City of San Diego Administrative Regulations and Study Guide Flashcards

Vocabulary flashcards covering City of San Diego Administrative Regulations 45.50, 75.12, 90.62, 95.55, 95.60, 95.94, 96.50, and 97.10.

City Equipment, Materials and Supplies (AR 45.50)

All City property including hand tools, power tools, motive equipment, vehicles, fuels, office supplies, ICT resources, credit cards, and construction materials, regardless of condition (including items classed as salvage, scrap, or junk).

City Labor (AR 45.50)

The use of the services of any City employee while he or she is being paid by and performing services for the City of San Diego.

Mayoral Approval (AR 45.50)

The specific authorization required before City labor, equipment, materials, or supplies may be used by employees or others for personal or private purposes.

AR 35.50

The Administrative Regulation governing the Identification and Disposition of Central Stores Surplus Stock.

Civil Service Examination Vehicle Use (AR 45.50)

The permitted employee use of a City vehicle for the purpose of taking City Civil Service examinations, allowed only upon authorization by their department.

Department Directors' Responsibility (AR 45.50)

The obligation to ensure that labor, equipment, materials, and supplies under their direction are used appropriately and solely for City business.

California Vehicle Code (CVC)

The statute code that sets forth the traffic laws for the State of California.

City Business (AR 75.12)

A purpose or function related to the duties or activities of employment.

City Equipment Trainer (CET)

An individual authorized to administer the State of California Department of Motor Vehicles Employer Testing Program (ETP) to eligible drivers.

City Vehicle (AR 75.12)

A vehicle or industrial equipment owned, leased, rented, or borrowed by the City, or an authorized Privately-Owned Vehicle (POV) used to conduct City Business.

Department Head Designee (AR 75.12)

A department employee at the Appointing Authority level and above selected to assign discipline once the Screener has completed their screening results.

Discipline Chart (AR 75.12)

The matrix providing the City's proposed discipline for preventable incident categories incurred by a driver within the Last Consecutive Four-Year Period (LCFYP).

Discipline Deviation (AR 75.12)

Written recommendations made by executive management that deviate from the Discipline Chart, supported by a memo and approved by the Department Head or Chief.

Driver (AR 75.12)

A City employee responsible for operating any vehicle, industrial equipment, or POV, including the last known driver of a parked or unoccupied vehicle by default.

Driver Operator Manual (DOM)

The manual outlining City policies, operational responsibilities, care and maintenance, and safety procedures related to driving a City vehicle.

Form CD-1694

The Employee Clinic Passport DOT/FMCSA used by commercial drivers for post-incident or reasonable suspicion drug and alcohol testing.

Form CD-1551

The Employee Vehicle/Industrial Incident Damage Report that a driver involved in an incident must complete and submit to their supervisor within 48 hours.

Incident (AR 75.12)

Any event resulting in actual or alleged property damage, injury, or death associated with the operation or placement of a vehicle or industrial equipment.

Form DC-361

The Incident Report Envelope placed in all City vehicles containing required forms CD-1551, CD-1555, CD-1666, and POV instructions.

Incident Review Committee (IRC)

A departmental committee composed of three supervisory-level employees appointed to review a driver's disputed incident preventability and classification.

IRC Chair

A supervisor or equivalent appointed to coordinate the Incident Review Committee review and present final detailed written comments to the Department Head designee.

No Fault Implied Collision

An incident where fault could not be determined by investigating law enforcement, classified as non-preventable unless defensive driving could have prevented it.

Privately Owned Vehicle (POV)

A personal vehicle driven by an authorized, trained City employee in the performance of City Business following specific insurance and reporting guidelines.

Public Works Dispatch (Station 38)

The 24/7 Infrastructure/Public Works Branch communications center responsible for receiving reports of vehicle/industrial incidents and breakdowns on City Business.

Screener (AR 75.12)

An Appointing Authority or management designee appointed to conduct incident investigations, determine preventability and category, and monitor processing timelines.

Form CD-1555

The Supervisor Vehicle/Industrial Incident Investigation Report completed by the responding supervisor and submitted to the Screener within 7 calendar days.

Category 1 A Incident

A preventable incident involving a single City vehicle or equipment with minor damage (e.g., mirrors, bent rim, paint scratch) or clipping low-hanging utility wires.

Category 1 B Incident

A preventable vehicle or industrial incident occurring because the driver failed to operate defensively or failed to prepare the equipment properly for operation.

Category 2 Incident

A preventable vehicle or industrial incident occurring while the driver was negligent and/or violated City policies, procedures, standard operating procedures, or regulations.

Category 3 Incident

A preventable vehicle or industrial incident occurring while the driver demonstrated a flagrant, willful, or deliberate disregard for safety and/or the law.

Category 4 Incident

A vehicle or industrial incident occurring while the driver was under the influence of alcohol, drugs, or other substances, resulting in mandatory termination points.

No Incident Ruling (NIR)

The complete dismissal of investigation and discipline resulting from failure to complete the AR 75.12 process within 125 calendar days without documented delays.

Information Technology (IT)

The standardized abbreviation for information technology systems and digital infrastructure.

File Transfer Protocol (FTP)

A standard network protocol used to transfer electronic files between networked computers.

Email (Electronic Mail)

The electronic transfer of information in the form of messages, memoranda, notes, appointments, and attachments via a telecommunications network.

City IT Resources (AR 90.62)

All technology resources owned, leased, or subscribed to by the City, including landlines, cell phones, computers, printers, Internet, email, and network systems.

Confidential Information (AR 90.62)

City information not authorized for public disclosure, accessible only on a business need-to-know basis, excluding sensitive data covered under AR 90.64.

Expectation of Privacy (AR 90.62)

The policy rule stating that individuals have no right of privacy in any data or information maintained on City IT resources, as access is a revocable privilege.

Personal Long Distance Calls (AR 90.62)

An express unacceptable use of City telephones; such calls must be billed to a personal credit card or operator-assisted home phone.

Streaming Audio or Video Policy (AR 90.62)

Non-business bandwidth-intensive streaming is prohibited, with exceptions for official work-related media such as City TV.

Software Download Policy (AR 90.62)

Downloading software or applications for personal use is strictly prohibited, and business downloads require prior management and IT department approval.

California Public Records Act (Email)

The legal act under which City electronic mail records are considered public records subject to mandatory public disclosure unless exempt by law.

Approver (P-Card)

An Appointing Authority assigned to approve a Cardholder's transactions for payment, who cannot approve their own purchases.

Billing Official (P-Card)

An employee assigned to review original receipts and sign off on Cardholder transactions prior to final approval by the Department Appointing Authority.

Cardholder (P-Card)

An authorized City employee to whom a procurement card has been issued under their name.

Procurement Card (P-Card) Program

A credit card program managed by the Office of the City Comptroller allowing designated employees to make authorized City purchases.

Receipt Submission Deadline (P-Card)

The requirement for Cardholders to submit original receipts and documentation to the Billing Official within 2 business days of the billing cycle.

Procurement Card Participation Form

The official form signed by a Department Head to authorize or terminate a department employee's participation in the P-Card program.

Conflict of Interest (AR 95.60)

Engaging in business, transactions, or financial interests incompatible with official duties or impairing independent judgment and action.

Incompatible Gift Disposition (AR 95.60)

Prohibited gifts that cannot be returned to the donor must be donated to a public charity, the City of San Diego, or another government agency within 30 days.

Form HR-9

The Notification of Outside Employment or Enterprise form required to request departmental approval prior to engaging in collateral employment.

Collateral Employment General Prohibition

The rule under Council Policy 000-4 prohibiting outside business activities that conflict with an employee's official duties, department, or appointing authority.

Immediate Family Supervision Rule (AR 95.60)

The strict prohibition preventing supervisory or management employees from directly supervising immediate family members or close personal associates.

Tobacco and Smoke-Free Workplace Policy (AR 95.94)

The policy prohibiting smoking, vaping, or tobacco product use in all City facilities, vehicles, equipment, and within 25 feet of entrances, exits, and air intakes.

25-Foot Tobacco Perimeter (AR 95.94)

The minimum clearance distance required from all entrances, exits, air intakes, or operable windows of City facilities where smoking or vaping is prohibited.

Supervisor (EEO Policy)

Any employee with authority to undertake or recommend employment decisions, direct daily work activities, review performance, or recommend or implement discipline.

Supervisor EEO Responsibility

The requirement for supervisors to monitor workplaces, stop observed EEO violations immediately, maintain confidentiality, prevent retaliation, and file reports.

DFEH Complaint Timeframe (EEO)

The statutory limit allowing employees one year from the most recent incident date to file an EEO complaint with the California Department of Fair Employment and Housing.

EEOC Complaint Timeframe (EEO)

The federal limit requiring EEO complaints to be filed with the Equal Employment Opportunity Commission within 180 days of the alleged violation date.

EEO Report Form

The official form completed by a supervisor and forwarded to the Deputy Director when an employee requests to file an EEO complaint or harassment is identified.

EEIO Investigation Timeline

The standard processing window requiring Equal Employment Investigative Office staff to complete preliminary EEO investigations within 60 days absent extenuating circumstances.

EEO Resolution Notice Timeline

The timeframe within which an employee should receive official results following the filing and review of an Equal Employment Opportunity Violation Report, set at 120 days.

EEO Follow-Up Plan

Post-resolution reviews typically conducted by supervisory or higher level staff at 3-month and 6-month intervals following an EEO complaint resolution.

Threat Management Policy Statement (AR 97.10)

The City of San Diego's strict 100% response policy prohibiting any direct or implied threat or workplace bullying toward anyone at any time.

Bullying / Abusive Conduct (AR 97.10)

Malicious oral, written, or physical workplace conduct that a reasonable person would find hostile, offensive, and unrelated to legitimate business interests.

Malice (AR 97.10)

Conduct intended to cause injury to another person or despicable conduct performed with willful and conscious disregard for the rights or safety of others.

Threat (AR 97.10)

A direct or implied expression of intent to inflict physical harm, intimidate, or induce fear, perceived by a reasonable person as a threat to safety or property.

Threat Assessment Team

The specialized City entity available to consult with supervisors and management to help evaluate allegations of threats or workplace bullying.

Immediate Threat Notification Procedure

The rule requiring any individual aware of an alleged threat or bullying to immediately notify a City supervisor, management, or the HR Department.

On the Spot Suspension (AR 97.10)

An immediate disciplinary suspension approved by an Appointing Authority in response to serious workplace threat or bullying allegations.

Paid Administrative Leave Pending Investigation

Temporary removal of an employee from the workplace for up to 30 calendar days when necessary for well-being and safety during a threat investigation.

Fact-Finding Investigation (AR 97.10)

A formal investigation examining the 5 W's (Who, What, Where, When, Why) to evaluate workplace threat or bullying allegations under Dimensions in Discipline.

Form CD-1576

The City of San Diego Driver/Operator Identification Card verifying an employee's authorized driving qualifications and regulatory training.

125-Calendar Day Completion Requirement

The required timeline for processing an AR 75.12 vehicle incident from Screener receipt of forms CD-1551 and CD-1555 through management signatures and final discipline.

Eight-Hour Non-Compliance Suspension (AR 75.12)

The mandatory discipline imposed on drivers, supervisors, or witnesses who fail to properly report an incident, submit CD-1555 timely, or complete required retesting or classes.