G.O. 8.02 - Selection

PURPOSE

  • Establish a comprehensive written directive (General Order 8.02) governing the Norwich Police Department (NPD) selection process for sworn personnel.
  • Ensure every component complies with professional standards, Connecticut Police Officer Standards & Training Council (POSTC) regulations, federal/state law (e.g.
    • ADA,
    • CT Public Records Act,
    • CT Freedom of Information Act).
  • Designate the Training & Selections Unit (TSU) as day-to-day manager; Chief of Police retains ultimate appointment authority.

POLICY OVERVIEW

  • All selection elements must be:
    • Job-related, valid, useful, minimally adverse.
    • Administered uniformly, fairly, and legally.
  • Mandatory annual review by Human Resources (HR) Director + Training & Selections Supervisor; update if necessary for effectiveness/equity.
  • Governs pre-hire, post-conditional, and probationary procedures, plus record-keeping, security, and re-employment of former staff.

DEFINITIONS

  • Selection Process – Combined activities/tests that screen applicants and lead to a final decision on permanent sworn employment.

ELEMENTS & ACTIVITIES OF THE SELECTION PROCESS

  • Appointing Authority: Chief of Police (with HR Director ensuring integrity of process).
  • No Lateral Entry into unionized sworn classifications; certified officers must complete full entry-level process.

A. Pre-Conditional Job-Offer Components

  • Written examination.
  • Physical agility test.
  • Oral Board examination.
  • Successful candidates placed on an eligibility list ➞ possible final interview with Chief ➞ conditional job offer.

B. Post-Conditional Job-Offer Components

  • Background investigation.
  • Psychological examination.
  • Polygraph examination.
  • Medical examination incl. drug screening.
  • POST physical-agility entrance test.
  • Graduation/Certification from the Connecticut Police Training Academy (or equivalent).

C. Probationary Period Components

  • Probation begins at date of hire and ends one year after academy graduation (certified hires: 1 year1\ \text{year} from hire).
  • Field Training & Evaluation Program (FTO).
  • Solo assignment phase.

D. Annual/Periodic Evaluation

  • Yearly review of tests, criteria, and vendor products; report to Chief.

JOB-RELATEDNESS & TEST VALIDITY REQUIREMENTS

  • All internal/external components must prove Validity, Utility, Minimal Adverse Impact. • Validity demonstrated via:
    1. Criterion-related validation (correlate test scores with job performance).
    2. Construct validation (measure critical traits).
    3. Content validation (test samples significant job tasks).
      • Utility = practical value considering validity, selection ratio, vacancies, job nature.
      • Adverse Impact = selection rate that fails the 45=0.8\frac{4}{5}=0.8 rule for any race/sex/ethnic group.

UNIFORM ADMINISTRATION STANDARDS

  • Identical timing, instructions, practice items, scoring formulas, and oral-board questions for every candidate.
  • Same procedures for background, polygraph, medical, psychological, oral interviews.
  • Full compliance with ADA and other legal mandates.

APPLICATION PROCESS

  • HR screens all applications for minimum standards; conducts initial NCIC/SPBI criminal check (felony = automatic POSTC disqualification).
  • HR maintains real-time status logs for each applicant.
  • TSU provides written notice to each applicant detailing:
    • Entire selection process & timetable.
    • Potential polygraph topics.
    • POSTC entry/graduation physical standards.
  • Completed eligibility packets kept by Chief’s Office when in use; others retained by HR.

CANDIDATE COMMUNICATION & DISQUALIFICATION

  • Continuous contact from application ➞ final decision.
  • Information packet spells out:
    • Process elements.
    • Typical duration (≈ 3–63\text{–}6 months pre-offer; eligibility list ≥ 1 year).
    • Re-application policy (disqualified candidates encouraged to reapply).
  • Written notification within 30 days for ineligible applicants, stating specific reason(s), e.g.:
    • Failing minimum qualifications.
    • Failing any component.
    • List expiration.
  • Records of all candidates kept ≥ 3 years; access only with HR Director approval.

SECURITY & ACCESS OF MATERIALS

  • All active/unused test materials stored in locked, secure areas 24/7; never left unattended.
  • Access limited to HR Director, Chief, or explicit designees.
  • Destruction per CT Public Records Act to prevent information disclosure.

PHYSICAL AGILITY / FITNESS EXAM (Cooper Standards)

  • Job-task-based, nondiscriminatory, POSTC directed.
  • Candidates must sign waivers.
  • HR schedules and scores.

WRITTEN EXAMINATION

  • Administered by Law Enforcement Council of CT (LEC).
  • Passing score ➞ scheduling of physical agility test.
  • HR schedules; private vendors/tests must meet validity, utility, adverse-impact rules.

ORAL INTERVIEW

  • Top scorers post-written exam.
  • HR schedules; conducted with identical pre-scripted questions and uniform rating scale.
  • Results documented and filed.

CONDITIONAL JOB OFFER

  • Chief interviews top candidate(s) ➞ extends in-person conditional offer.
  • Offer contingent upon successful completion of:
    • Polygraph, Psychological, Medical, Background investigations (schedule: TSU arranges poly & psych; HR arranges medical).
  • Start-date information may be provided.

BACKGROUND INVESTIGATION (PRE-APPOINTMENT)

General Mechanics

  • Thorough investigation after candidate completes Background Questionnaire.
  • Primarily conducted in-person by trained, sworn investigators (TSU function); telephone/mail only with Chief’s approval.
  • Report completed in standard format and submitted to Chief.
  • Civilian candidates investigated per HR Director’s guidelines (may vary by access to COLLECT, etc.).

Minimum Checks

  • Verify age, citizenship, driver’s license, education.
  • Verify employment, military service.
  • Review criminal & traffic records.
  • Interview past/present employers, neighbors, school officials, ≥ 3 personal references.

Potential Disqualifiers

  • Misdemeanor or felony conviction (incl. controlled substance).
  • Illegal drug use / alcohol abuse.
  • Poor work or driving record.
  • Bankruptcy/serious unmanaged debt indicating lack of integrity.
  • Any comparable issue conflicting with police authority/responsibility.

Investigator Training & Documentation

  • Only designated sworn personnel with documented formal or OJT training may conduct investigations.

Retention

  • Not hired/disqualified ➞ HR keeps files ≥ 3 years.
  • On eligibility list ➞ Chief’s Office retains until list expires.
  • Hired ➞ HR files in personnel folder; all per CT retention schedules.

POLYGRAPH EXAMINATION

  • Statutory requirement for all police candidates.
  • Candidates briefed on process and topic areas beforehand.
  • Only certified law-enforcement/polygraph professionals used.
  • Results cannot be sole hiring determinant; used with other investigative data.

MEDICAL EXAMINATION

  • Conducted by licensed physician at City expense after conditional offer.
  • Goal: confirm ability to perform essential police functions.
  • Procedures must be valid, useful, nondiscriminatory.
  • Reports stored separately under Personnel Director control; not in personnel file; destruction by state schedule.

PSYCHOLOGICAL EXAMINATION

  • Performed by licensed psychologist/psychiatrist experienced with law-enforcement selection, approved by POSTC; City expense.
  • Evaluates emotional/psychological stability relative to police duties.
  • Results filed separately in Chief’s secure files; confidentiality per ADA; retention/destruction by schedule.

CONFIDENTIAL RECORDS & ADA COMPLIANCE

  • Medical/psych records treated as confidential medical files.
  • Access limited to Personnel Director and (for psych results) Chief of Police.

FINAL AUTHORITY & APPOINTMENT

  • Chief of Police holds final decision-making power.
  • Written notification to successful candidates within 30 calendar days.
  • All recruitment records archived in HR per state retention guidelines.

PROBATIONARY PERIOD (ENTRY-LEVEL SWORN)

  • Begins immediately after academy graduation.
  • Length: 1 year1\ \text{year} (per CBA & City Charter).
  • Objectives: assess field performance via FTO & solo phases before permanent status.

RE-EMPLOYMENT OF FORMER EMPLOYEES

  • Former sworn/civilian staff who left in good standing may re-apply if they:
    • Obtain Chief’s written approval.
    • Complete any examinations the Chief requires.
    • Meet all statutory standards.

ETHICAL / PRACTICAL IMPLICATIONS

  • Transparent, equitable process promotes community trust and mitigates legal liability.
  • Uniform standards protect department against discrimination claims and help secure POSTC accreditation.
  • Confidential handling of sensitive data protects candidate privacy and complies with ADA & CT statutes.