non-discriminatory and job-related.

1.24.3.2 Questions shall be designed to assess each candidate's qualifications.

1.24.3.3 The hiring authority may ask the Selection and Testing Specialist for assistance in developing questions.

1.24.4 Method - All hiring authority interviews shall be conducted in person, unless a candidate lives 50 or more miles from the interview site, in which case the interview may be conducted by telephone, at state expense.

1.24.5 Location - The hiring authority interview shall be held in a quiet and private location free from interruptions.

1.24.6 Notifying Candidates - At the conclusion of the interview, the hiring authority shall:

1.24.6.1 Advise candidates that they shall be notified of the results within a specified period of time.

1.24.6.2 Notify the candidates not chosen, after making the selection, by telephone or in writing.

1.25 Compensation for Attending Examinations

1.25.1 The time an employee spends attending and taking examinations is considered work hours, in accordance with Department Order #512, Employee Assignment, Work Hours, Compensation and Leave, including:

1.25.1.1 An examination attended on the employee's scheduled work day.

1.25.1.2 An examination attended on the employee's scheduled day off.

1.25.1.3 An examination given over the telephone, including the time an employee spends on a telephone examination and responding to related follow-up telephone inquiries from the Department.

1.25.1.4 The time an employee spends traveling to and from an examination, when the distance exceeds 50 miles from the employee's home to the examination site. However, the employee is not entitled to per diem or mileage.

1.25.2 Permanent status employees may attend examinations or interviews for other state agencies during work hours without taking leave if they receive the supervisor's prior approval and the approval would not interfere with the operations of the Department.

1.26 Internal Promotional/External Recruitment Appointment Process

1.26.1 If the selected candidate is currently a Department employee, the hiring authority shall, prior to making an appointment, contact the Administrative Investigations Bureau Administrator to verify that the selected candidate is not currently under investigation.

1.26.1.1 If the candidate is not under investigation, the hiring authority shall make the appointment.

1.26.1.2 If the candidate is under investigation, the offer shall be held until the investigation is complete.

1.26.2 Background Investigations - Deputy Directors, Assistant Directors, Wardens, Deputy Wardens, Administrators and Hiring Authorities shall request and process background investigations in accordance with Department Order #602, Background Investigations.

1.26.3 The Hiring Authority shall complete the hiring list and the Affirmative Action Plan Hiring List Supplement to reflect the results of the interview process and forward the list to the Staffing Unit for approval.

1.26.3.1 All other records relevant to the recruitment and selection process shall be maintained by the Hiring Authority, for a period of two years, in accordance with Department Order #103, Correspondence/Records Control.

1.26.4 The hiring authority for any health services position shall:

1.26.4.1 Verify the licensure, certification or registration of the appointee prior to making the appointment.

1.26.4.2 Maintain a file of the number and expiration date of the license, certification or registration of each health staff member.

1.26.4.3 Ensure that verification of the required renewal of any license, certification or registration is provided by the responsible health staff member.

1.26.4.4 Forward proof of all current or renewal of license, certification or registration to the Assistant Director for Health Services or designee.

1.26.5 A Correctional Officer I shall not refuse promotion to a Correctional Officer II, since the Correctional Officer I is underfilling a Correctional Officer II position. The effective date for the employee's promotion shall be on the day following the date on which the employee has served 18 months of satisfactory service as a Correctional Officer I.

1.26.6 Promotional candidates shall report to their new position no later than two weeks after the appointment unless otherwise agreed upon by management.

504.02 CENTRAL PROMOTIONAL REGISTER (CPR) EXAMINATIONS

1.1 Central Promotional Register and Special Announcement Selection Process - These processes may consist of one or more of the following selection components, which shall be used to evaluate applicants:

1.1.1 Training and experience evaluation.

1.1.2 Written examination.

1.1.3 Oral Board.

1.1.4 Interview.

1.1.5 Assessment Center(s).

1.1.6 Assessment Center Exercise(s).

1.1.7 Work Simulation.

1.1.8 Other Professionally Acceptable Procedures.

1.2 Subject Matter Experts/Examination Development and Scoring Criteria - Whenever possible, the Selection and Testing Specialist shall select subject matter experts who shall assist in developing selection components and scoring criteria.

1.3 Subject Matter Experts' Grade Level - Subject matter experts shall be in the same classification or at least one grade level higher than the classification for which the selection component is being developed.

1.4 Examination Questions Review/Approval - Prior to use, selection process components shall be reviewed by the Deputy Director for Operations, the Assistant Director for Community Corrections and the Staffing Unit Administrator, and shall be approved by the Assistant Director for Human Resources/Development or designee.

1.5 Written Examinations

1.5.1 Questions for written examinations shall be developed from sources that are widely known and available for review, and shall not be unique to a specific prison, institution or Division. Questions shall be based on one or more of the following sources and shall be job-related.

1.5.1.1 The Department Order Manual. (mandatory)

1.5.1.2 Management texts.

1.5.1.3 Department texts, handbooks, manuals and other job-related documents.

1.5.1.4 The Personnel Rules.

1.5.2 The applicants achieving a passing score on the written examination shall be invited to the next selection component.

1.6 Oral Board Examinations - Central promotional register and special announcement oral board examinations shall be conducted using behavioral, situational and other job-related methods as recommended by the Selection and Testing Specialist and approved by the Director.

1.6.1 Oral Board Panel Member Selection.

1.6.1.1 A minimum of four oral board members shall be required.

1.6.1.2 The oral board shall include minority/female representation whenever possible.

1.6.1.3 Oral board members shall be at least one pay grade level higher than the announced classification. An oral board member who works outside the Department shall be the equivalent to at least one pay grade higher than the announced classification.

1.6.2 The Selection and Testing Specialist shall brief oral board members on the questions, scoring criteria and method of evaluation prior to the oral board.

1.6.3 The interviews shall be held in a quiet and private location free from interruptions.

1.6.3.1 The Personnel Liaison (or designee) at each institution the oral board visits shall set up an appropriate space for the board, provide the board a schedule of the applicants and generally facilitate the board's visit to that institution.

1.6.4 An oral board member shall not participate in the interview of an applicant when a conflict of interest exists.

1.6.4.1 Conflict of interest shall include, but shall not be limited to:

1.6.4.1.1 A board member who has directly supervised an applicant within one year prior to the date of the examination or anytime the board member believes he/she cannot objectively rate the applicant.

1.6.4.1.2 A board member who has been directly involved in a disciplinary action that was recommended, or taken against an applicant.

1.6.4.1.3 A board member who has a personal friendship with or is related to an applicant.

1.6.4.1.4 An applicant who requests the exclusion of a board member. The applicant shall provide verbal justification at the beginning of the interview and the chairperson shall make the decision if a conflict of interest exists.

1.6.4.2 The board member with whom there is the conflict of interest shall be excused from the interview and shall write "Conflict of Interest" on the grading sheet.

1.6.4.3 The other board members shall interview and evaluate the applicant. The scores of the remaining board members shall be averaged and used to evaluate the applicant.

1.6.5 Administration and Scoring

1.6.5.1 Applicants shall be asked the same questions and complete the same test exercises, if used, in the same order.

1.6.5.2 Scoring shall be based on pre-established scoring criteria.

1.6.5.3 Oral board members shall write a brief summary of each applicant's responses to questions and indicate the score given to each applicant on each question or exercise on the grading sheet.

1.6.5.4 The lowest score received on each question or exercise shall be disregarded in calculating the final score, except in circumstances involving a conflict of interest.

1.6.6 At the conclusion of the oral board interview, applicants shall be:

1.6.6.1 Given the opportunity to ask questions regarding the position and the selection process.

1.6.6.2 Directed not to discuss question content with other Department employees during or at any time following the examination.

1.6.6.3 Advised that they will be notified of the results by the Staffing Unit.

1.7 Development of the Central Promotional Register

1.7.1 An applicant's placement on the Central Promotional Register shall be based on the attainment of a passing score for every selection component required in the process.

1.7.1.1 When two or more applicants have the same total combined score, the following criteria, listed in priority order, shall determine placement on the register:

1.7.1.1.1 Time in service in the qualifying classification(s).

1.7.1.1.2 Time in service in the Department of Corrections.

1.7.1.1.3 Time in Arizona State Service.

1.7.1.2 When all of the above criteria are equal among the two or more applicants, the tie shall be broken by the Staffing Unit.

1.7.2 The Staffing Unit shall distribute the register to the Director's Office, Deputy Directors, Assistant Directors, Wardens, Deputy Wardens, Administrators, Bureau Administrators, Training Officers and Personnel Liaisons.

1.7.2.1 The register shall be posted on employee bulletin boards upon receipt. Personnel Liaisons shall ensure that the register is readily accessible to all employees.

1.7.3 All selection component materials and scores are confidential.

1.7.4 A register shall be active for the period of time specified in the announcement or until it no longer satisfies recruitment needs, whichever occurs first. Registers may be extended when necessary.

1.8 Special Announcement Recruitment Process - Applicants seeking promotion in response to a special announcement:

1.8.1 Shall, whenever possible, have passed the most recent written examination for the classification identified in the special announcement.

1.8.2 Shall successfully pass all required selection process components as identified in the special announcement.

1.9 Request to Fill a Vacancy - Wardens shall submit a Personnel Action Transmittal, within ten work days of the date a Central Promotional Register position becomes vacant.

1.9.1 If the Warden wishes to keep a position vacant, he/she shall provide written justification to the Assistant Director for Human Resources/Development for approval.

1.10 Central Promotional Register Appointment Process

1.10.1 An offer of appointment shall be made once the Staffing Unit receives a completed and approved Personnel Action Transmittal for a Central Promotional Register position.

1.10.1.1 An exception and waiver to the requirement of section 504.02, 1.10.1 may be made at the discretion of the Director.

1.10.2 Offers of appointments shall be made by Staffing Unit personnel through institutional Personnel Liaisons.

1.10.3 Offers of appointment for lateral transfer and voluntary grade decreases shall be made in accordance with sections 504.06 and 504.07.

1.10.4 Unless a position has some type of job-related selective (e.g., female only), an offer shall be made to the highest scoring candidate on the register, with the geographic preference that is needed to fill the position, and shall progress downward until a candidate accepts the offer.

1.10.5 Once an offer is made, the candidate shall be given until 4:00 p.m. the following work day to either accept or reject the offer.

1.10.6 Failure by a candidate to reply within the time limitation shall constitute a rejection of the job offer.

1.10.7 A candidate who declines any two promotional/job offers in the location(s) for which they have indicated their geographical preference(s) shall be placed at the end of the register.

1.10.8 When more than one vacancy exists in any single institution/parole office, a corresponding number of candidates shall be referred to the Personnel Liaison for making job offers. Placement into specific positions shall be at the discretion of the institution's/parole office's management.

1.11 Coordinating Appointments - Personnel Liaisons shall coordinate the appointment and start date of the accepting candidate.

1.12 Candidates Under Investigation - The Staffing Unit shall provide the names on the register to the Administrative Investigations Bureau Administrator. The Administrator shall notify the Staffing Unit Administrator if any candidate is currently under investigation or comes under investigation during the life of the register.

1.12.1 In the event a candidate is under investigation, the Personnel Action Transmittal form and offer shall be held until the investigation is completed.

504.03 SECURITY OF CPR EXAMINATIONS AND RELATED MATERIALS

1.1 The use of facsimile (fax) machines to transmit Department examinations, answer keys, study guides and any other examination related material shall be limited to emergency situations, as determined by the Selection and Testing Specialist.

1.2 Department employees who are in contact with examination materials during the development, preparation, distribution, administration, and scoring phases shall avoid breaches of confidentiality.

1.2.1 Breaches of confidentiality may include but are not limited to: allowing an applicant to view an examination; providing an applicant with the answer key to an examination.

1.3 CPR Study Guide/Examination Development and Preparation - The Selection and Testing Specialist shall:

1.3.1 Ensure that all work on study guides or examinations in progress is stored in a secure location.

1.3.2 When working with subject matter experts:

1.3.2.1 Advise them of the confidentiality of the examination-related materials.

1.3.2.2 Provide them with all necessary materials.

1.3.2.3 Prohibit them from taking materials from the study guide/examination development site.

1.3.3 Ensure that study guides/examinations and answer keys produced on a personal computer are saved on a disk, and that the disk is stored in a secure area.

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1.3.4 Require signature-only access to study guide/examination materials, e.g., individuals wanting to view the material referenced in the study guide.

1.3.5 Distribute the draft examination, in an envelope labeled "Confidential," to the Assistant Director for Human Resources/Development and the Staffing Unit Personnel Manager (Approving Authorities) for recommended changes and/or approval. The Approving Authorities shall ensure the security and confidentiality of Department examinations while under their control.

1.3.6 Generate the final version of the study guide/examination.

1.3.7 Hand carry the completed study guide/examination to the Central Promotional Register Coordinator.

1.4 Study Guide/Examination Duplication and Distribution - The CPR Coordinator shall:

1.4.1 Ensure the security and confidentiality of Department study guides/examinations while under CPR Unit control.

1.4.2 Oversee the duplication of study guides/examinations.

1.4.3 Identify the copies of the study guides/examinations using a code number.

1.4.4 Distribute the study guides/examinations.

1.4.4.1 Study guides/examinations shall be enclosed in envelopes labeled "confidential" and addressed to the specific personnel liaison. The envelopes shall be stapled shut and then taped to ensure security.

1.4.5 Record the total number of study guides/examinations sent to each institution, their code numbers, and the date sent.

1.5 Study Guide/Examination Receipt - The Personnel Liaisons shall:

1.5.1 Ensure the security and confidentiality of Department study guides/examinations while under their control.

1.5.2 Inventory the contents of the study guide/examination envelopes.

1.5.3 Distribute the study guides to qualified applicants.

1.5.4 Maintain the examinations in a secure/locked area until administration of the examination.

1.6 CPR Study Guide Collection/Examination Administration - The proctor and/or personnel liaison shall:

1.6.1 Prior to administration of the examination, collect and account for the study guides; collect and account for all examinations and answer sheets at the conclusion of the examination.

1.6.2 Applicants who do not return the study guide, examination or answer sheet distributed to them may be subject to disciplinary action and/or disqualified from the examination process. The proctor or personnel liaison shall inform the Selection and Testing Specialist, who shall contact the applicant's supervisor. Disciplinary action shall be at the discretion of the applicant's supervisor.

1.6.3 Ensure that the physical environment, the examination materials and the applicants are controlled during the administration of the examination.

1.6.4 Ensure study guides and examinations with corresponding numbers are shipped with the matching answer sheets in secure envelopes.

1.6.5 Forward all returned study guides, examinations, and answer keys to the CPR Unit.

1.7 CPR Examination Scoring - The CPR Coordinator shall:

1.7.1 Control access to examination materials during the scoring process.

1.7.2 Store applicant materials in a locked file cabinet until the scoring process is completed.

1.8 CPR Study Guide/Examination Destruction and Retention - The CPR Coordinator shall ensure that the study guides/examinations are stored in a secure/locked area, until such time as they can be destroyed.

1.8.1 The Selection and Testing Unit shall retain a copy of the study guide and the examination.

504.04 APPLICANT REVIEW OF SCORES ON WRITTEN EXAMINATIONS, WRITTEN EXERCISES AND ORAL BOARDS

1.1 Security of Examinations - The Test Administrative Authority and the Selection and Testing Specialist shall ensure that no portion of written examinations, written exercises, oral board questions, or the corresponding answer sheets are copied or removed from the review site.

1.2 Assessment Center Evaluation Results - The Selection and Testing Specialist shall ensure that a follow-up report that provides constructive criticism is made available to each applicant who participated in an assessment center evaluation.

1.3 Requests for Examination Review - To request a review of their examinations, applicants shall submit a written request within five work days of receiving their results:

1.3.1 To the Test Administrative Authority, for Recruitment Unit for Selection and Hiring (RUSH) and Central Promotional Register applicants.

1.3.2 To the hiring authority, for other applicants.

1.4 Process for Reviewing Written Examinations and Written Exercises

1.4.1 For RUSH and Central Promotional Register Applicants - The Test Administrative Authority and the Selection and Testing Specialist shall ensure that the review of the examination/exercise scores is in compliance with the following limitations:

1.4.1.1 The review shall take place within 15 work days of the review request.

1.4.1.2 The review shall be limited to no longer than 30 minutes.

1.4.1.3 For written examinations, the applicant shall be permitted to review only the scoring key, their own answer sheet, and the questions that the applicant answered incorrectly.

1.4.1.4 When reviewing written exercises, the applicant shall be permitted to review only the scoring key and their written exercise.

1.4.2 For Other Applicants - The hiring authority shall determine whether the applicant may examine the scores and shall specify how the review shall occur, if a review is allowed.

1.5 Review of Oral Board Examination and Score Information - Within 15 work days of receipt of a written request, the Test Administrative Authority shall ensure that:

1.5.1 Applicants are not permitted to review the oral board examinations or the remarks of the individual oral board raters.

1.5.2 Applicants are provided an overview of their oral board performance on each of the oral board evaluation questions and an overall assessment of their responses.

1.5.3 The scheduled review period for the assessment shall be no longer than 30 minutes.

1.6 Requests for Further Information

1.6.1 RUSH and Central Promotional Register (CPR) Applicants - When an applicant thinks questions and/or issues regarding the examinations and/or the scoring are not adequately answered by the Test Administrative Authority, the RUSH Administrator or the Selection and Testing Specialist (Approving Authority), the applicant shall submit written concerns to the Approving Authority during the review process. The Approving Authority in coordination with a subject matter expert shall:

1.6.1.1 Review the questions and/or issues.

1.6.1.2 Evaluate the merit of the questions and/or issues, and then prepare and send a written response to the applicant.

1.6.1.3 Include one of the subject matter experts originally involved in the scoring of the written exercise to evaluate the applicant's questions and/or issues, if the review involves material from a written exercise.

1.6.2 Other Applicants - Applicants for internally announced Department positions may request from the hiring authority, either verbally or in writing, the results of their interview, screening panel or oral board, and/or express any concerns.

504.05 COMPLAINTS REGARDING THE SELECTION PROCESS - Applicants who have applied for positions within the Department that are covered under the State of Arizona Merit System may file a complaint about the selection process. Complaints shall be submitted, in accordance with the following Applicant Complaint Procedure, to the Staffing Unit. This does not apply to selection processes administered by the Department of Administration (DOA).

1.1 An applicant who wishes to submit a complaint regarding procedures used in a selection process shall do so in accordance with Attachment A of this Department Order.

1.2 When an applicant complaint is received, it shall be referred to the individual who made the decision giving rise to the complaint. That individual shall review the complaint and any additional information that may have been provided, and determine whether a change is warranted. The applicant shall be advised of the determination that is made and its basis.

1.3 If a complaint is not resolved as a result of section 504.05, 1.2, the applicant shall be advised that the issue will be discussed with the Staffing Unit Personnel Manager, who shall review the complaint. The Staffing Unit Personnel Manager shall determine if a change is warranted. The applicant shall be advised of the decision made by the Staffing Unit Personnel Manager.

1.4 If the complaint is not resolved as a result of section 504.05, 1.3, the applicant shall be advised that he/she may submit the complaint and a written request for review to the Assistant Director for Human Resources/Development. Such a request shall be made within two weeks of the notification of the Staffing Unit Personnel Manager's decision.

1.4.1 The Assistant Director for Human Resources/Development shall review the complaint and any additional information, render a decision and provide the applicant a written response. Upon written request from an employee, the matter may be reviewed by the Deputy Director or the Director. The decision made at this level shall be final.

504.06 EMPLOYEE TRANSFERS

1.1 Order of Transfers - Approved transfers shall occur in the following order:

1.1.1 Administrative.

1.1.2 Hardship.

1.1.3 Correctional Officer II.

1.1.4 Lateral.

1.2 Minimum Qualifications - For any transfer, minimum qualifications requirements shall be determined by a Staffing Analyst in the Staffing Unit, in accordance with R2-5-602.C.

1.3 Administrative Transfer - Administrative transfers, which are initiated by management, may be made by the Director, a Deputy Director or Assistant Director upon verification that the employee to be transferred meets the minimum qualifications of the position to which he/she is to be transferred.

1.4 Hardship Transfer

1.4.1 Hardship transfers may be requested by any employee in the event of a serious family trauma, serious illness, death of a spouse, child, or parent. A hardship transfer shall not be granted for a pre-existing condition.

1.4.2 Employees requesting a hardship transfer shall complete an Employee Request for Transfer, Form 504-8PF, include a memo of justification and supporting documentation, and submit the packet to the Warden, Deputy Warden or Bureau Administrator.

1.4.3 The Warden, Deputy Warden or Bureau Administrator shall:

1.4.3.1 Review the request and independently (where possible) verify the information provided by the employee.

1.4.3.2 Ensure that the employee meets the minimum qualifications of the position/classification to which he/she is requesting to transfer.

1.4.3.3 Determine if the employee is currently under investigation. If so, the transfer request shall be held until the investigation is completed.

1.4.3.4 Recommend or not recommend the hardship transfer request. If the request is not recommended, a written explanation shall be included before the request is submitted to the next level.

1.4.3.5 Forward the request packet to the appropriate Assistant Director or Deputy Director.

1.4.4 The Assistant Director or Deputy Director shall:

1.4.4.1 Review and approve or deny the request. Transfers across Division lines require the approval of the appropriate Assistant Director(s) or Deputy Director(s).

1.4.4.2 Forward approved requests to the Staffing Unit within 24 hours of approval. A copy of the approval shall be sent to the employee and losing Warden or Bureau Administrator.

1.4.4.3 Return denied requests to the employee with a written explanation of the denial and send a copy to the employee's Warden or Bureau Administrator.

1.4.5 The Staffing Unit shall:

1.4.5.1 Ensure that the employee meets the minimum qualifications of the classification/position to which he/she has requested to transfer prior to being placed on the appropriate hardship transfer list.

1.4.5.2 Refer the employee to fill the next applicable vacant position.

1.4.5.3 If the employee does not meet the minimum qualifications, return the request to the employee through the Warden or Bureau Administrator.

1.4.5.4 Keep medical issues relating to the transfer confidential.

1.5 Correctional Officer II Transfer

1.5.1 Correctional Officer II's seeking a non-hardship transfer to another Correctional Officer II position may be eligible for a Correctional Officer II transfer when the following conditions are met:

1.5.1.1 They shall have worked at their present institution for a 12-month period from their appointment date or last approved transfer date;

1.5.1.2 They shall have an overall rating of 3.0 or higher on their most recent performance evaluation;

1.5.2 Correctional Officer II's may request a Correctional Officer II transfer by completing and submitting an Employee Request for Transfer and submitting it to their Personnel Liaison.

1.5.3 The Personnel Liaison shall:

1.5.3.1 Note the date and time the request was received on the Employee Request for Transfer form.

1.5.3.2 Review the employee's institution personnel file to determine if eligibility criteria are met, indicate yes or no on the transfer request, and sign the request.

1.5.3.3 If the employee is eligible for Correctional Officer II transfer, forward the request to the Warden.

1.5.3.4 If the employee is not eligible, return the request to the employee.

1.5.4 The Warden shall:

1.5.4.1 Verify that the employee is not under administrative or criminal investigation. If so, the transfer request shall be held until the investigation is completed.

1.5.4.2 If the employee is not under investigation, sign the request and forward it to the Staffing Unit.

1.5.5 The Staffing Unit, shall:

1.5.5.1 Add the Correctional Officer II's name to the Correctional Officer transfer list.

1.5.5.2 Provide the Correctional Officer transfer list, through the Human Resources/Development Division, to the Deputy Director for Prison Operations, who shall identify the date on, and location to which, the Correctional Officer is to be transferred.

1.5.5.3 Obtain from the Human Resources/Development Division the names of employees approved for transfers by the Deputy Director for Prison Operations.

1.5.5.4 Notify the gaining institution's Personnel Liaison and the employee of the effective date of the Correctional Officer transfer.

1.5.6 Personnel Liaisons shall:

1.5.6.1 Coordinate the transfer between the losing and gaining institutions.

1.5.6.2 Process the HRMS action at the gaining institution and forward the Employee Request for Transfer and HRMS document(s) to the Personnel Administrative Services Unit for inclusion in the Central Office personnel file.

1.5.7 Correctional Officer II's approved for transfer who then decline a job offer for such transfer shall have their transfer request canceled and shall be ineligible to reapply for Correctional Officer II transfer for 12 months.

1.6 Lateral Transfer

1.6.1 Any institution that has an operational vacancy greater than 20% shall not consider any voluntary transfers.

1.6.1.1 applications for voluntary transfers shall be time and date stamped upon being received by the staffing unit.

1.6.1.2 Transfers shall be considered in that sequence.

1.6.2 Employees who are seeking a non-hardship transfer to positions other than Correctional Officer II may request a lateral transfer when the following conditions are met:

1.6.2.1 They shall not be on original probationary status.

1.6.2.2 They shall have worked at their present institution or geographic location for a 12-month period from their appointment date or last approved transfer date.

1.6.2.3 They shall have an overall rating of 3.0 or higher on their most recent performance evaluation.

1.6.2.4 They are responding to a Department job announcement that is open for recruitment.

1.6.3 Employees may request a lateral transfer by completing an Employee Request for Transfer and submitting it, along with a complete Employment Application, to the Staffing Unit.

1.6.4 The Staffing Unit, shall:

1.6.4.1 Determine if the employee meets the minimum qualifications for the classification/position to which he/she has requested to transfer.

1.6.4.2 Ensure that the employee satisfies applicable testing requirements and eligibility criteria.

1.6.4.3 Refer certified lateral transfer applicants along with other eligible applicants to hiring authorities for consideration.

1.6.4.4 If all criteria are not met, advise the employee he/she is ineligible for transfer.

1.6.5 Hiring Authorities may:

1.6.5.1 Interview and select a lateral transfer candidate without interviewing any other candidates on a hiring list.

1.6.5.2 Interview lateral transfer candidates along with other candidates on a hiring list, in accordance with applicable screening panel/oral board and/or interviewing procedures, in order to make a selection.

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504.07 VOLUNTARY GRADE DECREASES

1.1 Employees who wish to apply for a voluntary grade decrease shall:

1.1.1 Complete an employment application. "Voluntary Grade Decrease" shall be written across the top of the application. For job classifications in the Central Promotional Register, a geographical preference checklist shall also be attached.

1.1.2 Meet the minimum qualifications, as determined by the Staffing Unit, for the classification into which they wish to take a voluntary grade decrease.

1.1.3 Submit the request to the appropriate Deputy Director/Assistant Director for approval.

1.1.3.1 A voluntary grade decrease that crosses Division lines requires the approval of the appropriate Deputy Director and/or both Assistant Directors.

1.1.3.2 Deputy Directors/Assistant Directors shall submit approved requests for voluntary grade decreases to the Assistant Director for Human Resources/Development for final approval. Upon approval, requests shall be forwarded as follows:

1.1.3.2.1 The Staffing Unit for individuals applying under the provisions of sections 504.07, 1.2 and 1.3.

1.1.3.2.2 The Personnel Services Bureau for individuals applying under the provisions of section 504.07, 1.5.

1.1.3.2.3 The RUSH Administrator for individuals applying under the provisions of section 504.07, 1.6.

1.2 Voluntary Grade Decrease to a Class In Which Permanent Status Was Previously Held - In addition to the requirements outlined in sections 504.07, 1.1 through 1.1.3, voluntary grade decrease applicants:

1.2.1 May apply at any time for the job classification into which they wish to take a voluntary grade decrease.

1.2.2 Shall be placed on the appropriate register, following the Staffing Unit's determination and verification of their eligibility.

1.3 Voluntary Grade Decrease to a Class In Which Permanent Status Was Not Previously Held - In addition to the requirements outlined in section 504.07, 1.1 through 1.1.3, applicants:

1.3.1 May only apply for a voluntary grade decrease in response to a recruitment process.

1.3.2 Shall complete all selection process components (e.g., written test, oral board/panel interview, etc.).

1.4 Voluntary Grade Decrease to a Correctional Officer - General Requirements - A voluntary grade decrease shall be approved based upon the employee's previous Correctional Officer experience.

1.4.1 If an employee has served 18 months or more as a Correctional Officer, the voluntary grade decrease shall be approved to a Correctional Officer II level, no lower.

1.4.2 If an employee has served less than 18 months as a Correctional Officer, the voluntary grade decrease shall be approved to the Correctional Officer I level. The employee shall be promoted to the Correctional Officer II after serving a total of 18 months as a Correctional Officer I. The employee shall be placed on promotional probation as a Correctional Officer II.

1.5 Voluntary Grade Decrease From a Correctional Security Position to a Correctional Officer I; or Individuals Who Have Successfully Completed the Correctional Officer Pre-Employment Examinations or Were Grandfathered Into a Correctional Security Position - In addition to the requirements outlined in sections 504.07, 1.1 through 1.1.3 and 1.4, applicants:

1.5.1 May apply at any time.

1.5.2 Shall submit a memorandum, approved by their supervisor, stating why they wish to be considered for a voluntary grade decrease. The application and memorandum shall be sent by the applicant to the appropriate Deputy Director/Assistant Director in accordance with section 504.07, 1.1.3.

1.5.2.1 Upon receipt of the application and memorandum from the Deputy Director/Assistant Director, the Personnel Services Bureau shall coordinate vacancies with the Personnel Liaison. The Personnel Services Bureau shall notify the employee of eligibility, procedures and/or appointment.

1.5.3 Shall not have to pass a medical or psychological examination.

1.6 Voluntary Grade Decrease From Any Class Outside a Correctional Security Position to a Correctional Officer I - In addition to the requirements outlined in section 504.07, 1.1 through 1.1.3, applicants:

1.6.1 May apply at any time.

1.6.2 Shall be required to pass a medical and psychological examination, and a background check.

1.6.3 Shall submit a memorandum, approved by their supervisor, stating why they wish to be considered for a voluntary grade decrease. The application and memorandum shall be sent to the appropriate Deputy Director/Assistant Director in accordance with section 504.07, 1.1.3.

1.6.3.1 Upon receipt of an approved application from the Deputy Director/Assistant Director, the RUSH Administrator shall:

1.6.3.1.1 Review the application and determine if the applicant meets the minimum qualifications and whether the applicant shall attend COTA.

1.6.3.1.2 Notify the applicant of eligibility, procedures and/or appointment.

1.6.3.1.3 Forward copies of memoranda and the employment application to the Staffing Unit at the time of appointment.

1.7 Salary Compensation for a Voluntary Grade Decrease

1.7.1 The salary of a permanent status employee who requests and receives a voluntary grade decrease shall be the same as that received prior to the decrease, provided the salary does not exceed the maximum salary of the range to which the voluntary grade decrease is accepted.

1.7.1.1 If the salary received exceeds the maximum salary of the range, the employee's salary shall be established at the maximum of the salary of the grade to which a voluntary grade decrease is accepted.

1.7.2 The salary of an original probation employee who volunteers for a grade decrease shall be the entrance salary of the new pay grade.

504.08 REINSTATEMENT OF FORMER EMPLOYEES

1.1 Documenting Ineligibility at Time of Separation

1.1.1 The first-line supervisor of an employee who does not separate in good standing shall:

1.1.1.1 Document, in writing, the reason(s) for the separation.

1.1.1.2 Request, in writing, that the former employee be excluded from the Department's hiring lists for two years from the date of the separation.

1.1.1.3 Submit the documentation and written request, through the chain of command, to the Assistant Director for Human Resources/Development.

1.1.2 The Assistant Director for Human Resources/Development shall approve or deny the request, and send the packet to the Personnel Services Bureau Administrator.

1.1.3 The Personnel Services Bureau Administrator shall:

1.1.3.1 Ensure that the documentation and request is placed in the former employee's Central Office personnel file.

1.1.3.2 Forward to the Staffing Unit the name of each former employee who did not separate in good standing, with a request that they be excluded from the Department's hiring lists for two years following the separation.

1.2 Determining/Verifying Eligibility for Reinstatement

1.2.1 When the DOA Personnel Division inquires about an applicant's reinstatement eligibility, or when the Department receives a reinstatement hiring list, Staffing Unit staff shall determine if the applicant was previously employed by the Department.

1.2.2 In the event the applicant was previously employed by the Department, the appropriate verifying authority shall:

1.2.2.1 Review the Central Office personnel file and/or contact the Personnel Office at the applicant's last worksite to obtain the applicant's background, work history and reason(s) for termination/separation.

1.2.2.2 Contact the former employee's last Department supervisor and last Bureau Administrator (or the equivalent) to determine if they have any information that would prohibit the employee's reinstatement.

1.2.2.3 Contact the Inspections and Investigations Division to determine if they have any information that would prohibit the employee's reinstatement.

1.2.3 As part of the reinstatement process for Correctional Officer positions, RUSH shall determine if a former employee resigned due to a denied transfer or voluntary grade decrease. If the employee is reinstated, RUSH shall assign the staff member to the institution from which the employee resigned.

1.2.4 When no reason for prohibiting reinstatement is found, the verifying authority shall approve the reinstatement.

1.2.5 The verifying authority shall submit the names and applicable documentation of former employees whose reinstatement eligibility is questionable to the Assistant Director for Human Resources/Development, who shall either approve or disapprove the reinstatement.

1.2.6 The verifying authority shall forward to the DOA Personnel Division or to the hiring authority the names of applicants who are approved for reinstatement (except for classifications established for Department use only, i.e, Correctional Sergeant, etc.,).

1.3 Background Investigation, Probationary Periods and Psychological/Physical Testing - Hiring authorities shall ensure that all reinstated employees:

1.3.1 Are again screened in accordance with Department Order #602, Background Investigations.

1.3.2 Complete a new original probationary period.

1.3.3 For all security positions (Correctional Officer I through Major) successfully complete all current psychological/physical testing.

1.4 Reinstatement as a Correctional Officer:

1.4.1 A former employee who has resigned and wishes to reinstate as a Correctional Officer shall be reinstated to the Correctional Officer level in which he/she held permanent status prior to leaving the Department.

1.4.2 If the employee is reinstated as a Correctional Officer I, he/she shall serve a 12-month original probationary period upon reinstatement. Upon completion of the 12-month probationary period and upon completion of a minimum of eighteen months as a Correctional Officer I, including prior service in that classification, the employee shall be promoted to Correctional Officer II and placed on a 6-month promotional probation.

1.5 Reinstatement as a Correctional Officer II:

1.5.1 If the employees is reinstated as a Correctional Officer II, he/she shall be required to serve a 12-month original probation period.

1.5.1.1 The employee shall be eligible for placement into the Correctional Officer Pay Plan upon successful completion of the probationary period, and be eligible annually thereafter for a salary increase up to the maximum number of increases allowed under the plan. Increases received prior to the employee's separation shall be included in the maximum.

1.6 Training Requirements of Reinstatements to Positions in the Correctional Officer Series - Hiring authorities shall submit, to the RUSH Administrator, the names of all employees to be reinstated to a position in the Correctional Officer series. The RUSH Administrator shall:

1.6.1 Determine if a reinstated employee meets certification requirements and/or is required to complete COTA. COTA training, when required, shall be completed within one year from the date of reinstatement. If the employee has been away from the Correctional Officer (security) series for two years or more, the employee shall be required to attend COTA. COTA shall not be required when:

1.6.1.1 The reinstated employee has already successfully completed COTA within the established time frames.

1.6.1.2 The reinstated employee was hired prior to COTA and did complete both a Department-approved training course and one year of satisfactory job performance.

1.6.1.3 The reinstated employee has met the requirements of the Correctional Officer Accreditation Program and has completed one year of satisfactory job performance.

1.6.2 Forward the names of reinstated employees who shall complete COTA to the appropriate hiring authority.

1.6.3 Schedule the employees for the training, which shall be completed within one year from the date of reinstatement.

1.6.3.1 The hiring authority shall not grant permanent status until the reinstated employee has successfully completed COTA training.

1.7 Requesting Exceptions - Former employees may apply for an exception to this Department Order by submitting a written request for an exception to the Director.

1.7.1 The Staffing Unit shall notify DOA Personnel Division of all Director-approved exceptions.

1.7.2 The Staffing Unit shall add the names of Director-approved exceptions to current hiring lists, provided the employee meets the minimum qualifications for the position.

504.09 CORRECTIONAL OFFICER RECRUITMENT

1.1 Filling Correctional Officer I Positions - Wardens/Administrators, the RUSH Administrator, and the Management and Budget Bureau Administrator shall ensure that positions are filled through:

1.1.1 Lateral transfers, in accordance with section 504.06.

1.1.2 Reinstatements, in accordance with section 504.08.

1.1.3 New hires.

1.2 Correctional Officer I Lateral Transfers - Wardens/Administrators, the RUSH Administrator, and the Management and Budget Bureau Administrator shall:

1.2.1 Assign highest priority to administrative transfers.

1.2.2 Assign the second highest priority to emergency/hardship transfer requests.

1.2.2.1 Each Correctional Officer I who intends to apply for this transfer shall submit a request, in accordance with section 504.06, to his or her Deputy Director/Assistant Director no later than the deadline specified on the Departmental job announcement or on the open, continuous lateral transfer register. The decision shall be final and is not subject to appeal to a higher level of command.

1.2.3 Assign the third highest priority to lateral transfer requests.

1.2.3.1 Each Correctional Officer I who intends to apply for a lateral transfer shall submit a request, in accordance with section 504.06, to the Personnel Services Bureau no later than the deadline specified on the Departmental job announcement or on the open, continuous lateral transfer register.

1.2.4 Transfer employees in accordance with section 504.06.

1.3 SECTION DELETED

1.4 New Hires

1.4.1 The RUSH Administrator shall recruit and select new hires to fill the positions that remain vacant after lateral transfers have occurred or been considered. To initiate the RUSH process, hiring authorities shall:

1.4.1.1 Complete a Request to Hire Correctional Officer I Personnel, Form 70501160.

1.4.1.2 List the position number and activity code for each vacant position.

1.4.1.3 Attach to the request a copy of the termination or resignation letter if the vacancy is the result of a resignation or termination.

1.4.1.4 Attach to the request a copy of the transfer or promotion letter if the vacancy is the result of a transfer or promotion, and list on the request the name of the gaining institution, the new position number and the effective date of the action.

1.4.1.5 Sign and date the request.

1.4.1.6 Forward the completed request to the Warden/Administrator.

1.4.2 The Warden/Administrator shall review the request and:

1.4.2.1 If approved, send it via facsimile (fax) to the Management and Budget Bureau Administrator.

1.4.2.2 If denied, return it to the hiring authority.

1.4.3 Within three work days of receipt of the approved request, the Management and Budget Bureau Administrator shall:

1.4.3.1 Verify that the position is authorized and vacant.

1.4.3.2 Sign the request if the position is authorized and vacant, and fax a copy to the RUSH Administrator.

1.4.3.3 Forward a copy of any request that would have created a "double-fill situation" to the Assistant Director for Human Resources/Development.

1.4.4 Upon receipt of the request, the RUSH Administrator shall:

1.4.4.1 Log its arrival.

1.4.4.2 Maintain a log of all requests.

1.4.4.3 Determine if an emergency/hardship or regular lateral transfer request has been received from an employee who is available to fill the vacancy.

1.4.4.4 Process the selection of applicants for emergency/hardship or regular lateral transfer requests.

1.4.4.5 Process enough lateral transfers and new hires to fill the scheduled COTA class, according to the annual Correctional Officer Hiring Plan.

1.4.4.6 Send copies of the class roster to COTA, the Personnel Services Bureau, and the requesting institution.

1.4.4.7 Hire applicants for Correctional Officer Cadet positions from a pool of qualified candidates who have passed written/oral, physical/medical, and psychological examinations, and background investigations.

1.4.4.8 Advise the Staff Development/Training (SD/T) Bureau Administrator when it appears that the total number of Correctional Officer Cadet positions in a COTA class will be less than 30. The SD/T Bureau Administrator shall consult with the Assistant Director for Human Resources/Development about continuing or canceling the class if the total number of Correctional Officer Cadet positions will be less than 30.

1.4.5 Upon receipt of a COTA class roster, Personnel Services shall input the data into the Human Resource Management System (HRMS).

504.10 CORRECTIONAL OFFICER NEW HIRE MEDICAL/PHYSICAL EXAMINATION PROCESS AND APPEAL PROCEDURE

1.1 Scheduling Medical/Physical Examinations

1.1.1 The RUSH Administrator shall:

1.1.1.1 Compile a list of qualified applicants based on their scores on the oral board and/or written examinations.

1.1.1.2 Determine the number of applicants to be scheduled for medical/physical examinations based on projected manpower needs.

1.1.1.3 Schedule, as frequently as necessary, the number of medical/physical examinations needed to meet the Department's requirements.

1.1.1.4 Mail a job offer and medical appointment letter to each qualified applicant.

1.1.2 Upon receipt of the medical examination letter, the applicant shall:

1.1.2.1 Call the RUSH office for the date and time of the medical examination, if the examination is to be taken in Phoenix.

1.1.2.2 Call the designated physician for the date and time of the medical examination, if the examination is to be taken in Tucson.

1.1.3 The designated physicians shall conduct medical/physical examinations in Tucson and the Phoenix area.

1.2 Rescheduling Medical/Physical Examinations

1.2.1 Applicants who are unable to keep their appointment because of an emergency, e.g., death in family, court subpoena or a temporary medical/physical condition, which could preclude them from passing the examination, e.g., flu, broken bones, shall contact the RUSH Office for examinations scheduled for Phoenix or the designated physician's office for examinations scheduled for Tucson, at least 24 hours prior to their appointment, if possible.

1.2.2 The RUSH Office shall reschedule applicants who have provided proper notification.

1.2.2.1 Appointments may be rescheduled for a time after the applicant's emergency or condition has been resolved.

1.2.2.2 Applicants who fail to keep the rescheduled appointment after a reasonable period of time has been allowed to resolve extenuating conditions (e.g., a second, legitimate emergency or aggravated original condition) shall not be considered for hire.

1.3 The Medical/Physical Examination and Examination Results

1.3.1 Applicants shall:

1.3.1.1 Keep their scheduled appointment with the designated physician.

1.3.1.2 Sign the Appointment Roster upon arrival at the designated physician's office.

1.3.1.3 Provide the medical staff with picture identification.

1.3.2 The designated physician shall:

1.3.2.1 Conduct a medical and physical examination of the applicant.

1.3.2.2 Determine which of the following categories the applicant falls under:

1.3.2.2.1 Chronic condition with a permanent impairment that is not correctable.

1.3.2.2.2 Chronic condition with a permanent impairment that is correctable.

1.3.2.2.3 Chronic condition without a permanent impairment.

1.3.2.2.4 Episodic condition with permanent impairment that is not correctable.

1.3.2.2.5 Episodic condition with permanent impairment that is correctable.

1.3.2.2.6 Episodic condition without a permanent impairment.

1.3.2.2.7 Acute condition that is not expected to last for more than one year.

1.3.2.2.8 No medical impairment identified.

1.3.2.3 Complete an Examination Certification Status Summary and a Physical Capacities Classification Report for each applicant examined and forward these completed documents, along with the appointment roster, to the RUSH Office within 48 hours of each medical/physical examination conducted.

1.3.3 The physician may refer applicants for a re-examination if an applicant fails to pass the medical examination and physical ability test due to a correctable condition. The re-examination may be scheduled for as soon as the correction can be made.

1.3.4 Notification of Applicants - The RUSH Administrator shall notify the applicant in writing, within 30 days of the medical/physical examination, whether the applicant's rating was acceptable, unacceptable or deferred, based upon the standards set forth in the administrative rules.

1.4 Medically Deferred Applicants - Applicants classified as "medically deferred" shall receive a letter indicating they are medically deferred. The letter shall include the specific reason(s) for the deferment. Medically deferred applicants:

1.4.1 May remedy the problem that resulted in the deferment and request a re-examination within 60 days, unless otherwise instructed by the designated physician.

1.4.2 Shall contact the RUSH Administrator to schedule a re-examination if the examination was taken in Phoenix or contact the designated physician if the examination was taken in Tucson.

1.5 Medical Disqualification for an Unremediable Condition - Applicants classified as "medically disqualified" may request an appeal of the medical disqualification by contacting the RUSH Administrator.

1.6 Appeals of Medical/Physical Disqualifications

1.6.1 When an applicant has requested an appeal, the RUSH Administrator shall send, by certified mail or by hand-delivery, a Medical Examination Appeal, Form 70501167, and a copy of the Appeal Procedure, to the applicant.

1.6.2 To appeal the disqualification, the applicant shall submit the completed Medical Examination Appeal form and any additional information/documentation to the RUSH Administrator within 14 calendar days of receipt of the appeal form.

1.6.2.1 The applicant shall be responsible for including with the appeal form any information/documentation that the applicant wants the Medical Review Board to consider.

1.6.3 Medical/physical standards and requirements may not be appealed.

1.6.4 Appeals received by the RUSH Office within the prescribed time period shall be assigned a number, logged and forwarded to the designated physician who conducted the medical/physical examination. The designated physician shall review the documentation and determine whether the information presented by the applicant is valid from a medical perspective.

1.6.5 The Medical Review Board:

1.6.5.1 Shall meet the first Thursday of each quarter when there are appeals to consider and more often if necessary.

1.6.5.2 Shall review and consider all relevant information/documentation submitted by applicants who appeal.

1.6.5.3 May request opinions from representatives of specialized areas of medicine to assist with reaching a decision.

1.6.5.4 Shall consider only the extent to which the applicant meets the medical/physical standards.

1.6.5.5 Shall notify the RUSH Administrator, in writing, of its recommendation within five work days of reaching a decision.

1.6.6 The RUSH Administrator shall notify the applicant, in writing, of the Medical Review Board's recommendation within five work days of receiving the recommendation.

1.6.7 The Medical Review Board's recommendation shall be forwarded to the Deputy Director for Health Services who shall, after making a decision, forward recommendations to the Medical Review Board. The Medical Review Board shall, basing their decision upon recommendations provided by the Deputy Director for Health Services, make the final decision. There shall be no further administrative review or rehearing.

504.11 FINGERPRINT CARDS; NEWLY EMPLOYED/REEMPLOYED/REINSTATED CORRECTIONAL OFFICERS - Upon receipt of applications for Correctional Officers from the DOA Personnel Division, RUSH personnel shall review all applications and send a letter of instruction to each applicant, asking them to attend an Evaluation Center in either Tucson or Phoenix.

1.1 Included with the letter of instruction shall be an FBI Fingerprint Card and instructions on how it is to be completed as well as a list of locations where fingerprints can be taken.

1.2 Each applicant shall provide a set of fingerprints as a part of the criminal history check. Fingerprint Cards shall be turned in to RUSH at the time of processing through the Evaluation Center.

1.3 Any applicant failing to return the Fingerprint Card at that time shall not be permitted to process through the Evaluation Center.

1.3.1 Applications expire one year from the date of receipt by the Department and completed Fingerprint cards shall be received within that time frame.

1.4 Upon completion of the Evaluation Center process, RUSH shall score written exams and oral interviews. Fingerprint Cards for those persons successfully passing the interview process shall, in accordance with the RUSH Technical Manual, be forwarded by RUSH to the Department of Public Safety with a request that they be processed through the FBI and Arizona Criminal Justice Information System (ACJIS), then returned to the Inspections and Investigations Division.

1.4.1 The RUSH staff shall complete all portions of the Applicant Fingerprint Card Inventory Form. (Department of Public Safety Form 802-066520 with the exception of Sections G, H, I and J, which shall be completed by the FBI.)

1.4.2 Fingerprint Cards shall be batched in groups of twenty-five or the number in a COTA class if fewer, and an Applicant Fingerprint Card Inventory Form completed for each group of cards, listing each applicant's name and date of birth.

1.5 The Inspections and Investigations Division, in accordance with the Background Investigations Technical Manual, shall retain all processed Fingerprint Cards and provide RUSH a list detailing either that a criminal history was found or not found upon receiving each applicant's Fingerprint Card returned by the DPS and the FBI.

1.5.1 RUSH shall use the Criminal History/No Criminal History List to identify those applicants who are eligible to be hired or those awaiting a job offer.

1.6 RUSH shall submit a list of cleared Cadets/Correctional Officers to the COTA Commander for AZ POST certification.

1.7 Cadets or Correctional Officers who do not receive clearance shall be terminated.

1.7.1 Reasons for disapproval and termination shall not be provided pursuant to Departmental practice. However, the source of the disapproval shall be identified upon request of the terminated employee in order to permit inquiry through the appropriate chain of command.

1.7.2 Applicants with a criminal background shall be considered for approval/disapproval in accordance with section 504.13.

1.7.3 Fingerprint Cards of hired applicants that were returned by the FBI as unreadable shall be forwarded to RUSH for a reprint and then submitted to DPS for processing. Those cadets who need reprints and are at COTA shall be reprinted by RUSH. If the employee has been assigned to a duty station, reprints shall be completed by the institution or work unit and sent to the Department of Public Safety for processing.

504.12 APPLICANT DISQUALIFICATION

1.1 Coordinating Responsibilities

1.1.1 The RUSH Administrator shall coordinate all activities involving the disqualification of applicants for Correctional Officer I positions.

1.1.2 The Staffing Unit Personnel Manager and hiring authorities shall coordinate all activities involving the disqualification of applicants for positions other than Correctional Officer I.

1.1.3 The Assistant Director for Inspections and Investigations and the hiring authority shall jointly make a recommendation about an applicant's suitability or disqualification, in accordance with section 504.13, when:

1.1.3.1 The applicant is an ex-offender.

1.1.3.2 The applicant is living with an inmate, releasee or parolee currently under the Department's supervision.

1.2 Criminal Activities - Applicants shall be disqualified (the applicant may reapply under the provisions of 504.13) if a background investigation reveals any of the following criminal actions:

1.2.1 Felony convictions - Including a conviction of an offense in any other state that would be a felony in Arizona.

1.2.2 Convictions involving moral turpitude in accordance with Department Order #508, Employee Discipline.

1.2.2.1 Moral turpitude is any intentional act or conduct that is marked by baseness, vileness, or depravity; or involves fraud, deceit or dishonesty; or otherwise offends the conscience of the community. (For exceptions see Attachment E, Misdemeanors - Exceptions To Moral Turpitude in Department Order #508.)

1.2.3 Commission of a felony - If there is reasonable evidence that the applicant committed a felony (e.g., a background investigation revealed involvement in an activity that is considered to be a felony crime in Arizona, even if committed in another state, for which the applicant has not been previously arrested).

1.3 Misdemeanor Convictions not Involving Moral Turpitude - An applicant may be disqualified when a relationship exists between given bona fide occupational qualifications and any of the following convictions or violations not involving moral turpitude:

1.3.1 Ordinary misdemeanor convictions.

1.3.2 Motor vehicle license suspension or revocation.

1.3.3 A pattern of excessive traffic violations.

1.4 Narcotics/Drug Involvement (Applicants for Correctional Officer Cadet) - An applicant for the Correctional Officer Cadet position shall be disqualified if the applicant:

1.4.1 Currently uses illegal drugs or currently uses drugs illegally.

1.4.2 Ever illegally used drugs except for experimentation.

1.4.3 Ever sold, produced, cultivated or transported for sale marijuana or other illegal drugs, or drugs used illegally.

1.4.4 Experimented with:

1.4.4.1 Marijuana during the last 12 months.

1.4.4.2 Illegal drugs or drugs used illegally during the last seven years.

1.4.5 Ever used drugs illegally while employed as an officer in the Correctional Officer Series.

1.5 Narcotics/Drug Involvement (Positions Other than Correctional Officer Cadet) - An applicant for a position other than Correctional Officer Cadet shall be disqualified if the applicant:

1.5.1 Currently uses illegal drugs or currently uses drugs illegally.

1.5.2 Is addicted to drugs or has a history of drug addiction and has not, in accordance with Department Order #108, Americans With Disabilities Act Compliance, been rehabilitated.

1.5.3 Ever sold, produced, cultivated or transported for sale marijuana or other illegal drugs, or drugs used illegally.

1.5.4 Experimented with:

1.5.4.1 Marijuana during the last 12 months.

1.5.4.2 Illegal drugs or drugs used illegally during the last seven years.

1.5.5 Ever used drugs illegally while employed by the Department.

504.13 EMPLOYMENT OF EX-OFFENDER APPLICANTS

1.1 In addition to the standard personnel application, the ex-offender shall complete the appropriate sections of an Ex-Offender Certification and Employment Recommendation, Form 70501074, for review in the hiring process.

1.2 Applicants shall be required to indicate felony convictions or misdemeanors involving moral turpitude on the State Employment Application Form. Failure to respond accurately may result in:

1.2.1 Rejection of the application.

1.2.2 Removal from further consideration.

1.2.3 Disqualification from future examinations.

1.2.4 Possible termination from employment.

1.3 Permanent employees who are ex-offenders with conviction records, and who reported such convictions on the State Employment Application Form, shall not be subject to retroactive disciplinary action or otherwise affected by the provisions of this Department Order.

1.4 In addition to the standard background check, an ex-offender applicant who has applied for a position which involves access to information concerning the security of any institution or to the records of any inmate shall be required to submit to polygraph and/or psychological examinations concerning matters to be considered in the hiring process, including the factors stated in section 504.12, 1.3.

1.4.1 Hiring Supervisors shall ensure that all ex-offenders who are interviewed for positions are fingerprinted and that a records check is conducted in accordance with Department Order #602, Background Investigations.

1.5 The hiring supervisor shall evaluate the ex-offender applicant's suitability for the position sought.

1.5.1 Ex-offenders shall not be eligible to serve in positions related to the Correctional Officer series, or other positions with inmate contact, unless their civil rights have been restored and their offense is not reasonably related to the functions of the position sought.

1.5.1.1 Pursuant to Administrative Rules and Regulations adopted in accordance with Arizona Peace Officers Specialty Training (AZ POST) and under the statutory authority of A.R.S. 41-1663, applicants for these positions shall not have been convicted of a felony or an offense involving moral turpitude or have been involved in an offense which demonstrates a reasonable relationship to the function of these positions.

1.5.2 The suitability of ex-offender applicants for positions other than Correctional Officer series, or other positions with inmate contact, shall be determined by the hiring supervisor and the Assistant Director for Inspections and Investigations, who shall consider all relevant factors, including:

1.5.2.1 The likelihood the employment will enhance the opportunity for the commission of offenses similar to the convicting offense.

1.5.2.2 The time elapsed since conviction.

1.5.2.3 The likelihood that the personal circumstances that led to the convicting offense will recur.

1.5.2.4 The ex-offender's conduct since conviction.

1.6 If the nature of the position may require the carrying of a firearm, Federal Law, 18 U.S.C.A. App. 1201 et seq., would prohibit a felony ex-offender from occupying the position, except where the ex-offender has been pardoned by the President of the United States or the Chief Executive of a State and has expressly been authorized by the President or such Chief Executive, as the case may be, to receive, possess, or transport in commerce a firearm.

1.7 If the hiring supervisor determines that the ex-offender is suitable for the position, the hiring supervisor shall complete the appropriate sections of the Ex-Offender Certification and Employment Recommendation and submit the matter to the appropriate Hiring Unit Administrator.

1.8 If the Hiring Unit Administrator concurs with a favorable recommendation, the Ex-Offender Certification and Employment Recommendation form and all relevant information shall be forwarded to the Assistant Director for Inspections and Investigations.

1.9 The Assistant Director for Inspections and Investigations shall review the application and related documents to determine the applicant's suitability to assume the position. The Assistant Director's recommendation, the application, and the related documentation shall be forwarded to the Deputy Director/Director.

1.10 The decision to hire the ex-offender applicant shall be at the sole discretion of the Director.

1.10.1 If hired, an ex-offender's job assignment may not be changed without permission of the Assistant Director for Inspections and Investigations.

1.10.2 The Assistant Director for Inspections and Investigations shall maintain a current master list of all ex-offenders employed by the Department and their job assignments

504.14 EVALUATION OF PERSONALITY INVENTORIES OF APPLICANTS FOR THE CORRECTIONAL OFFICER CADET POSITION

1.1    Administering the Personality Inventories at the Evaluation Center - During the Evaluation Center, RUSH staff shall:

1.1.1    Administer the personality inventories to each applicant who successfully completes the written entrance examination.

1.1.2    Retain the psychological packet with the applicant's application form until the applicant has successfully completed the medical/physical examination, which is administered after the personality inventories.

1.1.3    After the applicant has passed the medical/physical examination, forward the psychological packet to the psychologist, with a RUSH-assigned tracking number in the upper right corner of the Wonderlic test.

1.1.4    Begin a computerized roster containing the applicant's name, the RUSH-assigned tracking number, and the date that the psychological packet was forwarded to the psychologist.

1.1.5    Place the application, with the RUSH-assigned tracking number in the upper right corner, in a file until the psychologist completes an evaluation of the personality inventories.

1.2    Evaluating the Personality Inventories

1.2.1    The psychologist shall:

1.2.1.1    Evaluate each applicant's psychological packet and assign a psychological rating score.

1.2.1.2    Return the psychological rating summary, with the psychological rating score noted, to the RUSH staff.

1.2.2    RUSH staff shall enter the psychological rating score into the unit's computerized roster.

1.3    Processing an Application with an Acceptable Psychological Rating Score - If the applicant receives an acceptable psychological rating score, RUSH staff shall:

1.3.1    Note "Psychologically Acceptable," and the date that the rating was returned by the psychologist, in the comments section on the back of the application.

1.3.2    Merge the applicant's name on a list of applicants from which to select Correctional Officer Cadets.

1.4    Processing an Application with an Unacceptable Psychological Rating Score - If the applicant receives an unacceptable psychological rating score, RUSH staff shall send a letter to the applicant to explain that the application for employment has been rejected because of the unacceptable psychological rating score.

1.5    Processing an Application When the Applicant does not Appeal an Unacceptable Psychological Rating Score - If it is determined that the applicant does not dispute an unacceptable psychological rating score, RUSH staff shall:

1.5.1    Place the applicant's name on a list of applicants who shall not be selected as Correctional Officer Cadets.

1.5.2    File the employment application, in accordance with Department Order #103, Correspondence/Records Control, for three years after the applicant's last psychological evaluation.

1.6    Processing an Application When the Applicant Appeals an Unacceptable Psychological Rating Score

1.6.1    If it is determined that an applicant disputes the psychological rating score and wishes to appeal, RUSH staff shall:

1.6.1.1    Place the application in a file in RUSH referred to as the Pending Psychological Appeal File.

1.6.1.2    Advise the applicant that the appeal process consists of retaking the personality inventories and an interview by the psychologist.

1.6.1.3    Schedule an appointment for the applicant to meet with the psychologist.

1.6.1.4    Maintain an appointment roster of all applicants who are scheduled to meet with the psychologist.

1.6.1.5    Advise the applicant that he or she is responsible for appearing for the appointment with the psychologist.

1.6.1.5.1    Applicants with medical or family emergencies may reschedule their appointment if they contact the psychologist or RUSH at least 24 hours prior to their scheduled appointment.

1.6.1.5.2    If the applicant does not meet the scheduled appointment and an adequate explanation for missing the appointment is not provided, the applicant shall be responsible for rescheduling the appointment and paying the psychologist's fee.

1.6.2    The psychologist shall:

1.6.2.1    Interview the applicant and explain the proper method for completing the personality inventories.

1.6.2.2    Re-administer the appropriate personality inventories to the applicant.

1.6.2.3    Establish a final psychological rating score.

1.6.2.4    Forward the results of the appeal process to RUSH.

1.6.2.5    Retain all documentation related to the psychological evaluation for three years after the last evaluation of the applicant.

1.7    Processing an Application after the Appeals Process - RUSH staff shall:

1.7.1    Send a letter to the applicant to explain the results of the appeals process.

1.7.2    Advise a successful applicant that the appeals process resulted in an acceptable psychological score and merge a successful applicant's name on a list of applicants from which to select Correctional Officer Cadets.

1.7.3    Advise an unsuccessful applicant that the appeal process resulted in an unacceptable psychological evaluation score and that the applicant will not be considered, at this time, for employment as a Correctional Officer Cadet.

1.8    Reapplication - If an unsuccessful applicant wishes to reapply for employment, the RUSH Administrator shall consult with the psychologist, on a case-by-case basis, who shall recommend whether the applicant shall be reevaluated, and if so, when the evaluation should proceed.

1.8.1    If the psychologist recommends that another evaluation is advisable, RUSH staff shall notify the applicant that he or she may reapply, and will then be reevaluated, no sooner than one year after the most recent evaluation.

1.8.2    If the psychologist recommends that another evaluation is not advisable, RUSH staff shall notify the applicant.

1.1    Reasons for Dismissal - A Correctional Officer Cadet may be dismissed from COTA for the following reasons:

1.1.1    Academic failure.

1.1.2    Substandard performance in proficiency with weapons qualification or physical fitness or self-defense training.

1.1.3    Unacceptable behavior or attitude.

1.2    Requests for Re-hire - Correctional Officer Cadets who request to be re-hired shall be required to submit an employment application, and the related background questionnaire forms, to the RUSH Administrator.

1.2.1    If dismissed for academic failure or substandard proficiency skills, former Correctional Officer Cadets may, within seven days from the date of the dismissal, request to be re-hired by submitting a written request to the RUSH Administrator.

1.2.2    If dismissed for unacceptable behavior or attitude, former Correctional Officer Cadets shall not be eligible for re-hire as a Correctional Officer Cadet for two years from the date of dismissal.

1.2.3    If approved for re-hire the Correctional Officer Cadet shall:

1.2.3.1    Be required to retake the entire seven-week COTA program, except that Correctional Officer Cadets who failed weapons qualification but otherwise had satisfactory performance shall start at the week in which weapons qualification commences.

1.2.3.2    Meet the re-hire criteria outlined in section 504.15, 1.3.

1.3    Re-hire Criteria - Prior to approval, the RUSH Administrator shall ensure that Correctional Officer Cadets applying for re-hire:

1.3.1    Successfully completed a psychological evaluation within 90 calendar days prior to the date of dismissal.

1.3.2    Successfully completed a medical examination within 12 months prior to the date of dismissal.

1.3.3    Passed a current criminal background check.

1.4    COTA Commander Responsibilities - The COTA Commander shall ensure that:

1.4.1    An orientation is provided to all Correctional Officer Cadets that outlines behavior, academic and proficiency expectations.

1.4.2    Counseling, remedial assistance, training and/or direction is provided to those Correctional Officer Cadets who are not meeting behavior, academic or proficiency expectations so that their deficiencies can be corrected.

1.4.3    Correctional Officer Cadets who do not meet academic standards and/or proficiency training standards, or whose behavior or attitude is unacceptable, are dismissed in accordance with Department Order #508, Employee Discipline .

1.5    Correctional Officer Cadets on original probation and who have been approved for re-hire shall begin accumulating annual and sick leave hours on the date they are re-hired.

1.6    Correctional Officer Cadets who are permanent status employees shall revert to a position in the class in which they held permanent status if they fail to successfully complete COTA.

1.7    Correctional Officer Cadets who have been re-hired and who are again dismissed for the reasons stated in section 504.15, 1.1 shall not be eligible for re-hire to COTA until two years after the date of their dismissal.

504.16     EXTENSIONS OF ORIGINAL/PROMOTIONAL PROBATION ((Section removed see Department Order #514, performance Appraisal for Correctional Employees (PACE))

504.17     EMPLOYMENT OF RELATIVES

1.1 Appointment/Promotion

1.1.1 As a general rule, an employee shall not be appointed or promoted to a position which would result in:

1.1.1.1 One relative directly supervising another relative.

1.1.1.2 Two relatives reporting to the same immediate supervisor.

1.1.2 An exception may be granted when there is no other qualified candidate available. The request for an exception shall be submitted, in writing, by the affected hiring authority and forwarded, through the chain of command, to the Director.

1.1.3 The Director shall forward any approved request to the Director of DOA for final approval.

1.2 Marriage/Transfer/Detail to Special Duty/Demotion

1.2.1 When a marriage or a personnel action such as a transfer, detail to special duty or demotion results in one relative directly supervising another relative or two relatives reporting to the same immediate supervisor, the affected employees shall submit written reports to their immediate supervisor(s).

1.2.2 The immediate supervisor(s) shall:

1.2.2.1 Prepare a detailed written report of the situation.

1.2.2.2 Recommend either allowing the relatives to continue working together or transferring one relative.

1.2.2.3 Submit the report and recommendation, through the chain of command, to the respective Deputy Director or Assistant Director for a final decision.

1.2.3 When the Deputy Director or Assistant Director determines that an assignment change is warranted, the Personnel Services Bureau Administrator shall assist with transferring one of the two employees to a comparable position within the same institution or geographic area.

1.3 Persons related within the third degree shall include a spouse, child, and a parent, grandchild, grandparent, sister, b