PHILADELPHIA POLICE DEPARTMENT DIRECTIVE 12.4 Issued Date: 07-19-02 Effective Date: 07-19-02 Updated Date: 06-29-15 SUBJECT: PERSONNEL TRANSFER PROCESS I. POLICY FOR ALL TRANSFERS A. The Police Commissioner must approve all transfers and details of personnel. B. The transfer process shall be used to maintain essential manpower requirements. C. There are no guarantees as part of the transfer process. This process and the Career Development Program (CDP) in particular does not replace the Police Commissioner s right to assign anyone to any district/unit. Units having special needs and personnel having special skills beneficial to the needs of the Department may be transferred at any time upon the approval of the Police Commissioner. D. Pursuant to all Equal Employment Opportunity guidelines as well as all pertinent laws, no applicant will be discriminated against based on race, color, gender, religion, national origin, age, ancestry, sexual orientation, disability, or physical handicap (where occupational qualifications allow) when requesting a transfer. E. Personnel shall remain eligible for transfer despite their eligibility for retirement or approach toward eligibility. F. Personnel transferred to a special unit as a result of a transfer request must stay in their new assignment for a minimum of two (2) years before they can submit another transfer request to another special unit. G. When an officer is transferred to a special unit as a result of a transfer request or *2/*3 promotion, their file will be inactivated by the Transfer Review Board (TRB). If an officer is transferred district to district their special unit requests will remain on file until its expiration date or subsequent transfer. Active applications will remain on file for two (2) years from the date received by TRB. H. Personnel seeking to rescind any transfer request must submit a memorandum to *2/*3 TRB through the chain of command. I. Transfers may be used as part of the formal disciplinary procedure, but will not be used for reasons of personal animus. J. Commanders are required to submit all transfer requests approved or disapproved, through the chain of command and will do so expeditiously. DIRECTIVE 12.4-1
K. Falsification of any transfer application may result in disciplinary action and removal for transfer consideration. II. THE TRANSFER REVIEW BOARD (T.R.B.) A. The Transfer Review Board is comprised of the following three members: *3 1. Chief Inspector, Support Services Bureau 2. One Inspector 3. One Captain B. It will convene periodically to review applications that have been disapproved by the interviewing commander. The TRB may uphold or reverse any disapproved transfer request. III. TRANSFER PROCEDURES A. Police officers seeking a transfer from district to district or from a special unit to a district will be listed by seniority. However, if it has been determined that the officer has abused sick time, has been disciplined, or other action has taken place which could prevent that officers transfer, they may be removed from the list or passed over. NOTE: Newly-assigned officers may not submit a transfer request until completion of their probation period. DIRECTIVE 12.4-2
TRANSFER FROM DISTRICT TO DISTRICT BY A POLICE OFFICER The P/O prepares four copies of an Application for Transfer (75-269) and retains one copy. The officer also prepares one copy of a Personal Data Questionnaire (75-350). The P/O s immediate supervisor prepares an evaluation memorandum. The P/O s Commanding Officer approves or disapproves the application, completes pertinent sections, attaches all paperwork together, and forwards through the pertinent chain of command to the Deputy Commissioner, Patrol Operations. Disapprovals must be substantiated. DIRECTIVE 12.4-3
B. If personnel of the rank of police officer are seeking a transfer from a district to a special unit or from one special unit to another they will do so through the Career Development Program (CDP). Applicants are not eligible to submit an application until they have acquired the necessary points required for interview. The following steps must be taken: TRANSFER TO A SPECIAL UNIT BY A POLICE OFFICER (except Internal Affairs) P/O prepares three copies of the Career Development Transfer Request (75-626) and one copy of a 75-350. Completes Sections I and II of the 75-626 and forwards both forms to their Lieutenant. (Multiple requests for transfer are permitted on this form). The Lieutenant completes Sections III, IV and V of the 75-626 and forwards both forms to the applicant s Commanding Officer. The applicant must have a total of at least seven points in Section 4 (Section of Points Earned) before the transfer request can be submitted. The Commanding Officer completes Section VI and checks either: Highly Recommended, Recommended or Not Recommended on the 75-626 and forwards one copy and the 75-350 through the chain of command to the unit s Inspector or Chief Inspector. One copy of the 75-626 will be given to the applicant and one will remain in the district file. A review panel is established consisting of two supervisors or a supervisor and a commander from the requested unit and a supervisor from Transfer Review Board (TRB). The applicant is called before the panel for an interview. Panel members complete one copy of the Interview Response Form following the interview and forward it to TRB. If unanimously approved by the panel, the applicant will be scheduled for an interview with the Commanding Officer of the unit requested. (If the commander has reviewed the applicant as a member of the panel, another interview is not necessary). If not unanimously approved by the panel, the applicant is disapproved. The interviewing commander will complete the Interview Response Form by checking one of the following blocks: Acceptable, Unacceptable, or Exemption requested. The form will be returned to TRB. Disapprovals are forwarded to the Transfer Review Board. They may be sustained, overturned or sent back to the disapproving panel for further clarifications. If an applicant needs a copy of the approved transfer request, it can be obtained by the applicant, in person, at the Transfer Review Board, Room 103B, Police Headquarters. DIRECTIVE 12.4-4
1. Each application may contain a maximum of three choices of assignment, though MULTIPLE CHOICES ARE NOT MANDATORY. Multiple applications may also be submitted. 2. If an officer is found unacceptable for transfer, they may re-apply for that position after six months. They will remain available for interview to their other choices selected on the application form. 3. An applicant will be considered based on a number of criteria, which includes but is not limited to: a. Interviews b. Commendations c. Disciplinary record d. Violation of sick leave policy e. Education f. Relevant Experience g. Seniority h. Activity *3 4. Commanders will develop particular questions, scenarios, or devices approved by the Deputy Commissioner, Field Operations relevant to their unit requirements to be used by their panelists as methods to evaluate applicants. NOTE: Due to the sensitive nature of their duties, transfer requests to the Narcotics *3 Bureau or EAP regardless of total points will be sent to TRB and forwarded to the office of the Narcotics Division Inspector or Commanding Officer, EAP. Interviews will be conducted by these units, which will include a background investigation and a routine physical examination (as specified in Directive 6.5, Impairment and Drug Testing of Police Department Sworn Personnel ). *3 5. The TRB will compile a list of acceptable applicants for the Police Commissioner on a monthly basis. This list will include the applicant s name, badge number, payroll number, rank, current assignment, assignment and date, district/unit requested, total career points, and current status of request. C. Description of the Career Development Program Form 1. Section I - Personal information and choices of assignment. 2. Section II - List special skills or licenses possessed by applicant (language, diver s license, computer skills, etc.). 3. Section III - Previous six months activity only. DIRECTIVE 12.4-5
4. Section IV - Sum of points earned (Calculate from day of Police Academy graduation). a. Service Points - Points awarded for each year of service as follows: All personnel will earn two (2) points per year from the second through the fourth year and one (1) point per year thereafter. EXAMPLE 1: Police Officer with 12 years of service: Years 2 through 4 = 6 points Years 5 through 12 = 8 points Total = 14 points EXAMPLE 2: Police Officer with 3 years of service: Years 2 and 3 = 4 points Total = 4 points *3 b. Departmental Commendations: Sgt. Robert Wilson III Valor Bravery Heroism Excellence Tactical De-escalation Life Saving Merit Problem Solving Commendatory Citation Community Service Special Events + 1.0 points + 0.75 points + 0.50 points + 0.40 points + 0.35 points + 0.30 points + 0.25 points + 0.22 points + 0.20 points + 0.15 points + 0.00 points 1) Commendations earned will be scored using the scale above to a maximum of three points. Commendations must be authenticated to the satisfaction of the reviewing Lieutenant or Commanding Officer. c. Education Points: Ph.D., Master s Degree or Law Degree Bachelor s Degree Associate s Degree (or 64 credits) + 2.5 points + 2.0 points + 1.0 points 1) Personnel will be required to provide a copy of either a diploma or official transcript noting total credit hours before these points may be acquired. These points can be acquired regardless of when the degree or credits were attained. DIRECTIVE 12.4-6
2) Also, if education points are being upgraded from one degree to another, the point total would change. EXAMPLE: Bachelor s Degree to Master s Degree = 2.0 points to 2.5 points, not 2.0 points to 4.5 points. Do not total the points for each degree. d. Perfect Attendance: 1) Personnel who have used no sick time over the course of the previous twelve months from the date of application shall be awarded 1 point. e. Vehicular Accidents (Preventable) 1) An officer will lose 0.5 points for every preventable vehicular accident for which they were responsible in the last 3 years. However, if the officer has already received formal disciplinary action for the accident no points will be deducted under this category. Any deduction will be noted under the category Deduction For Disciplinary Infractions. f. Deduction for Disciplinary Infractions 1) All disciplinary action taken as the result of a Police Commissioner s Direct Action, Command Level Discipline, or as the result of a guilty verdict or guilty plea before PBI will incur the following penalty deductions: Reprimand: Suspension of 1 to 4 days: Suspension of 5 to 9 days: Suspension 10 days or more: - 0.5 points - 1.0 points - 2.0 points - 3.0 points 2) For each disciplinary occurrence, regardless of the number of charges, only the highest penalty imposed will be the factor which determines total points deducted. However, each disciplinary occurrence is cumulative. EXAMPLE: P/O Jones is disciplined on January 1, 1998, July 1, 1998, and December 1, 1998. His penalties are as follows: 1 st occurrence 1 to 4 days suspension 1.0 2 nd occurrence 5 to 9 days suspension 2.0 3 rd occurrence 5 to 9 days suspension 2.0 Total points deductible = 5.0 DIRECTIVE 12.4-7
NOTE: There will be no deductions for reprimands and suspensions beyond the reckoning period as denoted in the Disciplinary Code. 5. Section V - list applicant s sick time hours accumulated to date and usage in days over the last two years. 6. Section VI - applicant s Commanding Officer must make written comments concerning the applicant s performance, attendance, and disciplinary record and check one of the three blocks provided. D. If personnel of any rank are seeking a transfer to the Internal Affairs Bureau, the following steps must be taken: TRANSFER TO INTERNAL AFFAIRS BY ANY RANK Applicant prepares a memorandum explaining why they are requesting a transfer, a Personal Data Questionnaire (75-350), and a Statement of Accrued Time Balances. This information will be forwarded to the Deputy Commissioner, Office of Professional Responsibility (DO NOT send through the chain of command). Applicant is notified of a date for interview. Applicant is interviewed by the Office of Professional Responsibility Applicant is approved or disapproved and notified of the findings. DIRECTIVE 12.4-8
E. Personnel of other ranks and civilian positions seeking a transfer will take the following steps: TRANSFER BY ALL OTHER DEPARTMENT PERSONNEL Applicant prepares four copies of an Application for Transfer (75-269) and retains one copy. Multiple requests for transfer may not be submitted on a single 75-269. Applicant prepares one copy of a Personal Data Questionnaire (75-350). Applicant s immediate supervisor prepares an evaluation memorandum. Commanding Officer approves or disapproves the application, completes pertinent sections, attaches all paperwork together and forwards through the applicant s chain of command to the appropriate Deputy Commissioner. SSB obtains necessary information and forwards application package to requested district/unit Commanding Officer. The requested unit s Commanding Officer interviews the applicant. The requested unit s Commanding Officer approves the application and forwards it through the chain of command to the TRB. The requested unit s Commanding Officer disapproves the application. Disapprovals are forwarded to the Transfer Review Board. They may be sustained or sent back to the disapproving Commanding Officer for a second interview. DIRECTIVE 12.4-9
F. Commanding Officer s Request TRANSFER BY COMMANDER S REQUEST 1. When a Commanding Officer requests the transfer of a subordinate in or out of their district or unit, the following steps will be followed: Prepare a 75-269 and 75-350. Type on 75-269 under Reason for Request - Commanding Officer s Request. Commander will sign on the signature of applicant s line. Prepare a memorandum briefly explaining why the transfer is being requested. Submit through the applicant s chain of command to the pertinent Chief Inspector (applicant s) who will forward it to the pertinent Deputy Commissioner. The Deputy Commissioner will forward it to the Police Commissioner, who will make the final decision. 2. Whenever a sworn or civilian position becomes available, the district/unit *3 commander will submit a memorandum to police personnel. If there are no current transfer applications on file, SSB will generate a general computer message announcing the position. *3 a. The TRB will generate the announcement to all district/unit terminals. The message will be posted on the district/unit bulletin board. All copies of such messages will be maintained and posted in Police Personnel, Room 308, Police Headquarters. b. Commanders receiving a request for one of these positions will expedite the processing to ensure that a suitable candidate is found in a timely manner. RELATED PROCEDURES Directive 6.1, Commendations, Awards and Rewards Directive 6.5, Impairment and Drug Testing of Sworn Personnel BY COMMAND OF THE POLICE COMMANDING OFFICER DIRECTIVE 12.4-10
FOOTNOTE # GENERAL # DATE REVISION *1 1163 08-09-02 Change of points to 17.1 on example *2 2573 01-28-05 Human Resource Bureau (HRB) to Staff Services Bureau (SSB) *3 0602 06-29-15 Additions/Changes DIRECTIVE 12.4-11
Section II Additional Qualifications Special skills and/or licenses or languages Section III Arrest/Ticket Activity Completed by Lieutenant and verified by Commanding Officer Section I Application valid for 2 years from the date of receipt. CAREER DEVELOPMENT TRANSFER REQUEST SECTION I Date of Application: 9/19/2000 Last Name First Name M.I. Academy Grad Date Harding Helen B. 4/20/1987 Years of District of Residence District of Assignment Badge # Payroll # Service 13 12th 23rd 6074 189334 Officer Requests 1st Choice: 2nd Choice: 3rd Choice: Transfer to: Mounted Canine Marine Unit SECTION II ADDITIONAL QUALIFICATIONS SECTION III ARREST/ SUMMONS SECTION IV SUM OF POINTS EARNED (Skills Specifically Relevant To Assignment Requested) ACTIVITY Volunteers at Chamonioux Stables with # Felony Arrests 25 Service Points 15 young children learning to ride. # Misdemeanor Arrests 40 Has ridden for more than 15 years. # Summary Arrests 31 Commendations 0.6 Rides English & Western Mounts Moving Violations 150 Education 2 Certified Red Cross Diver Parking violations 175 Other Violations 0 CHAIN OF COMMAND ENDORSEMENTS SECTION V SICK RECORD Inspector Perfect Attendance 1 Total hours accumulated YTD: 1605 Deduction for Accidents -1.5 Did applicant violated sick Chief Inspector 2 years? Y N Requesting Officer's Signature YEAR: 1998 0 YEAR: 1999 0 SECTION VI leave policy (Dir 66) in the last Deduction for Disciplinary Infractions (-) n/a Sick days used previous 2 years TOTAL 17.1 COMMANDING OFFICER'S RECOMMENDATION: C/O must comment on applicant's performance, attendance, and disciplinary record. HIGHLY RECOMMENDED: RECOMMENDED: NOT RECOMMENDED: Officer Helen Hardings is a diligent worker and shows initiative and maturity in the performance of her duties. Since her assignment to the 23rd district, after graduation from the Police Academy, she continues to develop into an officer who uses common sense in combination with street-smarts to handle patrol assignments and radio calls. Helen is a conscientious and assertive officer whose activity levels are excellent. She is willingly guided by her supervisors and their years of experience on patrol. She accepts criticism and instruction well and can modify her actions as need be. She has no disciplinary record and has not violated the Sick Leave Policy. Rank Commanding Officer's Signature Name Printed Command *1 *1 Section IV Sum of Points Earned Service Points Personnel earn points for yrs. of service See Section III, C,4,a of Directive 118. Commendations Points Sgt. Robert Wilson III Valor 1.00 Bravery 0.75 Heroism 0.50 Excellence 0.40 Tactical De-escalation 0.35 Life Saving 0.30 Merit 0.25 Problem Solving 0.22 Commendatory Citation 0.20 Community Service 0.15 Education Points Ph.D, Masters or Law Degree 2.5 Bachelor s 2.0 Associate s (or 64 credits) 1.0 Perfect Attendance 1 pt. for previous 12 months from the date of application. Accident Record 0.5 pts. lost for every preventable accident in the last (3) years. Disciplinary Infraction (deductions) Reprimand -0.5 Points Suspension (1-4 days) -1.0 Points Suspension (5-9 days) -2.0 Points Suspension (10 days or more -3.0 Points Section VI Commanding Officer s Recommendation C/O must comment on Applicant s performance, attendance, and disciplinary record Transfers to Special Units should be highly recommended. Section V Sick Record Completed by Lieutenant: Refers to sick time usage in days - over the last two years and accumulated total hrs.