Salt Lake City Civil Service Commission Rules and … SALT LAKE CITY CIVIL SERVICE COMMISSION RULES...

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SaltLakeCity

CivilServiceCommission

RulesandRegulations

May2018

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TableofContentsCHAPTERI ..................................................................................................................................... 1 GENERALPROVISIONS ................................................................................................................. 1 1‐1‐0.INTRODUCTION .................................................................................................................. 1 1‐2‐0.CLASSIFIEDPOSITIONS .................................................................................................... 2

1‐2‐1.POSITIONSINCLUDEDINCIVILSERVICE .............................................................. 2 1‐2‐2.GOVERNMENTALREORGANIZATIONS .................................................................. 2 1‐2‐3.EXCLUDEDPOSITIONS‐RETURNTOCIVILSERVICEPOSITIONS ...................... 2

1‐3‐0.CIVILSERVICECOMMISSION ........................................................................................... 2 1‐3‐1.CIVILSERVICECOMMISSION‐ORGANIZATION ................................................... 2 1‐3‐2.CIVILSERVICECOMMISSION‐LEGALCOUNSEL .................................................. 3 1‐3‐3.CIVILSERVICECOMMISSION‐MEETINGS ............................................................ 3 1‐3‐4.CIVILSERVICECOMMISSION‐QUORUMANDRULESOFORDER ....................... 4 1‐3‐5.CIVILSERVICECOMMISSION‐REPORTS ............................................................... 4 1‐3‐6.CIVILSERVICECOMMISSION–DUTIES ................................................................. 4

1‐4‐0.GENERALPROVISIONS ..................................................................................................... 5 1‐4‐1.DISCRIMINATIONINCITYEMPLOYMENT ............................................................ 5 1‐4‐2.REPORTSTOTHECOMMISSION ............................................................................. 5

1‐5‐0.ESTABLISHINGRULESANDREGULATIONS ................................................................... 5 1‐5‐1.ESTABLISHMENTOFRULESANDREGULATIONS ................................................. 5 1‐5‐2.PUBLICATIONOFRULESANDREGULATIONS ...................................................... 6 1‐5‐3.SEPARABILITYOFPROVISIONS .............................................................................. 6 1‐5‐4.CALCULATIONOFTIME .......................................................................................... 6

CHAPTERII .................................................................................................................................... 7 ENTERINGTHECIVILSERVICE ................................................................................................... 7 2‐1‐0.INTRODUCTION ................................................................................................................. 7 2‐2‐0.GENERALREQUIREMENTS .............................................................................................. 7

2‐2‐1.GENERALQUALIFICATIONSFORAPPLICANTS .................................................... 7 2‐2‐2.QUALIFICATIONSANDREQUIREMENTSFORAPPLICANTS ............................... 8

2‐3‐0.APPLICATIONS .................................................................................................................. 8 2‐3‐1.APPLICATIONS ......................................................................................................... 8

2‐4‐0.ENTRY‐LEVELEXAMINATIONS ....................................................................................... 8 2‐4‐1.NOTICEOFEXAMINATIONS .................................................................................... 9 2‐4‐2.IDENTIFICATIONFORADMITTANCETOEXAMINATION .................................... 9 2‐4‐3.FAILURETOCOMPLETEANEXAMINATIONDUETODISQUALIFICATIONOR

POSTPONEMENT ...................................................................................................... 9 2‐4‐4.CONTENTOFEXAMINATIONS .............................................................................. 10 2‐4‐5. CONDITIONALOFFER‐PRE‐EMPLOYMENTEXAMINATIONS. ......................... 11 2‐4‐6. MINIMUMGRADESANDWEIGHTSBYSECTION ................................................ 12 2‐4‐7. METHODOFSCORINGANDRANKING ................................................................. 12 2‐4‐8. NOTIFICATIONOFEXAMINATIONRESULTS ...................................................... 12

2‐5‐0.ELIGIBILITYREGISTERS ................................................................................................. 13 2‐5‐1. ELIGIBILITYREGISTERS ........................................................................................ 13 2‐5‐2. DURATIONOFELIGIBILITYREGISTER ................................................................ 13 2‐5‐3. REMOVALFROMELIGIBILITYREGISTER ............................................................ 14

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2‐5‐4. CHANGESANDCORRECTIONSTOELIGIBILITYREGISTERS ............................. 15 2‐5‐5. REVOCATIONOFELIGIBILITYREGISTER ............................................................ 15

2‐6‐0. APPOINTMENTS ............................................................................................................... 16 2‐6‐1. APPOINTMENTFROMTHEELIGIBILITYREGISTER .......................................... 16 2‐6‐2. APPOINTMENTNOTFROMANELIGIBILITYREGISTER‐TEMPORARY

APPOINTMENTS ..................................................................................................... 16 2‐6‐3.APPOINTMENTSNOTFROMANELIGIBILITYREGISTER‐REHIRED

EMPLOYEESUNDEROTHERCONDITIONSTHANLAY‐OFFS ............................ 17 CHAPTERIII ................................................................................................................................. 19 PROBATIONANDCONTINUEDEMPLOYMENT ........................................................................ 19 3‐1‐0. INTRODUCTION ................................................................................................................ 19 3‐2‐0. PROBATION‐ENTRYLEVEL ........................................................................................... 19

3‐2‐1. PROBATION‐ENTRYLEVEL ................................................................................. 19 3‐2‐2. TERMINATIONDURINGPROBATION‐ENTRYLEVEL ....................................... 19

3‐3‐0. PROBATIONAFTERPROMOTION ................................................................................... 19 3‐3‐1.PROBATION‐PROMOTIONS ................................................................................. 19

3‐4‐0. LEAVESOFABSENCEANDLAY‐OFFS ............................................................................. 20 3‐4‐1.LEAVEOFABSENCE ............................................................................................... 20 3‐4‐2.EMPLOYEESWHOARELAIDOFFORREDUCEDINRANKFORANYREASON

NOTTHEFAULTOFTHEEMPLOYEE ................................................................... 20 3‐5‐0.PROBATIONAFTERREINSTATEMENT ......................................................................... 21

3‐5‐1. PROBATION‐REINSTATEMENT .......................................................................... 21 CHAPTERIV ................................................................................................................................. 22 PROMOTIONS .............................................................................................................................. 22 4‐1‐0. INTRODUCTION ................................................................................................................ 22 4‐2‐0. GENERALPROVISIONS ..................................................................................................... 22

4‐2‐1. PROMOTIONS‐GENERALPROVISIONS ............................................................... 22 4‐2‐2. CONTENTOFEXAMINATIONS‐PROMOTIONS .................................................. 23 4‐2‐3.SENIORITYINSERVICE‐PROMOTIONS .............................................................. 24 4‐2‐4.NOTICEOFPROMOTIONALEXAMINATION ........................................................ 25 4‐2‐5.CONTENTOFPROMOTIONALNOTICES .............................................................. 25 4‐2‐6.APPLICATIONFORPROMOTIONALEXAMINATION ........................................... 25 4‐2‐7.CUT‐OFFLEVELSANDMETHODSOFSCORINGANDRANKING ........................ 26 4‐2‐8.PROMOTIONALELIGIBILITYREGISTERS ............................................................ 26 4‐2‐9.NOTIFICATIONOFPROMOTIONALEXAMRESULTS .......................................... 26 4‐2‐10.CHANGESANDCORRECTIONSOFELIGIBILITYREGISTER ............................. 26 4‐2‐11.REVOCATIONOFELIGIBILITYREGISTER ......................................................... 26 4‐2‐12.DURATIONOFPROMOTIONALELIGIBILITYREGISTERS ................................ 27 4‐2‐13.SELECTIONFORPROMOTION ............................................................................. 27 4‐2‐14.ACCEPTANCEOFPROMOTION ........................................................................... 27

CHAPTERV .................................................................................................................................. 28 RULESOFDISCIPLINE ................................................................................................................ 28 5‐1‐0.APPLICATIONOFDISCIPLINE ........................................................................................ 28

5‐1‐1.RESPONSIBILITYFORDISCIPLINE ....................................................................... 28 5‐1‐2.DISCHARGES,DEMOTIONS,ORSUSPENSIONSWITHOUTPAY ......................... 28 5‐1‐3.DEMOTIONS ............................................................................................................ 28

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CHAPTERVI ................................................................................................................................. 29 DISCIPLINARYAPPEALS............................................................................................................. 29 6‐1‐0.INTRODUCTION ................................................................................................................ 29 6‐2‐0. APPEALPROCESS ............................................................................................................. 29

6‐2‐1. REQUESTFORAPPEAL–TIMELIMIT .................................................................. 29 6‐3‐0. DISCIPLINARYACTION/TERMINATIONAPPEALS ...................................................... 29

6‐3‐1. NOTICEOFAPPEAL ............................................................................................... 29 6‐3‐2. RECEIPTOFNOTICEOFAPPEAL .......................................................................... 30 6‐3‐3. EXTENSIONOFTIME ............................................................................................. 30

6‐4‐0. HEARINGPROCEDURESONAPPEALS ............................................................................ 30 6‐4‐1. PRE‐HEARINGCONFERENCE ................................................................................ 30 6‐4‐2. PRE‐HEARINGMOTIONS ....................................................................................... 30 6‐4‐3. PRE‐HEARINGCONFERENCES .............................................................................. 30 6‐4‐4.CONTINUANCEOFHEARING ................................................................................ 31 6‐4‐5.CONDUCTOFHEARINGS ....................................................................................... 31 6‐4‐6. COMMISSIONDECISIONS ...................................................................................... 33 6‐4‐7. HEARINGTRANSCRIPT ......................................................................................... 34 6‐4‐8.WAIVERPROCEDURES .......................................................................................... 34

CHAPTERVII ................................................................................................................................ 35 PETITIONS ................................................................................................................................... 35 7‐1‐0. INTRODUCTION ................................................................................................................ 35

7‐1‐1. PETITIONSINGENERAL ........................................................................................ 35 7‐1‐2. PETITIONSOFTHEEXAMINATIONPROCESS ..................................................... 35 7‐1‐3. CIVILSERVICERULESANDREGULATIONSPETITIONS ..................................... 35

7‐2‐0.PETITIONPROCESS ......................................................................................................... 35 7‐2‐1.FORMOFPETITION ............................................................................................... 35 7‐2‐2.FILINGPETITION‐TIMELIMIT .............................................................................. 36 7‐2‐3. RECEIPTOFNOTICEOFPETITION ...................................................................... 36 7‐2‐4. EXTENSIONOFTIME ............................................................................................. 36

7‐3‐0. HEARINGPROCEDURESONPETITIONS ........................................................................ 36 7‐3‐1. PROCEDURESFOLLOWED .................................................................................... 36 7‐3‐2. FILINGOFPETITION .............................................................................................. 36 7‐3‐3. OTHERRULESFORPETITIONS ............................................................................ 37

CHAPTERVIII .............................................................................................................................. 37 COMMISSIONOVERSIGHT .......................................................................................................... 37 8‐1‐0.OVERSIGHTPROCESS ..................................................................................................... 38

8‐1‐1. INTRODUCTION ...................................................................................................... 38 8‐2‐0. REQUESTTOINITIATEANINQUIRY .............................................................................. 38 8‐3‐0. OPENMEETINGS ............................................................................................................... 38 8‐4‐0. SUBPOENAS ....................................................................................................................... 38 APPENDIX“A” .............................................................................................................................. 39 APPENDIX“B” .............................................................................................................................. 40 APPENDIX“C” .............................................................................................................................. 41 APPENDIX“D” .............................................................................................................................. 43 APPENDIX“E” .............................................................................................................................. 45 APPENDIX“F” .............................................................................................................................. 47

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SALTLAKECITYCIVILSERVICECOMMISSIONRULESANDREGULATIONS

CHAPTERI

GENERALPROVISIONS

1‐1‐0.INTRODUCTION

StatelawpermitsSaltLakeCityCorporation(the“City”)asa“Cityofthefirstclass”to establish a Civil Service System for all employees in the Police and FireDepartmentsexceptthePoliceChief,FireChief,DeputyChiefsandAssistantChiefsinthePoliceandFireDepartments[10‐3‐1001etseq.U.C.A.].

ThePoliceandFireChiefsmaybeappointedfromtheranksofCivilService.DeputyChiefs andAssistantChiefs shall be appointed from the ranksof theCivil Service.WhenaDeputyChieforAssistantChiefisremovedfornon‐disciplinaryreasons,hisor her term, if any, expires, or because the Police Chief or Fire Chief appoints asuccessor,heorsheshallreturntotheCivilServicerankhe/sheheldatthetimeofthe appointment to Deputy Chief or Assistant Chief status based on accruedseniority.[10‐3‐1002U.C.A.]

ThoseservingasChiefof thePoliceDepartmentandChiefof theFireDepartmentareexempt fromCivil ServiceDisciplinaryRulesandRegulationsandserveat thepleasureoftheMayor.TheDeputyChiefsandtheAssistantChiefsofthePoliceandFire Department serve at the pleasure of the department Chiefs and are exemptfromtheCivilServiceappealprocess.1

TheCivil Service Commission (the “Commission”) is comprised of threemembersappointedbytheMayor.Notallthreemaybefromthesamepoliticalparty,normayamemberholdpublicofficenorbea candidate forpublicofficeduringhisorhertenure with the Commission. Their terms are for six years, but they shall beappointedsothetermofoneofthemembersshallexpireonthe30thdayofJuneofeacheven‐numberedyear. IfavacancyoccursintheCommission,theMayorshallappointareplacement.

TheMayormay remove anyCommissioner chargedwithmisconduct, inability, orwillfulneglectofperformanceofthedutiesoftheoffice.Suchmemberisentitled,ifdesired,tobeheardinhisorherowndefensebytheMayor.[10‐3‐1003U.C.A.;10‐3‐1004U.C.A.]

Civil Service Rules and Regulations shall be printed by the Commission fordistribution.Revisionswillbedistributedwhenadopted.[10‐3‐1006U.C.A.]

1 August 17, 2017 Section updated to correspond with changes made in 2012 to sections 1-1-0, 1-2-1.

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1‐2‐0.CLASSIFIEDPOSITIONS

1‐2‐1.POSITIONSINCLUDEDINCIVILSERVICEThe Fire and Police Chiefs shall appoint all Civil Service positions within theirrespectivedepartmentsthroughtheCivilServicesystem.Allpaidpositionswithinboth departments shall be considered to be under Civil Service, except DeputyChiefs and Assistant Chiefs of both departments. [10‐3‐1001 U.C.A.; 10‐3‐1002U.C.A.]2

1‐2‐2.GOVERNMENTALREORGANIZATIONSWhenever, throughreorganizationofCitygovernmentorassimilationof functionsfrom another governmental entity by city government, positions are assigned toeither theFire orPoliceDepartments for administration and supervision, all paidemployees so affected shall become Civil Service employees [10‐3‐1002 U.C.A.]subject to appropriate eligibility requirements as approved by the Commission.Reassignedandassimilatedpositionsareconsiderednewemployeesasitrelatestoprobationinsection[3‐2‐1PROBATION–ENTRYLEVEL].

Nothing in this section [1‐2‐2] will be construed to allow the intent of the UtahstatutesandCityOrdinancestobecircumvented.3

1‐2‐3.EXCLUDEDPOSITIONS‐RETURNTOCIVILSERVICEPOSITIONSAny person who was appointed from the Civil Service to the position of Chief,Deputy Chief, or Assistant Chief in the Police and Fire Departments shall bereturnedtohisorherformerCivilServicepositionwhenheorsheisremovedfornon‐disciplinaryreasons,hisorherterm,ifany,expires,oruponappointmentofasuccessor.Ifnovacancyexists,othersmaybereducedtoapreviousrankinorderthatsuchrestorationmaytakeplace.Reductionswillbebaseduponseniorityintheposition.4

SeniorityforpurposesofthisSection[1‐2‐3]shallmeanlengthofservicewithintherankandshallincludelengthofserviceintheexcludedposition.

1‐3‐0.CIVILSERVICECOMMISSION

1‐3‐1.CIVILSERVICECOMMISSION‐ORGANIZATIONThe Commission shall designate one of its members as Chairperson. TheChairpersonwill preside at allmeetingsof theCommission andperformall otherduties that such position requires, or as may be established by the Commission.Appointment of a temporary Chairperson will be made by a quorum of theCommissiontoserveinabsenceofthechair.[10‐3‐1005U.C.A.]

2 March 16, 2017 Section updated to correspond with changes made in 2012 to sections 1-1-0, 1-2-1. 3 September 21, 2017 Section updated to include assimilation from other governmental agencies. 4 August 17, 2017 Section updated to correspond with Utah Code, U.C.A. 10-3-1002. Classified civil service --Places of employment constituting classified civil service – Appointments to and from classified civil service.

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TheCommissionmay,uponconcurrenceoftheCity,nameaCityemployeetoserveasSecretary. TheSecretaryshallkeeparecordofallmeetingsof theCommissionanditswork,performsuchotherdutiesastheCommissionmaydirect,andserveasthecustodianoftheminutesandrecordsoftheCommission.

PaymenttotheCommissionersforattendanceatCommissionmeetingswillbetheresponsibilityoftheCity.CompensationshallbemadeinaccordancewithStatelawandCityCode.[10‐3‐1004U.C.A.;SaltLakeCityCode2.16.030]

1‐3‐2.CIVILSERVICECOMMISSION‐LEGALCOUNSELLegalCounsel for theCommissionmaybeprovided, asnecessary,by theOfficeoftheCityAttorney.WhensuchrepresentationisprovidedbytheCityAttorney,duecare shouldbe taken to avoidpossible conflictsof interest. In casesof conflict ofinterest, theCommission in accordancewith Salt LakeCity Code Section2.16.060mayretainindependentcounselatsuchcompensationastheMayormayfix.

1‐3‐3.CIVILSERVICECOMMISSION‐MEETINGSThe Commission meets at the direction of the Chairperson, and upon 24‐hours’notice,asrequiredbyUtahlawincludingstatutesgoverning“openmeetings”.[52‐4‐6U.C.A.]Theagendashallalsobepostedincompliancewith“openmeetings”law.[52‐4‐6 U.C.A.] Further, the Chief of the Police Department, the Chief of the FireDepartment, and the City Attorney shall be given notice of any meetings of theCommission,alongwithacopyoftheagenda.

The Commission shall have the authority, by a vote of two‐thirds of theCommissioners, to close a meeting and to meet in executive session concerningmatterspermittedunderUtah law, includingbutnot limited to,discussionsof thecharacter, professional competence, physical and mental health of an individual,strategysessionswithrespecttolitigationorinvestigationregardingallegationsofcriminalmisconduct. The names of the Commissioners voting to close ameetingandthereasonsforholdingaclosedmeetingshallberecordedintheminutesoftheCommission.[52‐4‐4,52‐4‐5U.C.A.]IftheCommissionclosesameetingtodiscussthe character, professional competence, or physical or mental health of anindividual,theChairpersonortheCommissioneractingaschairintheChairperson’sbehalf, shall signa swornstatementaffirming that thesolepurposeof closing themeeting was to discuss the character, professional competence, or physical ormentalhealthofanindividual.[52‐4‐7.5(1)].

If the Commission closes a meeting for any other reason, the Commission shalleithertaperecordtheclosedportionoftheclosedmeetingorkeepdetailedminutesthatdisclosethecontentoftheclosedportionofthemeeting.Suchtaperecordingsand written minutes of closed meetings are protected records under Title 62,Chapter 2, Government Records Access andManagement Act. However, the tape

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recordingsandwrittenminutesofclosedmeetingsmaybedisclosedonlypursuanttoacourtorderasprovidedinSection[52‐4‐10U.C.A.;52‐4‐7.5(2)(a)and(b)].

1‐3‐4.CIVILSERVICECOMMISSION‐QUORUMANDRULESOFORDERTwo(2)membersoftheCommissionshallconstituteaquorumforthetransactionof business, and the concurring vote of two (2) members of the Commission isnecessarytoconstituteanaction,ordecideanissue.[52‐4‐2U.C.A.]

TheChairpersonoftheCommissionshalldeterminetherulesofordertobeusedinthe conduct of the business of the Commission. The Chairperson may invokeRobert’s Rules of Order any time it is considered convenient and appropriate, tomaintaintheproperorderanddecorumatanymeetingorhearing.

1‐3‐5.CIVILSERVICECOMMISSION‐REPORTSTheCommissionshallprepareanannualreportfortheMayoreachDecemberandanyspecialreportsthattheMayormayrequest.[10‐3‐1013U.C.A.]

1‐3‐6.CIVILSERVICECOMMISSION–DUTIES

1. The Civil Service Commission shall have full charge of allexaminations;

2. EstablishingtheclassifiedCivilServiceeligibilityregistersfromwhichappointments and promotions shall be made for positions in thePoliceandFireDepartmentsbytheappointingpowerthereof;

3. Makingsuchrulesandregulationsas itmaydeemnecessary for thecarryingoutofthepowersconferreduponitbylaw;

4. Hearing and determining appeals of disciplinary terminations,demotions,orsuspensionswithoutpaywhichexceedthree(3)days,or twenty four (24)working hours. [10‐3‐912& 10‐3‐1012U.C.A];2.16.050SaltLakeCityCode.

TheCommissionmayrequesttheCity’sHumanResourcesDepartmentorotherstodevelop and recommend eligibility criteria, conduct examinations, prepareeligibility lists, conduct investigations, prepare reports, or any other matter asappropriate. Unless otherwise requested by the Commission, the City HumanResourcesDepartmentmay, in carrying out suchduties, consultwith the affectedPolice or Fire department, collective bargaining representatives, or the CityAttorney,asappropriate.

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1‐4‐0.GENERALPROVISIONS

1‐4‐1.DISCRIMINATIONINCITYEMPLOYMENTSalt Lake City Code sections 2.53.035 and 10.04.060‐070 outline procedures anapplicant for employment or a candidate for promotion may follow if he or shebelievesheor shehasbeendiscriminatedagainst. TheCivil ServiceCommissiondoesnothear, review,ordeterminegrievances,complaints,orpetitionsregardingcharges of discrimination based on race, color, national origin, sex, religion, age,honorable or general service in the United States uniformed services, sexualorientation,genderidentity,ordisability.

1‐4‐2.REPORTSTOTHECOMMISSIONInconsiderationoftheCommission’sresponsibilities,andthenecessityofkeepingproper and updated records, the department Chiefs shall make reports to theCommissionconcerning:

1. Every office or position of employment created within their respective

departments in order for the Commission to approve required testingprocedures.

2. Everypromotion.

3. Everyprobationary,provisional,ortemporaryappointmentmade.

4. Everyrefusal,orneglect,onthepartofapersondulycertifiedtoacceptan

appointment.

5. Every suspension,without pay, greater than three (3) days or twenty‐four(24)workhours.

6. Everydemotion

7. Everyretirement.

8. Everytermination,separationandresignation.

1‐5‐0.ESTABLISHINGRULESANDREGULATIONS

1‐5‐1.ESTABLISHMENTOFRULESANDREGULATIONSThe Commission may make all necessary rules and regulations to carry out thepurposesof[U.C.A.Section10‐3‐1001etseq.]andforexaminations,appointmentsandpromotions.TheconsiderationandadoptionofsuchrulesandregulationsisalegislativefunctionoftheCommission.SuchrulesandregulationsshallbeadoptedbythemajorityvoteoftheCommissioninanopenmeeting,afterreview,andafterthe opportunity for comment has been extended to interested parties. The

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Commission shall discuss anyproposed rules and regulations in an openmeetingunlessUtahlawallowstheCommissiontoclosethemeeting.

1‐5‐2.PUBLICATIONOFRULESANDREGULATIONSTheCommissionshallcausetheCivilServiceRulesandRegulationstobecompiledandavailable toCivilServiceemployees. Theyshallberepublished,orrevised,asneeded. A copy of said Rules and Regulations shall be on file with the CityRecorder’sOffice.[10‐3‐1006U.C.A.]

The Commission may also adopt and publish interim orders. Such orders shallreflectchangesintheRulesandRegulations,ortemporaryorderswhichwillremainineffectuntilapermanentruleormodificationcanbeenacted. Copiesof interimordersare tobe filedwith theCityRecorder’sOfficeandavailable toCivilServiceemployees.

1‐5‐3.SEPARABILITYOFPROVISIONSIf any rule, regulation, subdivision, sentence, clause or phrase of these rules andregulations is, foranyreason,held tobe invalid, suchdecisionshallnotaffect theremainingrules,regulations,subdivisions,sentences,clausesorphrases.

1‐5‐4.CALCULATIONOFTIMEIncalculatinganyperiodof timesetout in theserules, thedayof theactoreventtriggering the time calculation is not included. The last day of the period isincluded,unlessitisaweekendorlegalholiday,inwhicheventtheperiodrunsuntilthe end of the business of the next day after the weekend or holiday. For thepurposes of time calculations under these rules and regulations, the end of thebusinessdaywillbe5:00p.m.

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CHAPTERII

ENTERINGTHECIVILSERVICE


StatutesoftheStateofUtahrequirethatallapplicantsforemploymentunderCivilServicebesubject toexamination. Theexaminationsmustbepublic, competitive,and administered without cost to the applicants. The examinations are for thepurposeofdeterminingthequalificationsoftheapplicantsforthepositionsought.Examinationsmust be job‐related, practical and shall fairly test the fitness of theapplicantstoperformtheessentialfunctionsofthepositionsoughtandshallincludetestsofphysicalqualificationsandhealth,whereappropriate.[10‐3‐1007U.C.A.]

AsrequiredbytheAmericanswithDisabilitiesAct(ADA),allmedicalexaminationsandinquiriesmustbekeptinalockedcabinetorfileseparatefromthegeneralCivilServicepersonnel filesasa separateconfidentialmedical record,availableonly topersons designated access. Records of the Civil Service, which are private orprotectedasdefinedintheGovernmentRecordsAccessandManagementAct,Title63, Chapter 2 of the Utah Code Annotated (GRAMA) or any ordinance adoptedpursuanttoGRAMA,shallnotbesubjecttodisclosureunlessotherwiserequiredbylaw.InallcaseswhentheCommissionreceivesarequestforreleaseofCommissionrecords the Commissionwill request the advice of the City Attorney prior to anyresponsetotherequest.[10‐3‐1005U.C.A.]

As a result of the competitive examination process, applicants are placed on aneligibilityregister.

2‐2‐0.GENERALREQUIREMENTS

2‐2‐1.GENERALQUALIFICATIONSFORAPPLICANTSAnyonewishingtoenterintotheCivilServicemustmakeanapplicationandsubmittoacompetitiveexaminationforplacementonaneligibilityregister.Allapplicantsforentry‐levelpositionsmustbeatleasteighteen(18)yearsofage,exceptpersonsapplying for the position of Police Officer, whomust be at least twenty‐one (21)yearsofage,onthedateofhire.

AllPoliceOfficerapplicantsforthePoliceDepartmentmustbecitizensoftheUnitedStatesonthedateofexamination.AllapplicantsforFireDepartmentpositionsmustbe legallyauthorized towork in theUnitedStateson thedateofexaminationandthroughoutthedurationoftheiremployment.5

5 April 21, 2016 Section updated to increase the diversity of applicant pool for Fire Department. Police Department language for citizenship changed for civilian employees March 15, 2017.

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TheCommissionmayapprovechangestoanyqualificationsandrequirementspriortoexaminationbymodificationof theserules,orbyspecification in therecruitingbulletins,orexaminationannouncements.

2‐2‐2.QUALIFICATIONSANDREQUIREMENTSFORAPPLICANTSPriortoexaminationforanypositionwithintheCivilService,theCommissionshallapprove and announce the necessary minimum qualifications for the position.Thesequalificationsmayvary incontentandsubstancebetweenthedepartments,but shall reflect theessential functionsof the job. Qualificationsmay include,butarenotbelimitedto:

1. Educationlevelortraining;

2. Experience;and

3. Requisiteknowledge,skillsandabilities.

2‐3‐0.APPLICATIONS

2‐3‐1.APPLICATIONS1. All persons applying for Civil Service positions must fully and accurately

complete designated application forms and any additional requests forinformation. Failure to comply with these requirements may cause arejectionoftheapplicationsorterminationofCivilServiceemployment.Anyfalseormisleadinginformationsuppliedbytheapplicantwillbegroundsforrejection of the application, disqualification from future applications, orterminationupondiscovery.

2. ApplicationsforallCivilServicepositionsmustbefiledwithandreviewedby

a representative of the City’s Human Resource Management office or therespectiverepresentativefromthePoliceorFireDepartment.

2‐4‐0.ENTRY‐LEVELEXAMINATIONS

2‐4‐1.NOTICEOFEXAMINATIONSExaminations shall be scheduled and conducted as the Commission approves.Examinationsmaybegiven fromtimeto time,andat theplacesdesignated in theexaminationnotices. Applicants forentry‐levelpositionswillbegivenat least ten(10)businessday’spriorwrittennotice inwhich toapply. SaltLakeCityHumanResourceDepartmentmaypostormailthenotice.

The notice of the examination shall contain the date, time and place of theexaminationalongwiththeclosingdateforapplicationstobefiled. Theeligibilityrequirementsshallbespecifiedinthenoticeofexamination.Theannouncementofthe examination shall specify the method and rating criteria as approved by theCommission.

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The notice shall also include the examination methods to be used and, whereappropriate, the weight to be given on each examination component toward thefinal score. The notice shall also contain information regarding methods forrequestingreasonableaccommodationintheexaminationprocess.ThenoticemayalsocontainanyotherinformationthattheCommissionfeelsshouldbeincluded.

The notice of examination is to be considered as the regulation approved by theCommission for the examination, and theminutes of theCommission shall reflectthedirectionsrelativetothatexaminationprocess.6

2‐4‐2.IDENTIFICATIONFORADMITTANCETOEXAMINATIONApplicants may be required, when appearing to take an examination, to presentproper identification, i.e., a valid driver’s license, passport, military identificationcardoranyotherofficialdocumentthatincludestheirphotographforidentificationpurposes.

Allnoticesoftheexaminationshallcontainnoticeofthisrequirement.

2‐4‐3.FAILURETOCOMPLETEANEXAMINATIONDUETODISQUALIFICATIONORPOSTPONEMENT

Failure of any applicant to appear and complete any examination upon propernoticemayresultinaforfeitureoftheapplicant’srighttocontinuetheexaminationprocess. Applicantswhoareunabletotakeanyportionoftheexaminationonthescheduleddatemayrequestapostponementfromthedepartment.Allrequestsforpostponement shall be submitted to the department in writing, at least ten (10)businessdayspriortothescheduledexaminationdate.

If thepostponement isnotgrantedby thedepartment, theapplicantmaypetitionthe Commission in writing at least five (5) business days prior to the scheduledexamination date. Any such postponement provided herein shall not affect thescheduleddatesapprovedbytheCommissionforotherapplicantsorthecompletiondatesoftheexaminationprocess.

After review of the applicant’s petition, the Commission may approve apostponementofanyportionoftheexamination,provided:

1. Theapplicantcanobjectivelyverifythecircumstancesthatprohibithim/her

fromtakinganyportionoftheexamination.

2. A later examination has been scheduled, or is anticipated to be scheduled,withinone(1)yearoftheinitialexamination.

6 August 17, 2017 Section updated to remove reference to promotional examination. Chapter 4 outlines all promotional examination procedures.

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3. The applicant can demonstrate to the Commission that the circumstancesthatprohibithim/herfromtakinganyportionoftheexaminationwilllikelyberemovedpriortothenextscheduledexamination.

4. The postponement will not result in administrative difficulties, or unfairly

giveadvantagetotheapplicantoverothersalsocompeting.

Postponement may be granted by the department, only upon approval by theCommission,afterreviewofthepetition.Nothinginthissectionshallbeconstruedto allow the applicant to be hiredwithout examination, or grant any right to theapplicantforthepostponement.

Applicants may request reasonable disability‐based accommodation for theexamination. Such requests shall be submitted to the department in writing asdescribed in the job announcement at least ten (10) business days prior to thescheduled examination date. The department shall determine whether therequested accommodation is reasonable. If the department refuses to grant areasonableaccommodation,theapplicantmaypetitiontheCommissioninwritingatleastfive(5)businessdayspriortotheexamination.

2‐4‐4.CONTENTOFEXAMINATIONSApplicantsforpositionswithintheCivilServiceshallbeexaminedtodeterminethequalifications and fitness of the applicant for the position. [U.C.A. 10‐3‐1007]Examinationsmayconsistofoneormoreofthefollowingparts:

1. WrittenTests:

Thispart,whenrequired,shallshowtheapplicant’sabilitytolearnandapplycertainjob‐relatedfunctionsandtasks.

2. OralInterview:

This part, when required, shall show if the applicant meets certain job‐relatedcriteriaessentialforsuccessinsuchaposition.

3. PerformanceTests: Thispart,whenrequired,shallincludetestsofperformanceortradeskillsas

neededtodeterminetheabilityandmanualskillsofcompetitorstoperformtheessentialfunctionsofworkrequired.

TypingordatainputtestsrequiredbytheCommissionaretobeconsideredvalidforaperiodofone(1)yearfromthedatetakenandwillbeacceptedforplacement on the eligibility register as long as all other qualifications aremet.

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4. AgilityTests: This part, when required, shall include such tests of fitness and physical

agility that are necessary for successful performance of the essentialfunctionsofthejob.

TheHumanResourcesDepartment,uponapprovalby theCommissionmayallowdelayed completionof the agility test pursuant to Section2‐4‐3 if anapplicanthasaverifiableillnessorinjuryonthedateoftheexamination.Inthese cases theCommission shall require the completion of the agility testpriortoappointment.

5. MentalTests:

Thispart,whenrequired,shallincludesuchtestsofpsychologicalandmentalcharacteristicsand fitness thatarenecessary for successfulperformanceoftheessentialfunctionsofthejob.

6. TrainingandExperience:

This part, when required, shall include documentation of education andexperiencecontainedintheapplicationform,orsuchsupplementarydataasmayberequired.

7. OtherExaminations:

The Commission may approve such other job‐related examinations as isappropriate for anypositionwithin theCivil Service. The additionof suchexaminationswillbeannouncedby thenoticesofemploymentopportunityandexamination.

2‐4‐5.CONDITIONALOFFER‐PRE‐EMPLOYMENTEXAMINATIONS.Afteraconditionalofferofemploymentismadebutbeforeemploymentbegins,thedepartment,withCommissionapproval,mayrequireallapplicantstoundergopre‐employmentexaminationsincluding:

1. Amedicalexamination,psychologicalexaminationandchemicalscreen:

Applicants for any position may be required to undergo a medicalexamination, psychological examination and/or a chemical screen beforeemployment begins and the department may condition the offer ofemploymentontheresultsoftheexamination.

2. Background:

This part is required and shall include examinations or investigations,includingfingerprintsandphotographs.Findingsaversetoperformingthejobsoughtmaybeusedtoexcludeapplicantsfromfurtherconsideration.

3. Polygraph:

Thispart,whenrequired,willbeadministeredthroughaqualifiedexaminer.

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No formal offer of employment may be made until after the results of the pre‐employmentexaminationsarereviewedandevaluated. Pre‐employmentinquiriesmadeaftersuchconditionaloffermustmeetthefollowingrequirements:

(a) All applicants for the position in question must be examined

regardlessofdisability;

(b) The results of any medical or psychological examination must berecordedonseparateformsandkeptconfidentialinalockedcabinetorfileseparatefromthegeneralpersonnelfiles;and

(c) Theconditionalofferofemploymentmaybewithdrawniftheresults

ofanypre‐employmentexamination indicate that theapplicantdoesnotmeetthephysicalstandards,isfoundtohavepsychologicaltraitsor disorders that will likely preclude successful performance of theessentialfunctionsofthejob,ordoesnotmeetthestandardsrelatingtoalcoholanddrugspursuanttoSaltLakeCityPolicy3.02.03andnoreasonable accommodation will permit the applicant to meet thestandards;ortheresultsofanypre‐employmentexaminationindicatetheexistenceofaconditionthatcreatesadirectthreattothesafetyofothers, to the applicant or to property, and no reasonableaccommodationwill eliminate the risk or reduce it to an acceptablelevel.

2‐4‐6.MINIMUMGRADESANDWEIGHTSBYSECTIONTheCommissionshallapproveaminimumgradeandweightforeachexaminationsection.Anyapplicantwhofailstoattaintheminimumgradeforasectionshallbeconsideredtohavefailedandshallnotproceedfurtherintheexaminationprocess.

2‐4‐7.METHODOFSCORINGANDRANKINGAn applicant’s final score will be obtained by adding the weighted numericallyscored portions of the examination. In addition, a preference eligible veteran orpreference eligible spouse, as defined in Sections [71‐10‐2 of the U.C.A.], shallreceiveadditionalpointsconsistentwithUtah law. The finalscorewilldeterminethe rank order in which applicants appear on the eligibility register, with theapplicanthavingthehighestweightedscorelistedatthetopoftheregisterandallotherslistedindescendingorder.

2‐4‐8.NOTIFICATIONOFEXAMINATIONRESULTSAllapplicantswhocomplete theexaminationprocesswillbenotified inwritingofthe results of the examination, their final score, and the position attained on theeligibilityregister.

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Likewise,anyapplicantwhofailsanyportionoftheexamination,oraredisqualifiedfor any other reason shall be notified of such result inwriting and shall be givennoticeoftherighttopetitiontheCommission.7

2‐5‐0.ELIGIBILITYREGISTERS

2‐5‐1.ELIGIBILITYREGISTERSAn eligibility register shall be certified by the Commission for each Civil Serviceposition.Theregistershallcontainthetermsofthedurationoftheregisterandthenames of the applicants, in ranked order as determined by the results of thecompetitiveexamination.

Registers shall not be separated by gender, unless the position requires a genderdistinctionforabonafideoccupationalreason.Thereshallbenonotationsontheeligibilityregisters thatcanbeusedcontrary to theanti‐discriminationprovisionsoftheserulesandregulationsandapplicablestateandfederallaw.

1. The Commission may approve a continuous examination process to fill

positions.Ifacontinuousexaminationprocessisused,namesmaybeaddedto the eligibility register upon completion of the proper examinations.Names added to any eligibility registerwill be integratedwith the existingnamesonthebasisofthefinalscore,withthehighestscorelistedatthetopoftheeligibilityregister,andtherestlistedindescendingorder.Applicantsmay,uponrequest,benotifiedoftheirrelativepositionsontheregister.Theregister shall be open and available for inspection in the City’s HumanResourceDepartment,uponrequestofanyinterestedperson.

2. An applicant whose name is already on a current Civil Service eligibility

registermayretestforthesamepositionunderthefollowingconditions:

(a) It hasbeenat least six (6)months since the last time theapplicanttested;and

(b) The person goes through the entire examination process. The

positionontheregisterofanyapplicantwhohasbeenretestedshallbe determined by the final score attained upon the most recentlycompletedexamination,whetherhigherorlowerthantheapplicant’soriginalorpriorscores.Anewtermofeligibilitywillcommenceeachtimetheapplicant’snameisenteredontheregisterthroughretesting.

2‐5‐2.DURATIONOFELIGIBILITYREGISTERThe duration of the eligibility register and the duration of eligibility for eachapplicant on the register shall be specified by the Commission at the time of

7 September 20,2017 Section updated to be consistent with language changes made to rule 2-5-3 re: method of notification.

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placementontheregister.TheCommissionmayestablishaneligibilityregisterforanytimeperiodnottoexceedtwo(2)years.Applicantswhohavefailedtoreceiveappointmentsattheendoftheeligibilitytimeperiodshallhavetheirnamesstrickenfrom the current register and can only be returned to the register through acompetitiveexaminationprocess.

2‐5‐3.REMOVALFROMELIGIBILITYREGISTERApplicants may have their names removed from any eligibility register, asdeterminedbythePoliceorFireDepartmentandtheirHumanResourcesstaff.8

The Commission authorizes the appropriate department or the assigned HumanResources staff to remove the name from the eligibility register for any of thefollowingreasons:9

1. Theapplicant fails to report to a scheduled interviewwith theappropriate

department Chief or his or her designee for the purpose of being offeredemployment or fails to report to or complete any pre‐employmentexaminationafteraconditionalofferofemploymenthasbeenmade.

2. Theapplicantfailstorespondtoanoticeoftheappropriatedepartment,or

HumanResourcesStaffwithinfive(5)businessdays.10

3. Theapplicantdeclinesanofferofemployment.11

4. The applicant cannot be located, and has not provided the appropriatedepartment or Human Resources staff with an updated address, emailaddressand/orphonenumber.1213

5. The applicant fails any non‐scored part of the examination process and is

disqualified after placement on the eligibility register. This provisionincludes failing anypsychological ormedical examinations, physical agility,backgroundexaminations,oranyotherpass/failpartoftheexamination.

8 March 22, 2018 Section updated to streamline the hiring process by updating the procedure for removing names from the eligibility registers 9 March 22, 2018 Section updated to streamline the hiring process by updating the procedure for removing names from the eligibility registers. 10 March 22, 2018 Section updated to streamline the hiring process by updating the procedure for removing names from the eligibility registers. 10 March 22, 2018 Section updated to streamline the hiring process by updating the procedure for removing names from the eligibility registers. 11 March 22, 2018 Section updated to streamline the hiring process by updating the procedure for removing names from the eligibility registers. 12 August 17, 2017 Section updated to reflect all notification options utilized by the Police and Fire departments. 13 March 22, 2018 Section updated to streamline the hiring process by updating the procedure for removing names from the eligibility registers.

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The Commission exercises the right to remove names for any other reason notspecifiedaboveoranyotherreasondeemednecessarybytheCommission.TheCommissionshallbenotifiedofallcandidateswhosenameshavebeenremovedfrom an eligibility register in the Commission’s monthly meeting following theremovalaction.Thisnotificationwillincludethereasonforremovalandwillbeasan“InformationOnly“itemontheagenda.

Ifanapplicant’snameisremovedunderthissection,theapplicantshallbenotifiedinwritingby the appropriatedepartmentor assignedHumanResources staff andshallbegivennoticeoftherighttopetitiontheCommissionasoutlinedinChapterVIIoftheserules.14

TheCommissionmayconductsuchinquiryasnecessaryinconsideringpetitionsbyapplicants. If the Commission determines the petition to be meritorious, theCommissionmayauthorizethereinstatementofthenameontheeligibilityregistertotheformerposition.

If an applicant’s name is removed from the eligibility register for an entry‐levelposition because the applicant failed any of the examinations provided in thissection, and theapplicantexercisedorhad theopportunity toexercisehisorherright to petition the Commission, the applicant shall not be eligible to reapply orretest forthesamepositionforaperiodof twelve(12)monthsfromthedatetheapplicantwasnotified, inwriting,of theremovalof theapplicant’sname fromtheeligibilityregister.

2‐5‐4.CHANGESANDCORRECTIONSTOELIGIBILITYREGISTERSThe Commission may authorize any necessary corrections to eligibility registerswheneveritdeterminesanamendmenttobeappropriatebasedonspecificfactsorwhenthepublicwillbeservedbysuchaction.

2‐5‐5.REVOCATIONOFELIGIBILITYREGISTERAllnamesontheeligibilityregisterresultingfromanexaminationmaybestrickenand another examination ordered at any time the Commission determines itadvisable to do so. All competitors in the first examination shall be given theopportunitytoagaincompete.Thenamesshallnotbestrickenexceptuponwrittennoticetoallpersonsmailedtothelastknownaddresswhosepositionorstatuswillbeaffected,anduponthereasonsstatedinameetingcalledbytheCommissionforsuchpurpose.

14 March 22, 2018 Section updated to streamline the hiring process by updating the procedure for removing names from the eligibility registers

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2‐6‐0.APPOINTMENTS

2‐6‐1.APPOINTMENTFROMTHEELIGIBILITYREGISTERTheappointingpowershallfillallvacanciesfromacertifiedeligibilityregisterandnotify the Commission of the person(s) selected along with the date of theappointment.Theeligibilityregistershallbeutilizedasfollows:

1. If theappointingpowerneeds to fill apositionorpositions, theappointing

power shall notify the Commission, and the Commission shall, as soon aspractical,certifytotheappointingpowerthenamesof:

(a) Tenpersons,ifthepositiontobefilledisentrylevel,or

(b) Fivepersons,ifthepositiontobefilledisotherthanentrylevel.

2. Persons certified under section (1) shall have the highest standing on the

eligibility register, but a lesser number may be certified if the requirednumberisnotontheeligibilityregister.

3. If more than one position is available in the same department, the

Commissionshallalsocertify to theappointingpoweroneadditionalnameforeachadditionalpositiontobefilled.

4. Theappointingpowerwillselectfromthenamescertified.

5. Allpersonsnotappointedshallberestoredtotheirrelativepositionsonthe

eligibilityregister.

6. All persons who have been on the eligibility register for two (2) yearswithout appointment shall be removed from the register and may bereturnedtoitonlyuponregularexamination.[10‐3‐2008U.C.A.,10‐3‐1009U.C.A.]

2‐6‐2.APPOINTMENT NOT FROM AN ELIGIBILITY REGISTER ‐ TEMPORARYAPPOINTMENTSFORENTRYLEVELPOSITIONS

The department Chiefs may appoint any person to an entry level position for atemporary period only, without making such appointment from a certified CivilServiceeligibilityregister.

Suchappointmentsforentrylevelpositionsmayonlybeforaperiodnottoexceedone (1) month in the same calendar year. Under no circumstances may thedepartment Chief permanently appoint anyone to a paid position unless suchappointment has been made from a certified Civil Service eligibility register.Current eligibility registers may be used to select persons for such temporaryappointments,buttheappointmentmaynotexceedtheone(1)monthprovision.Attheendofthetemporaryappointment,theappointee’snamewillberestoredtothe

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register, if appropriate, and such temporary appointment will not prejudice theeligibility for permanent appointment in the future. Time spent in a temporaryappointmentshallinnowaybecreditedtowardtheprobationaryperiodrequirediftheappointee is laterpermanentlyappointed to theposition,norshall itbe takenintoconsiderationinestablishingandcomputingtheperson’sseniority.[10‐3‐1011U.C.A.].Nothinginthissectionshallapplytoexistingemployeestemporarilyactingoutofclassasasupervisor.15

2‐6‐3. APPOINTMENTS NOT FROM AN ELIGIBILITY REGISTER ‐ REHIREDEMPLOYEESFORCONDITIONSOTHERTHANLAY‐OFFS

Any employee who resigns from either the Fire or Police Department in goodstandingmaybereinstatedtotheirformerpositionunderthefollowingconditions:1. Acurrentvacancyexistsforthepositionbeingsought.

2. Theresignedemployeerequestsreinstatementwithinthirtysix(36)months

ofresignationandisavailableforreinstatementatthetimeoftherequest.

3. IntheeventanyemployeeresignsfromeithertheFireorPoliceDepartmentand is approved for Long Term Disability, that employee has up to andincluding thirty‐six (36)months torequest tobereinstated to their formerposition.16

4. The resigned employee passes all appropriate examinations and tests, as

approvedbytheCommission,priortoreinstatement.5. The resigned former sworn police employeemust be Utah POST certified,

priortoreinstatement.

Ifreinstated,theemployeemustserveaprobationaryperiodspecifiedbytheCommission.If a former sworn police employee requests reinstatement within one (1)year, the employee will receive their original IBM#. In addition, theemployee will receive an adjusted anniversary date, minus the time theyweregone.Ifa formerswornpoliceemployeerequestsreinstatementbetweenone(1)year to three (3) years, the employee will receive a new IBM# and theirsenioritybeginsanew.No former employee may be reinstated to a supervisory or promotedposition.[10‐3‐1008U.C.A.]

15 September 21, 2017 Section updated to include entry level position language. 16 July 20, 2017 Section updated to correspond with time frame in 2-6-3 item 2.

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Nothing in this section guarantees that an employee who requestsreinstatementwillbereinstatedby therespectivedepartment. ThePoliceand Fire Chiefs shall have complete discretion in deciding whether torecommend to theCommission the reinstatement of an employeewhohasresignedfromthePoliceorFiredepartments.

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CHAPTERIII

PROBATIONANDCONTINUEDEMPLOYMENT

3‐1‐0.INTRODUCTIONThere are several types of probation that are established by these regulations.Among them are the initial probationary period for a new employee, theprobationary period following promotion, and the probationary period for areinstatedemployee.Thecriteriaofeachareoutlined.

3‐2‐0.PROBATION‐ENTRYLEVEL

3‐2‐1.PROBATION‐ENTRYLEVELThe probationary period shall be used for training and carefulmonitoring of theability of the applicants to perform the essential functions of the job and tosuccessfullyadjusttotheexistingworkingconditions.TheprobationaryperiodforallotherCivilServiceEmployeesclassifiedasfulltimeemployeesperCitypolicyissixmonthsorthelengthoftimedesignatedwhenthepositionisopen.Civil Service employees who are classified as part time or seasonal employeespursuant to City policy shall remain probationary for the duration of theiremployment.

3‐2‐2.TERMINATIONDURINGPROBATION‐ENTRYLEVELProbationaryemployees,includingallCivilServiceemployeesclassifiedaspart‐timeorseasonalemployeespursuanttoCitypolicy,are“atwill”employeesandmaybeterminatedatthesolediscretionofthedepartmentChief,withoutfurtherreviewoftheCommission.

3‐3‐0.PROBATIONAFTERPROMOTION

3‐3‐1.PROBATION‐PROMOTIONSWheneveranymemberoftheCivilServiceispromotedtoaposition,thereshallbeaprobationaryperiodtoevaluatetheemployee’sabilitytoperformtheessentialjobfunctionsofthenewposition. Theprobationaryperiodofsix(6)monthsmustbesatisfactorily completed by the employee before the promotion becomes a non‐probationaryposition.Anyemployeewhofailstocompletehisorherprobationaryperiod inapromotedpositionshallbereturnedtohisorherpositionprior to thepromotion.

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3‐4‐0.LEAVESOFABSENCEANDLAY‐OFFS

3‐4‐1.LEAVEOFABSENCEThedepartmentChief,withnoticetotheCommission,maygrantaleaveofabsencetoanyemployeeofthePoliceorFireDepartment.Suchaleaveofabsenceshallnotexceedtwelve(12)consecutivecalendarmonths.

Uponreturnfromtheleave,theemployeemaybereturnedtoavacantpositioninthe highest ranking position he/she held when taking the leave of absence if aposition vacancy exists on the date of the return, if the employee meets theminimum qualifications for the position, and if the appropriate department Chiefapprovestheplacement.

If no such position vacancy exists, or the department Chief does not appoint theemployeetothevacancy,theemployeemaybereturnedtoalowerrankforwhichhe/she is qualified. The employee shall be consideredeligible forpromotion andshallbeplacedat the topof thecurrenteligibilityregister for thepositionhe/sheheldwhentakingtheleaveofabsence,forthedurationofthateligibilityregister.

If no such eligibility register exists, the employee shall be considered eligible forpromotion to thenexthighest rankhe/sheheldwhen taking the leaveof absenceuntil aneligibility register is certified. Whenaneweligibility register is certified,theemployeeshallbeplacedatthetopofthenewlycertifiedeligibilityregisterforthedurationofthateligibilityregister.

Nothinginthissectionguaranteesthattheemployeewillbeappointedtoavacancyfrom the eligibility register. The appointing power shall fill all vacancies from acertifiedeligibilityregisterusingthediscretionandauthoritystatedinSaltLakeCityCivilServiceCommissionRule&Regulation2‐6‐1.

In cases of Military Leave, the City shall comply with all state and federal lawsgoverningsuchleavesofmilitaryservice.

3‐4‐2.EMPLOYEESWHOARELAIDOFFORREDUCEDINRANKFORANYREASONNOTTHEFAULTOFTHEEMPLOYEE

Employees who are laid off or reduced in rank because of a reduction in force,reorganization, or for any other reason not the fault of the employee, may, ifqualified,bumptheleastsenior,full‐timeemployeefromajobpositionthatthelaidoffemployeepreviouslyandactuallyheldwithinhis/herdepartment.

AnyCityemployeewhohasbeenlaid‐offorreducedinrankshallbeplacedatthetopofanyexistingeligibilityregisterforanypositionhe/shepreviouslyandactuallyheldbeforethelay‐offorreductioninrank.IfanylaidoffCityemployeesatisfiesthequalifications for an existing eligibility roster, the employee shall be given theopportunity to meet the requirements necessary to be placed on that eligibility

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roster. If the laidoffCityemployee satisfies the requirements tobeplacedonaneligibilityroster,theemployeeshallremainonthateligibilityrosterforaperiodoftwelve(12)monthsorthedurationoftheeligibilityroster,whicheverislonger.

Prior to appointment to a position, the employee must meet the minimumqualificationsandsuccessfullycompleteanyotherrequirementsoftheposition,ascertified by the Civil Service Commission. Employees who are placed in a newpositionmust begin a new probationary period upon reappointment. Employeesexercising rights under this rule must notify the Human Resources Departmentwithinten(10)businessdaysofreceivingnotificationthattheyarebeinglaidofforreducedinrank.Nothinginthissectionguaranteestheemployeewillbeappointedtoavacancyfromtheeligibilityregister.Theappointingpowershallfillallvacanciesfromacertifiedeligibility register using the discretion and authority stated in Salt Lake City CivilServiceCommissionRule&Regulation2‐6‐1.

3‐5‐0.PROBATIONAFTERREINSTATEMENT

3‐5‐1.PROBATION‐REINSTATEMENTWheneveraresignedemployeeisreinstatedtotheirformerposition,thereshallbeaprobationaryperiodtoevaluatetheemployee’sabilitytoperformtheessentialjobfunctions of the new position. The employee must satisfactorily complete theprobationaryperiodofninety (90)daysbefore the reinstatementbecomesanon‐probationaryposition.

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CHAPTERIV

PROMOTIONS

4‐1‐0.INTRODUCTIONAllpromotionswithintheCivilServiceshallbemadeonthebasisof:

1. Ascertainedmerit.

2. Seniorityinservice.

3. Standingobtainedbycompetitiveexamination.

TheweightgiventoeachoftheabovecriteriashallbeapprovedbytheCommission.

Whenever possible, all vacancies shall be filled by promotion of members of thenext‐lower rank, who are already Civil Service employees and who submitthemselvesforexaminationandpromotion.[10‐3‐1010U.C.A.]Employees temporarily acting out of class shall not be considered promotions;however, employees acting out of class shall be compensated as per applicableMemorandumofUnderstandingorCompensationPlan.17

4‐2‐0.GENERALPROVISIONS

4‐2‐1.PROMOTIONS‐GENERALPROVISIONSPromotions are based on a substantial change of duties and the exercise ofsupervisoryoradministrativeskills. Theymayalsorequiresubstantiallydifferenttrainingorskills.

The positions within the Civil Service that are considered to be promotions arecreated by the department Chiefs with the approval of the Commission. Theclassifications and salariesof all suchpositions aredeterminedby theordinancesand policies of the City and are outside the jurisdiction of the Commission.VacanciesoccurringinanyofthesepositionsmustbefilledinaccordancewiththerulesandregulationsoftheCommission.Effective 1 January 2006, for promotion to the rank of Captain in the FireDepartment, aFirefighterwillnotbeeligible to test forpromotionuntilheorshehas at least ten (10) years of service as a Firefighterwith the Salt Lake City FireDepartment. If a Firefighter has an associate college degree or bachelor degree

17 September 21, 2017 Section updated to clarify the position of employees temporarily acting out of class.

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fromanaccreditedcollegeoruniversity,heorshemaytestforpromotionafterthecompletionofnine(9)yearsofserviceasaFirefighterwiththeSaltLakeCityFireDepartment. Effective 1 January 2006, for promotion to the rank of Battalion Chief in the FireDepartment, a Fire Captain must prior to testing for promotion have served aminimumof two (2)yearsasaCaptain in theSaltLakeCityFireDepartmentandhavecompleted fifteen(15)yearsof serviceasaFirefighter/Captainwith theSaltLakeCityFireDepartmentorhaveanassociatecollegedegree fromanaccreditedcollege or university with fourteen (14) years of service as a Firefighter/Captainwith the Salt Lake City Fire Department or have a bachelor degree from anaccredited college or university with thirteen (13) years of service with the SaltLakeCityFireDepartment.

4‐2‐2.CONTENTOFEXAMINATIONS‐PROMOTIONSAll applicants for promotion must successfully pass an examination that is jobrelatedandfairlyteststheabilitiesoftheapplicantstoperformtheessentialdutiesrequiredoftheposition.Theexaminationmayconsistofthefollowing:

1. WrittenTest:

Thispart,whenrequired,shallincludeawrittendemonstrationdesignedtoshowtheapplicant’sknowledgeofandfamiliaritywiththeessentialdutiesofthepositionforwhichtheexaminationisgiven.

2. OralInterview:

Thispart,whenrequired,maytestforthesamefactorsasthewrittentest,butinadditionmayalsotesttheskillincommunication,abilitytodealwithothers,theabilitytoproperlyrepresenttheCityandthedepartment,oranyotherjob‐relatedqualificationsasapprovedbytheCommission.

3. PerformanceTest:

Thispart,whenrequired,shallincludesuchtestsofperformanceortradeasisnecessarytodeterminetheabilityandskillsrequiredtosatisfactorilyperformtheessentialjobduties.

4. OralBoards:

This part,when required,may be used in place of, or in addition to, othertestingmethodssuchaswrittenexaminations.Itmayalsobeusedtoassistindeterminingtheascertained‐meritportionofthetestingprocess.Whenusedfor determining ascertained‐merit, the oral boards may be comprised ofmembersfromoutsideorinsidethedepartment.

5. AssessmentCenters:

Thispart,when required, shall beused inplaceof, or in addition to, othertestingmethods. This techniquemayalsobeused toassist indeterminingtheascertained‐meritportionof the testingprocess. TheCommissionshall

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approvethecontentsofsuchassessmentcenters,andshallapprovetheuseofqualifiedassessorsfromoutsideorinsidethedepartment.

6. OtherExaminations:

The Commission may approve any other examination method to testapplicantsforpromotionsasthedepartmentmaydetermineappropriate.

7. PromotionalRatings:

Promotional ratings used to calculate ascertained merit are designed andused as indicators of how applicants are likely to perform in the newpositions. Such ratings measure attributes necessary for success in thepromoted position, which is often supervisory in nature. They do notnecessarily indicatetheabilityof the individual inthepresentclassificationandareseparateanddistinctfromtheannualperformanceevaluations.Suchratingsareused,aloneorasapartofalargerprocess,todeterminerankingson the ascertained‐merit portion of the promotional process. Promotionalratingsdonotrequireremedialactiontocorrectdeficienciesforthepurposeof continuing employment. The correction of such deficiencies is optionaland serves only to increase the competitive position of the applicant onfutureexaminations.

Thecostsforadministeringsuchtestsshallbetheresponsibilityofthedepartmentinvolved.

4‐2‐3.SENIORITYINSERVICE‐PROMOTIONSFor thepurposesofpromotions to swornpositionswithin thePoliceDepartment,seniorityshallbedefinedasthe lengthofserviceasaswornofficer inthecurrentrankinthedepartment.For the purposes of promotions to sworn positions within the Fire Department,seniority shall be defined as the length of service as a sworn officer in thedepartment.

For the purposes of promotions to civilian positions within the Police and FireDepartments,seniorityshallbedefinedaslengthofserviceinaciviliancapacityinthecurrentrankwiththerespectivedepartment.

Theperiodsinwhichtheemployeeterminatedemploymentorwasonanapprovedleave of absence with the Salt Lake City Police or Fire Department shall not becountedastimeinservice.Authorizedmilitaryleaveshallbeconstruedastimeinservice. Each department shall establish a written policy addressing how it willcalculate the seniority of an employeewho has been demoted. Each departmentshallsubmitanysuchpolicy for theCommission’sapprovalprior to implementingthepolicyandthedepartmentshallnotchangeanysuchpolicyabsentCommissionapproval.

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4‐2‐4.NOTICEOFPROMOTIONALEXAMINATIONThe Commission shall give notice of any promotional examination by posting thenoticesintheappropriatedepartment. Thenoticesshallbepostedatleasttwenty(20)businessdayspriortothedateoftheexamination.

4‐2‐5.CONTENTOFPROMOTIONALNOTICESThenoticeofthepromotionalexaminationsshallcontainthedate,timeandplaceofthe examination along with the closing date for applications. The eligibilityrequirementsshallbespecifiedinthenoticeofexamination.

TheCommissionshallapprovetheratingstobeusedandthecriteriafortheratingpriortotheannouncementofthepromotionalexamination.Theannouncementofthe examination shall specify the method and rating criteria as approved by theCommission.

The notice shall also indicate the examination methods to be used and whereappropriate, the weight to be given on each examination component toward thefinal score. The notice shall also contain information regarding methods forrequestingreasonableaccommodationintheexaminationprocess.ThenoticemayalsocontainanyotherinformationthattheCommissionfeelsshouldbeincluded.

The notice of examination is to be considered as the regulation approved by theCommission for the examination, and theminutes of theCommission shall reflectthedirectionsrelativetothatexaminationprocess.

4‐2‐6.APPLICATIONFORPROMOTIONALEXAMINATIONAll qualified persons who wish to compete for promotions shall makeapplication on the forms approved by the Commission within the timeperiodspecifiedinthenotice.

Failure tomake applicationby thedeadline shall disqualify the employeefromtakingthepromotionalexamination.

Any member of the Civil Service is not eligible to participate in apromotionalprocess, iftheemployeehasbeensubjecttodisciplinewithintheprevioustwelve(12)monthspriortotheapplicationdatethatresultedin either: 1) a demotion; or 2) suspension without pay of one or moreregular scheduled shifts. In the event an appeal of a disqualifyingdisciplinary action is pending, the applicant may participate in theevaluation process. However, the applicant will not be eligible forpromotionuntiltheappealisadjudicatedandthedisciplineisoverturned.If the discipline is upheld, the applicant will be excluded from theevaluationprocessorremovedfromtheeligibilityregister.

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4‐2‐7.CUT‐OFFLEVELSANDMETHODSOFSCORINGANDRANKING AfterscoringwrittenexaminationsandanyotherexaminationphasesapprovedbytheCommission,theCommissionmayapproveacut‐offleveltoexcludelowscoringapplicantsfromfurtherconsideration.TheCommissionisnotrequiredtoallowtheexcludedapplicantstoparticipateinotherphasesoftheexaminations,suchasoralboardsorassessmentcenters.

An applicant’s final score will be obtained by adding the weighted numericallyscoredportionsoftheexamination.Thefinalscorewilldeterminetherankorderinwhich applicants appear on the eligibility register, with the applicant having thehighest weighted scores listed on the top of the register and all others listed indescendingorder.

4‐2‐8.PROMOTIONALELIGIBILITYREGISTERSUpon completion of the examination process, an eligibility register of allranked applicants shall be prepared. After review, the Commission shallcertify the register as the current eligibility register from which futurepromotions will be made for the position tested. The Commission shallapprove the term for which the register is adopted, and designate theexpirationdate.Nopromotionalregistershallbeestablishedforaperiodofmorethantwo(2)years.18

4‐2‐9.NOTIFICATIONOFPROMOTIONALEXAMRESULTSUponcertificationbytheCommission,allrankedapplicantswillbenotifiedoftheirrankedpositionontheeligibilityregisterandtheexpirationdateoftheregister.Allapplicantswhofailedtoqualifywillalsobenotified.

4‐2‐10.CHANGESANDCORRECTIONSOFELIGIBILITYREGISTERThe Commission may authorize any necessary corrections to eligibility registerswheneveritdeterminesanamendmenttobeappropriatebasedonspecificfactsorwhenthepublicwillbeservedbysuchaction.

4‐2‐11.REVOCATIONOFELIGIBILITYREGISTERAllnamesontheeligibilityregisterresultingfromanexaminationmaybestrickenand another examination ordered at any time the Commission determines itadvisable to do so. All competitors in the first examination shall be given theopportunitytoagaincompete.Thenamesshallnotbestrickenexceptuponwrittennoticetoallpersonsmailedtothelastknownaddresswhosepositionorstatuswillbeaffected,anduponthereasonsstatedinameetingcalledbytheCommissionforsuchpurpose.

18 July 20, 2017 Section updated to reflect the removal of the langue relating to Police Sergeant Candidates taken from the promotional registrar for early entrance into a police Sergeants training program.

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4‐2‐12.DURATIONOFPROMOTIONALELIGIBILITYREGISTERSAnyeligibilityregisterforpromotionintopositionswithinCivilServicewillexpirewhenever the list is exhausted, on the date approved by the Commission for itsexpiration, or by order of the Commission. Whenever the eligibility registercontainslessthanfive(5)eligiblenames,theCommissionmay,uponrequestofthedepartmentChief,approveanewexaminationtobegiven.Uponadoptionofaneweligibilityregister,allpreviousregistersshallexpire.

4‐2‐13.SELECTIONFORPROMOTIONThedepartmentChiefshallselectforpromotiononepersonfromthetopfive(5)nameson theeligibility register foreachposition tobe filled, and shallnotifytheCommissionoftheselection.PersonswhoaredeniedpromotionsinviolationofaprovisionofthisChapterIVmaypetitiontheCommission.19

4‐2‐14.ACCEPTANCEOFPROMOTIONAny applicant who is selected for promotion must indicate acceptance of theposition to the department Chief within ten (10) business days after receivingnotificationofselection. Failuretoacceptwithintheten(10)businessdayperiodshall result in forfeiture of the applicant’s place on the eligibility register unlesswaivedbytheCommission.

The Chief may grant an extension of the time when it is determined in the bestinterestof thedepartment todo so. Suchextension shall not exceed twenty (20)business days. If a waiver is requested, the request must be made to theCommissionbytheChiefbeforetheexpirationoftheten(10)businessdays.

19 July 20, 2017 Section updated to reflect changes noted in foot note for section 4-2-8.

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CHAPTERV

RULESOFDISCIPLINE

5‐1‐0.APPLICATIONOFDISCIPLINE

5‐1‐1.RESPONSIBILITYFORDISCIPLINEThebasicresponsibilityformaintainingandadministeringdisciplinebelongstothedepartment Chief. The department Chief, as granted by law, has the authority tosuspend, without pay, any subordinate whenever the good of the departmentdemands it. Suspensionswithpayorsuspensionswithoutpay foraperiodnot toexceed three(3)workingdaysor twenty four (24)workhours,arenotsubject toappealbeforetheCommission.[10‐3‐912U.C.A.]

5‐1‐2.DISCHARGES,DEMOTIONS,ORSUSPENSIONSWITHOUTPAYAll discharges, demotions, and suspension without pay of more than three (3)workingdaysortwentyfour(24)workinghoursaresubjecttothetimelyappealtotheCommissionasprovidedintheseregulations.20

5‐1‐3.DEMOTIONSTheCommission finds that anydisciplinaryactionwhich constitutes apermanentdemotion, as from Sergeant to Police Officer or from Fire Captain to Firefighter,constitutesa“removalfromoffice”inthatthepersonsubjecttosuchademotionhasbeeneffectivelyremoved fromapreviouslyheldoffice,asdesignatedby thepriorrank. Such demotions are therefore subject to grievance appeal review by theCommission.

20 August 17. 2017 Section updated to coincide with section 6.

29

CHAPTERVI

DISCIPLINARYAPPEALS


Utah law requires the Commission to hear appeals for any “removal from office”(dischargeordemotionintheFireorPoliceDepartments),orsuspensionswithoutpayofmorethanthree(3)workingdaysortwenty‐four(24)hours.[U.C.A.Sections10‐3‐1012 and 10‐3‐912] When such appeals are filed, the Commission has theauthoritytoheartheevidenceandmakeadeterminationrelativetothedischargeorsuspension. TheCommission’sdeterminationmaybeappealedtotheCourtofAppeals by either the City or the employee. [U.C.A. Section 10‐3‐1012.5] Thestandard for review iswhether theCommissionabused itsdiscretionorexceededitsauthority.[U.C.A.Section10‐3‐1012.5]

6‐2‐0.APPEALPROCESS

6‐2‐1.REQUESTFORAPPEAL–TIMELIMITAllrequestsforappealsmustbeinwriting,addressedtotheCommission,andfiledwith City Recorders Office Located in room 415, City and County Building.Dependingon themannerofdeliveryof thedecisionoractionbeingappealed,allrequestsforappealmustbefiledasfollows:(a)withinfive(5)businessdaysofthedatethedecisionoractionwasdeliveredtothepersonrequestingtheappealor(b)within eight (8) business days of the date the decision or actionwasmailed andpostmarkedbytheUnitedStatesPostalServicetothepersonrequestingtheappeal.AnappealisconsideredtobefiledonthedateitispostmarkedbytheUnitedStatesPostalService.21

6‐3‐0.DISCIPLINARYACTION/TERMINATIONAPPEALSGENERALPROVISIONS

6‐3‐1.NOTICEOFAPPEALAnemployeefilinganappealmustprovidealloftheinformationrequestedontheformattachedasAppendix“C.”TheformwillbeavailableattheCityRecorderOfficelocated at 451 South State Street, rm415 Salt Lake City, Utah and on the City’sInternetsite.TheCityRecordersofficewillpromptlyprovideacopyoftheappealtotherelevantChiefandtheCityAttorney’soffice.

21 August 17, 2017 Updated as per Hollenbach Court of Appeals decision.

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The Chief or their designeemust provide all of the information requested on theformattachedasAppendix“D”totheSecretaryoftheCommissionwithinfourteen(14)businessdaysofthedatetheappealisfiled.At its next regularly scheduled meeting, the Commission will decide if it hasjurisdictiontoheartheappeal.22

6‐3‐2.RECEIPTOFNOTICEOFAPPEALIf the Commission assumes jurisdiction of an appeal, the Secretary of theCommissionwillnotifytheemployeefilingtheappealoftheplace,dateandtimeofanyPre‐Hearingconferenceorappealhearing.

6‐3‐3.EXTENSIONOFTIMETheCommissionmayextend the time limitationsestablishedby theseRules. TheCommissionmayinitiatesuchaction,onitsownwheneveritisappropriatetodoso.However, the Commission may not extend the time for an employee to file anappeal.

6‐4‐0.HEARINGPROCEDURESONAPPEALS

6‐4‐1.PRE‐HEARINGCONFERENCETheCommissionmay schedule a pre‐hearing conferencewith the employee filingtheappealandtheemployee’sChieforChief’srepresentativetodiscussthetimingandconductoftheappealhearing.

6‐4‐2.PRE‐HEARINGMOTIONSEitherpartymayfilemotionstotheCommissionbeforethepre‐hearingconferencewhichrelatetotheissuespresentedintheappeal.

6‐4‐3.PRE‐HEARINGCONFERENCESApre‐hearingconferenceisdesignedtoensurethespeedyresolutionoftheappeal.Atthepre‐hearingconference,theCommissionmay:

(a)Hearargumentandruleonanymotions;(b)Determinetheissueorissueswhichwillbeheard;(c)Requireeachpartytoidentifyanywitnesseswhowillbecalled;(d)Requireeachpartytoidentifyanydocumentswhichmaybeused;(e) Determine if there are any undisputed facts which do not need to be

presentedbytestimony;

22 August 17, 2017 Section updated to correspond with current city appeal filing processes.

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(f)Schedulethehearing;and(g) Decide any other issues needed to ensure proper resolution of the

appeal.

6‐4‐4.CONTINUANCEOFHEARINGTheCommissionmay, on its ownmotion, continue thepre‐hearing conference orthe hearing. Continuances requested by a party will not be granted without ashowingofgoodcauseorbymutualagreementwiththeotherparty.

6‐4‐5.CONDUCTOFHEARINGS1. HearingRequirements.

All parties must be provided copies of all evidence considered by theCommission. All parties must be given the opportunity to cross examinewitnesses, to inspect documents, and to offer evidence in explanation orrebuttal. The Commission must address the factual and legal contentionsraisedbythepartiesifnecessarytoresolvetheappeal.

2. RulesofEvidence.

The Commission conducts its hearings with appropriate formality anddecorum in order to ensure that the due process rights of all parties areprotected.TheCommissionusestheUtahRulesofEvidenceandUtahRulesofCivil Procedure as guidelines during hearings. The Rules are not strictlyfollowedorapplied.

3. AdditionalIssues.

Upon reasonable justification, additional issues not presented in the forms(Appendix “C” andAppendix “D”) or at the pre‐hearing conferencemay beverballyraisedat thetimeof thehearing;however, theopposingpartywillbeallowedanextensionoftime,ifnecessary,inordertopreparearesponsetotheadditionalissues.

4. OrderofPresentation‐BurdenofProof.

The City shall present its case first. The City has the burden of proof onwhether the facts support the charges and whether the facts support theproportionality of the discipline imposed. If the employee challenges theconsistency of the discipline imposed, the employee bears the burden ofproofonthatissue.

5. OpenMeetings.

Commissionhearingswill complywith theUtahOpen andPublicMeetingsAct.

6. Subpoenas.

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a) PartiesmayrequesttheCommissiontoauthorizeandissuesubpoenasto

compelwitness’testimonyorrequestrelevantwrittendocumentation.i. Afterreceivingaproposedsubpoenafromarequestingparty,the

Commissionmayauthorizeasubpoena.ii. Before thesubpoena is issued, theattorneyactingas counsel for

the Commission must approve the subpoena to affirm thesubpoena is an appropriate use of the Commission’s power. IfthereisnotanattorneyactingascounselfortheCommissionthentheofficeoftheCityAttorneymustapprovethesubpoena.

iii. TheCommissionshall then issuethesubpoena. TheSecretaryoftheCommissionmustkeeparecordofthedateofissuanceandtheproofofreturn.

iv. The requesting partymust make his/her own arrangements forserviceof thesubpoenaand isresponsible for thepaymentofallcosts of service andwitness fees associatedwith the authorizedsubpoena [City Code 2.59.070, 2.59.080]. The requesting partymust return proof of service to the Secretary of the Commissionandleaveacopyofthesubpoenawiththepersonuponwhomitisserved.

b) Anyrequestforasubpoenamustbemadeatleastthirty(30)calendardaysbeforeascheduledhearing.Subpoenasshallbeissuedatleastten(10)businessdayspriortoascheduledhearingorappearanceunlessgoodcauseisshownforashorterperiod.23

7. Witnesses.

TheCommissionmayinvoketheexclusionaryruleforwitnesses. However,onedepartmentrepresentativewillbeallowedtoremainpresentatalltimes.

8. Exhibits.

A final exhibit list must be submitted by each party at the pre‐hearingconference,butnotlaterthanthirty(30)calendardayspriortothehearingdate,whichevercomesfirst. Eachpartymustsubmitthefinalexhibitlisttothe Commission and to the other party. Each party must submit six (6)copies of the exhibits to be distributed as follows: one copy for eachCommissionmemberandtheirlegalcounsel,onecopyforopposingcounselandtheoriginal/copyfortherecord.

9. Objections.

Duringthehearing,theCommissionwillentertainobjectionsatthetimetheyoccurandwillruleeithertosustainoroverruletheobjections.Becausethehearingsareeitherrecordedor transcribedbyacourt reporter,a ruling to“strike an answer” will signify that the Commission will not consider that

23 August 17, 2017 Section updated to correspond with current Commission subpoena serving process.

33

evidenceinreachingitsdecision.Therequestandanswer,however,willnotberemovedfromtherecordingorfromthetranscript.

10. StandardofReview.

The standard of “substantial evidence” shall apply to hearings before theCommission. Substantial evidence is that quantum and quality of relevantevidence that is adequate to convince a reasonable mind to support aconclusion.

In disciplinary appeals, the Commission must make the following twoinquiries:

(a) Dothefactssupportthechargesmadebythedepartment?

(b) If the facts support the charges, is the sanction so clearly

disproportionate to the charges as to amount to an abuse ofdiscretion?

TheCommissiononlyhastheauthoritytoupholdorreversethedepartmenthead’sdecisionindisciplinaryappeals.

11. Post‐HearingOutlines.

When needed, the Commission may request that the parties submit post‐hearingoutlinesorbriefsonspecifiedlegalissues.

6‐4‐6.COMMISSIONDECISIONS1. WrittenDecisions.

Following thehearing, theCommission shallmeet in adulynoticed, closedmeeting todeliberate. TheCommission shall voteonanydecision inopensession. Therulingof theCommissionshallbebasedonamajorityvoteofthe members. In disciplinary appeals, the written Findings of Fact,Conclusions of Law and Order shall be prepared by the Commission. TheCommissionmayordertheprevailingpartytoprepareadraftofadecisionofFindingsofFact,ConclusionsofLawandOrdertoassist theCommissioninpreparing its final decision and order. If so ordered, the prevailing partyshallsubmittheproposedordertotheopposingpartyandgivetheopposingparty seven (7) calendar days to either approve the order as to form orobject.AnyobjectionstoaproposedordermustbeinwritingandsubmittedtotheCommissionandtheopposingpartywithinseven(7)calendardaysofreceivingtheproposedorder.

2. DistributionofDecisions.

TheCommissionwillnotmakeitsdecisionspublicunlessotherwiserequiredbytheGovernmentRecordsAccessandManagementAct–Title63Chapter2

34

oftheUtahCode.AcopyoftheCommission’sdecisionshallbedistributedtothepartiesbytheSecretaryoftheCommission.

TheCommission’s findinganddecision shallbe certified to theheadof thedepartmentfromwhoseordertheappealistaken.Acopywillalsobemailedbycertifiedmailtotheemployeefilingtheappeal.EachCommissionfindinganddecisionwillbedatedandservedtoallparties.

6‐4‐7.HEARINGTRANSCRIPT1. RecordingorTranscriptofMeeting.

A recording or a transcript prepared by a certified court reporter of thehearingshallbekeptonfileintheCommission’soffice.Foranypreliminarymeetings, includingpre‐hearingconferences, theCommissionmaymakeanappropriaterecord.

2. CopyofRecordingorTranscript.

TheCommissionwillprovide,uponrequest,acopyofthehearingrecordingora transcript toeitherparty. The requestingparty shallbearany costofproducingtherecordingortranscriptforreview.

3. Disclosure.

Thepublicmay inspect recordingsor transcriptsofa closedhearing. SuchrecordsmaybeinspectedonlyinaccordancewiththeGovernmentRecordsAccessandManagementAct.

6‐4‐8.WAIVERPROCEDURES WaiverbyStipulationoftheParties. Thepartiestoanappealmay,bywrittenstipulation,waiveormodifyanyorallof

theproceduresprovidedherein,subjecttoapprovalbytheCommission.

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CHAPTERVII

PETITIONS


7‐1‐1.PETITIONSINGENERALAnemployeewhobelievesthattheemployeeisaggrievedbytheviolationofaprovisionoftheseRulesandRegulationsorofU.C.A.Section10‐3‐1001etseq.forwhichanappealisnotauthorizedpursuanttoU.C.A.Section10‐3‐1012mayfileapetitionwiththeCommissionasprovidedinthisChapter.

TheCommission’sdecisiononapetitionisaquasi‐judicialaction.Apetitionermaynotcombinearequestforarulemakingandapetitioninasingleproceeding,i.e.apetitionermaynotrequesttheCommissiontoadoptaneworrevisedruleandthenapplyittothepetitioner’spre‐existingfactualsituation.IftherehasbeennoviolationoftheCommission’srulesandregulationsorU.C.A.Section10‐3‐1001etseq.,theCommissionwillnottakeanyaction.

7‐1‐2.PETITIONSOFTHEEXAMINATIONPROCESSPetitions of the examination process at entry‐level shall not interfere with thedepartment’s ability to make job offers to otherwise qualified individuals.Applicants whose petitions are successful may be restored to an appropriatepositionontheeligibilityregisterasdeterminedbytheCommission.The appropriate department or assigned Human Resources staff will include theapplicant’spetitionrights,timeframeforfiling,andincludeacopyoftheAppendixEform the applicant will use to file a petition if an applicant is removed from aneligibilityregister.24

7‐1‐3.CIVILSERVICERULESANDREGULATIONSPETITIONSTheCommissionmayentertainpetitionsconcerningthevalidityoftheCivilServiceRules and Regulations and may waive certain Civil Service requirements, asappropriate.

7‐2‐0.PETITIONPROCESS

7‐2‐1.FORMOFPETITIONAn Applicant or employee filing a petition must fill out The Request for Petition Hearing Before the Salt Lake City Civil Service Commission form located in Appendix E of these

24 April 19, 2018 Section updated to include language detailing the process for submitting a petition.

36

rules. The form is also available at the City Recorder’s Office located at 451 South State Street, Room 415, Salt Lake City, UT and on the City’s internet site.25

7‐2‐2.FILINGPETITION–TIMELIMIT

Allpetitionsmustbeinwriting,addressedtotheCityRecorder’sOffice,andmustbereceivedbytheCityRecorder’sOfficewithinfourteen(14)calendardaysofthedatethechallengedactionordecisionoccurred.26

7‐2‐3.RECEIPTOFNOTICEOFPETITIONUponreceiptofanoticeofpetition,theCityRecorder’sOfficeshallendorseuponthenoticethedateandtimereceived.IftheCommissionassumesjurisdiction,theCityRecorder’sOfficeshallprovidetheapplicantnotificationoftheplace,dateandtimetheappealwillbeheard.27

7‐2‐4.EXTENSIONOFTIMEWheneitherthepetitioningpartyorthedepartmentChiefcanshowgoodcause,theCommissionmay extend the time limitations established by these regulations, ortakesuchotheractionasisinthebestinterestofthepartiesinvolvedtoobtainafairand impartial hearing, except with respect to Rule 7‐2‐1. The Commission mayinitiatesuchaction,onitsown,wheneveritisappropriatetodoso.

7‐3‐0.HEARINGPROCEDURESONPETITIONS

7‐3‐1.PROCEDURESFOLLOWEDUnlessotherwiseorderedbytheCommission,petitionsshallbereviewedandheardbytheCommissionaccordingtotherulesprovidedherein.

7‐3‐2.FILINGOFPETITION1. PetitionForm

(a) With the notice of petition, filed pursuant to Rule 7-2-0 and of these rules,

the petitioning party (“Petitioner”) must complete and file the form, a copy ofwhichisattachedasAppendix“E”.TheformwillbeavailableattheCityRecorder’sOffice,451SouthStateStreet,SaltLakeCity,Utah.

(b) A copy of the appropriate form filed by the Petitioner shall bedeliveredtotheopposingpartybytheCityRecorder’sOffice.

(c) After receipt of Petitioner’s form, the responding party

(“Respondent”),withinten(10)workingdays,mustcompleteandfile

25 April 19, 2018 Section updated to provide detail as to what is needed for a petition. 26 September 21, 2017 Section updated to correspond with language used for appeals. 27 September 21, 2017 Section updated to correspond with language used for appeals.

37

withtheCityRecorder’sOfficeaform,acopyofwhichisattachedasAppendix“F”.

At some time prior to the hearing, during a meeting of the Commission, theCommissionshalldeterminewhetherornot theCommissionhas jurisdictionoverthepetitionandshallscheduleapre‐hearingconferenceandhearing.28

7‐3‐3.OTHERRULESFORPETITIONSInallotherrespects,theapplicablerulesforpetitionsshallbethesameasRules6‐4‐3to6‐4‐9forappeals.

28 September 21, 2017 Section updated to correspond with language used for appeals

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CHAPTERVIII

COMMISSIONOVERSIGHT

8‐1‐0.OVERSIGHTPROCESS

8‐1‐1.INTRODUCTIONTheCommissionisdirectedbystatutetoadoptthenecessaryrulesandregulationsto“carryoutthepurposesofU.C.A.Sections10‐3‐1001etseq.”Thepreviousrulesrelatingtorulemaking,appealsandpetitionsprovidethetoolsfortheCommissiontoaddressawiderangeofpotentialconcernsabouttheoperationofthecivilserviceprocessinSaltLakeCity.However,theremaybesituationswhichtheCommissionbelieves need to be addressed, but the foregoing rules are inadequate for theCommission to do so. The oversight process described in this Chapter is anadditionaltoolfortheCommission.The Commission may inquire into any matter within its jurisdiction pursuant toU.C.A. Section 10‐3‐1001 et seq. The Commission maymake inquiry on its owninitiativeorupontherequestofaCityemployeeintheclassifiedCivilService. Aninquirypursuanttothischaptercarrieswithitnoremedialauthority,butdoesnotprecludetheCommissionfromconductingarulemakingorhearingapetitionoranappealpursuanttotheserules.

8‐2‐0.REQUESTTOINITIATEANINQUIRYACityemployee in theclassifiedCivil Servicemayrequest theCommission to initiateaninquiry by filing a letter addressed to the Commission with the Secretary of theCommission.Thelettershalldescribethenatureoftheinquiryandprovideasummaryoftherelevantfactsand/orlawonwhichtherequestisbased.

8‐3‐0.OPENMEETINGSAllmeetingsheldbytheCommissionduringthecourseofaninquiryshallbeopentothepublic unless a closedmeeting is permitted pursuant to Utah Code Section 52‐4‐205(l).TheCommission isnot acting in a judicial orquasi‐judicial capacitywhen conductinganinquiry.

8‐4‐0.SUBPOENASTheCommissionmay request theDirector of theHumanResourcesDepartment and theCityAttorneyOfficetoissueanexecutivebranchsubpoenapursuanttoSaltLakeCityCodeSections2.59.020and2.59.040.

39

SALTLAKECITY

CIVILSERVICERULESANDREGULATIONS

APPENDIX“A”

SWORNPROMOTIONALPOSITIONSSALTLAKECITYPOLICEDEPARTMENT

TheeligibilityrequirementsforthefollowingpromotionsinthePoliceDepartmentareasfollows:A. Sergeant

1. Five (5) years total experience as a sworn officer for Salt Lake City PoliceDepartment.Ifcandidateisarehiretothedepartment,inadditiontothefive(5) years of service, he/shemust have completed the 90dayprobationaryperiodasaSaltLakeCityPoliceOfficer.

2. Must successfully complete the promotional and examination process as

requiredbytheSaltLakeCityCivilServiceCommission.B. Lieutenant

1. Two(2)yearsminimuminthepositionofSaltLakeCityPoliceSergeant.

2. Must successfully complete the promotional and examination process asrequiredbytheSaltLakeCityCivilServiceCommission.

C. Captain

1. Minimumoftwo(2)yearsasaSaltLakeCityPoliceLieutenant.

2. Must successfully complete promotional and examination process asrequiredbySaltLakeCityCivilServiceCommission.

40

SALTLAKECITYCIVILSERVICERULESANDREGULATIONS

APPENDIX“B”

SWORNPROMOTIONALPOSITIONSSALTLAKECITYFIREDEPARTMENT

A. Captain: IncumbentFirefighterstobeconsideredforpromotiontotherankofCaptainshall

meet all minimum standards and criteria established by the department andapprovedby theCommission. Theserequirementsmaychangeover timeasneeddictatesandtheCommissionapproves.

B. BattalionChief: IncumbentCaptains tobe considered forpromotion to the rankofBattalionChief

shallmeetallminimumstandardsandcriteriaestablishedby thedepartmentandapprovedby theCommission. Theserequirementsmaychangeover timeasneeddictatesandtheCommissionapproves.

41

APPENDIX“C”REQUESTFORAPPEALHEARINGBEFORE

THESALTLAKECITYCIVILSERVICECOMMISSION

NameofApplicant

Personwhotookactionbeingappealed

Address

DepartmentandDateofAction

City

StateandZip

HomePhone

WorkPhone

Appellantwillberepresentedby

Representative’sPhone

Address

City

StateandZip

Whatistheactionthatisbeingappealed:

Appellant’sRankorGrade

Pleaseprovidethefactsregardingyourappeal.

Attachadditionalpagesifnecessary

42

Pleaselistanywitnessesyoumayhavetestify:

Name

Telephone

Address

City

StateandZip

Attachadditionalsheets,ifnecessary.

Whatrecordsandotherinformationdoyourequestfromthepersonwhotooktheactionthatresultedinthisappeal?

WhatactiondoyouwanttheSaltLakeCityCivilServiceCommissiontotake?

IherebyrequestahearingbeforetheSaltLakeCityCivilServiceCommission.

___________________________________________ _______________ SignatureofAppellant Date

SubmitthisdocumenttotheCityRecordersOffice,451SouthStateStreet,Room415,P.O.Box145515,SaltLakeCity,Utah84114‐5515

43

APPENDIX“D”RESPONSETOREQUESTFORAPPEALHEARINGBEFORE


Respondent

Address

City

StateandZip

HomePhone

WorkPhone

PleasestatetheactiontakenbytheRespondent:Pleaseprovidefactsoroccurrencessurroundingtheappeal: WhatrecordsandotherinformationdoyourequestfromtheAppellant?Attachadditionalsheets,ifnecessary

44


Name

Telephone

Address

City

StateandZip

Attach additional sheets, if necessary.

________________________________________ Respondent

________________________________________ _____________________ By: Date

SubmitthisdocumenttotheCityRecordersOffice,451SouthStateStreet,Room415,P.O.Box145515,SaltLakeCity,Utah84114‐5515

45

APPENDIX“E”REQUESTFORPETITIONHEARINGBEFORE


NameofApplicant

Personwhotookactionbeingchallenged

Address

DepartmentandDateofAction

City

StateandZip

HomePhone

WorkPhone

Petitionerwillberepresentedby

Representative’sPhone

Address

City

StateandZip

Whatistheactionthatisbeingchallenged:

Petitioner’sRankorGrade

Pleaseprovidethefactsregardingyourpetition

Attachadditionalpagesifnecessary

46


Name

Telephone

Address

City

StateandZip


Whatrecordsandotherinformationdoyourequestfromthepersonwhotooktheactionthatresultedinthispetition?

WhatactiondoyouwanttheSaltLakeCityCivilServiceCommissiontotake?

IherebyrequestahearingbeforetheSaltLakeCityCivilServiceCommission.

___________________________________________ _______________ SignatureofPetitioner Date

Submit thisdocument to theCityRecorder’sOffice,451SouthStateStreet,Room415,P.O.Box145515,SaltLakeCity,Utah84114‐5515

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APPENDIX“F”RESPONSETOREQUESTFORPETITIONHEARINGBEFORE


Respondent

Address

City

StateandZip

HomePhone

WorkPhone

PleasestatetheactiontakenbytheRespondent:

Pleaseprovidefactsoroccurrencessurroundingthepetition:

WhatrecordsandotherinformationdoyourequestfromthePetitioner?


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Name

Telephone

Address

City

StateandZip


________________________________________ Respondent

________________________________________ _____________________ By: Date

SubmitthisdocumenttotheCityRecorder’sOffice,451SouthStateStreet,Room415,P.O.Box145515,SaltLakeCity,Utah84114‐5515

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