Rules of Bexar County Sheriff’s Civil Service Commission Overview

Established on March 14, 1985, and revised until September 23, 2019. Aimed at ensuring personnel actions are administered equitably and in the best interest of Bexar County citizens. Provides a formal avenue for administrative redress for individuals under the Sheriff's department civil service.

Commission Leadership

Chairman: Ruben AlcantaraCommission Members: Brian T. Powers, Tony ResendezCivil Service Staff: Adam L. Leos, Human Resources Analyst

Preamble

Civil service rules and procedures are established pursuant to state law, facilitated by Bexar County Commissioners Court. Effective personnel policies promote an equitable personnel system within the Sheriff’s Office.

Duties of the Director

Responsibility: Provide recommendations, administration, record-keeping, and expenditure control. Maintain meeting minutes and allow authorized personnel to review records.

Definitions of Key Terms

Absence Types

• Absence Without Leave: Unexcused absence from work.

• Accrued Leave: Leave earned but not used within the current leave year.

• Excused Absence: Authorized absence without pay charge.

Employee Types

• Classified Employee: Regular and probationary employees who are non-exempt from civil service rules.

• Exempt Employee: Classified by the Sheriff under certain provisions of state law.

Employment Actions

• Adverse Action: Disciplinary action like dismissal or suspension.

• Termination: Discontinuance of an employee's service.

Organizational Structure

The organizational structure of the Bexar County Sheriff’s Civil Service Commission is designed to efficiently manage the personnel policies and regulations governing the Sheriff’s Office. The structure is hierarchical and functionally delineates responsibilities and authority among the members and staff.

• Civil Service Commission:The Commission itself is composed of appointed members who oversee the civil service system within the Sheriff’s Office. It is responsible for the implementation and adherence to civil service regulations, setting hiring standards, conducting promotions, and ensuring fair treatment of employees.

• Commission Meetings:Regular meetings are held monthly to review personnel actions, policy changes, and other aspects related to civil service management. A quorum is required for decision-making, which necessitates attendance by at least two members to ensure that policies are voted on and approved.

• Leadership Roles:The roles within the Commission are clearly defined. The Chairman facilitates meetings and represents the Commission in public forums, while Commission members actively participate in discussions, evaluations, and decisions regarding personnel actions. Each member brings their expertise, and they are involved in various subcommittees that focus on specific functions such as hiring, promotions, and grievance resolution.

• Civil Service Staff:The Civil Service Staff, led by the Human Resources Analyst, provides administrative support to the Commission. Their responsibilities include maintaining records, coordinating recruitment efforts, and ensuring compliance with regulations. The staff plays a critical role in data management, report compilation, and analysis of staffing needs and employee performance.

• Subcommittees:The Commission may form subcommittees to tackle specific issues or initiatives that require focused attention. For instance, a promotional review committee may assess qualifications for promotions based on performance evaluations and training records.

• Communication Channels:Open channels of communication between the Commission, Sheriff’s Office employees, and the Civil Service Staff foster transparency and facilitate the quick resolution of issues regarding personnel matters. Regular updates and feedback sessions are held to inform employees about policies and changes, promoting a culture of openness and collaboration.

Employment Policies

Bexar County Sheriff's Office employment policies are vital in maintaining a fair and efficient workplace. The policies encompass hiring practices, job postings, promotions, and employee rights to ensure a transparent and equitable process.

Hiring Priorities

Current employees have hiring priorities over external candidates. This policy promotes internal mobility and retention, ensuring qualified staff can advance their careers within the department.

Job Descriptions

Job descriptions must be maintained for all positions within the department. These descriptions outline responsibilities, qualifications, and the essential functions of each position. Changes to a position description, including pay and duties, require Commission approval to maintain consistency and fairness.

Recruitment Process

The recruitment process aims to attract a diverse pool of qualified candidates. Job openings are advertised through multiple platforms, ensuring broad visibility. The selection process includes screening applications based on minimum qualifications, conducting interviews, and utilizing testing and physical examinations to evaluate candidates' suitability.

Promotions

Employees are encouraged to pursue advancement, with several opportunities available based on merit and qualifications. Promotional opportunities are structured around a competitive process, ensuring all eligible candidates are considered without bias. Detailed qualifications for various ranks highlight the importance of both work experience and continued education. Performance evaluations play a crucial role in assessing candidates for promotion.

Equal Employment Opportunity

The department is committed to non-discrimination based on a wide range of personal characteristics, including but not limited to race, gender, age, disability, and sexual orientation. All employment-related matters are administered fairly, providing equal opportunities for all applicants and employees.

Employment Documentation

The department maintains detailed records of all employment processes, including applications, hiring decisions, performance evaluations, and disciplinary actions. This documentation ensures transparency and accountability in personnel matters.

Equal Employment Opportunity

Commitment to non-discrimination based on a wide range of personal characteristics. All employment-related matters are administered fairly irrespective of personal identity factors.

Employment Procedures

Hiring Process

• Complete an application.

• Screening based on minimum qualifications.

• Testing and physical examination required.

• Intra-departmental transfers are encouraged.

• Must have Social Security number and meet age requirements, including official proof.

Probationary Periods

• First six months for regular employees; twelve months for uniformed officers.

• Performance evaluations conducted regularly during this period.

Leave Policies

Types of Leave

• Annual Leave:

  • Used for personal reasons, such as vacations, holidays, or other planned absences. Employees accrue annual leave based on their length of service within the department, typically accumulating 8 to 12 hours per month depending on years of service. Unused annual leave can often be carried over into the next year, within specified limits. Employees may request annual leave in advance and must provide appropriate notice to ensure adequate coverage during their absence.

• Sick Leave:

  • Intended for use during personal illness or health issues affecting the employee or their immediate family. Employees usually earn sick leave at a rate of 8 hours per month. If sick leave is exhausted due to prolonged illness, employees may have the option to use accrued annual leave or request leave under the Family and Medical Leave Act (FMLA).

• Military Leave:

  • Granted for employees who are required to perform military duties or training. Employees eligible for military leave may receive a specified duration of paid leave, typically up to 15 days per year, depending on their military obligations. Beyond this period, employees may use accrued annual or compensatory leave. Documentation, such as military orders, is usually required to process military leave requests.

• Compensatory Time:

  • Offered to employees for extra hours worked beyond their regular schedule. Comp time is generally calculated based on a rate of one and a half hours off for each hour of overtime worked. Employees must request the use of this time in advance, and supervisors have discretion over its approval based on workload. Employees may also be required to track and report their accrued compensatory time, subject to departmental regulations.

• Excused Absence:

  • This leave is used during circumstances where an employee needs to be absent due to various reasons approved by the department (e.g., jury duty, personal matters). Requests for excused absences must be documented and submitted in advance when possible.

Disciplinary Procedures

General Disciplinary Actions

• Types of Disciplinary Actions: Includes a range of penalties such as written reprimands, suspensions, demotions, and dismissals.

• Specific Causes for Actions: Causes can include insubordination, dishonesty, misconduct, poor job performance, excessive absenteeism, and violation of departmental rules. Each cause should be clearly stated in any disciplinary action taken.

• Documentation Requirements: Disciplinary actions must be thoroughly documented, including the exact nature of the violation and the steps taken leading up to the disciplinary decision. This documentation should be communicated clearly to the employee to ensure they understand the reasoning behind the action.

• Progressive Disciplinary Approach: The Sheriff’s Office may utilize a progressive approach to discipline, which seeks to address behavioral issues through a series of escalating consequences starting from verbal warnings to more severe penalties, depending on the frequency and severity of the infractions.

• Notification Process: Employees must be notified of the disciplinary action taken against them, including the details of the violation, the evidence presented, and their right to respond. A meeting may be held to discuss the allegations and allow the employee to present their side of the story.

• Employee Rights: Employees have the right to respond to any disciplinary action before it is finalized and to appeal a decision as described in the grievance system. The employee may seek representation during these discussions.

• Appeal Procedure: Employees who wish to appeal any disciplinary actions must do so by submitting a written notice within a specific timeframe. The appeal process should include a review of the documentation and a potential hearing where the employee can present their case.

Grievance System Procedures

Purpose and ScopeDesigned to address employee grievances efficiently. Types include disciplinary (against reprimands, suspensions, etc.) and personal grievances (work conditions, unfair treatment).

Appeal System ProceduresAppeal RightsEmployees may appeal disciplinary actions, provided they meet specific procedural timelines. Hearings are conducted to assess the validity of disciplinary actions taken against employees.

Promotional Procedures

Promotion Policies

• The promotional process is designed to affirm a commitment to fairness and transparency.

• Promotional opportunities are structured around a competitive and merit-based system, ensuring that all eligible candidates are considered without bias.

• Selection Process:

  • Candidates must first pass a written examination that assesses knowledge relevant to the position being applied for.

  • Following the written exam, a Review Board evaluates candidates based on their performance, experience, and education. This ensures that promotions are based not only on test scores but also on a holistic view of a candidate's qualifications.

• Qualifications:

  • Detailed qualifications for various ranks within the Sheriff’s Office highlight the importance of both work experience and continued education.

  • Frequent training programs and professional development opportunities are available, encouraging employees to pursue advancement.

• Final Evaluations:

  • Comprehensive documentation, including performance evaluations and the promotion decision rationale, is provided throughout the promotional process. This ensures transparency, fairness, and clarity regarding how decisions were made.

Final Notes

Comprehensive documentation provided throughout the promotional process ensures transparency and fairness in employee evaluations.