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Applicable To: All employees |
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Approval Authority: Chief George N. Turner |
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Signature: Signed by GNT |
Date Signed: 2/24/12 |
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| Table of Contents | |||
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4.4 Test Applicants for Sworn or Category I Positions |
4.11.4 Conditional Offer of Employment |
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This directive establishes the procedure for investigating the background of applicants for employment with the Atlanta Police Department.
The Recruitment Unit shall investigate the background of applicants for sworn or civilian employment with the Atlanta Police Department.
The Atlanta Police Department is an Equal Opportunity Employer and does not discriminate on the basis of race, sex, age, national origin, religion, sexual orientation, or physical disability (except where physical requirements constitute a bona fide occupational qualification). City of Atlanta Ordinance section 114-77.
3.2 When a recruit reapplies for employment with the Atlanta Police Department, after separating from the department while assigned to the Training Unit, the Recruitment Unit commander is responsible for reviewing the recruit’s file. 3.3 Recruitment Unit supervisors shall monitor their employees’ compliance with this directive.
3.4 Recruitment Unit employees shall follow the procedures in this directive. Employees assigned to recruit or investigate the background of applicants are referred to as Recruiters.
3.5 The Chief of Police, as the appointing authority, retains the authority to make the final decision on all offers of employment.
4.1 General Guidelines
4.1.1 Each element of the selection process for employment shall be administered, scored, evaluated, and interpreted in a uniform manner.
4.1.2 The background investigation process consists of the following:
1. Pre-application screening.
2. Application.
3. Verification of essential information.
4. Testing: cognitive, psychometric, POST.
5. Criminal history check based on fingerprints.
6. Contacting law enforcement agencies where the applicant previously lived to determine if there is a pattern of involvement and or any prior contact with the criminal justice system.
7. Driving record check.
8. Financial background check.
9. Employment history check, including military.
10. Character and social references.
11. Background interview.
12. Computer Voice Stress Analyzer Examination and
13. If a conditional offer of employment is made:
a. Psychological interview;
b. Medical and drug screening;
c. Georgia POST screening.
4.1.3 The Recruitment Unit commander or his or her designee shall attempt to schedule elements of the process in order to minimize travel to Atlanta for out-of-state applicants.
4.1.4 The Recruiter shall maintain periodic contact with the applicant by telephone or in person in addition to any written contact throughout the application process. He or she shall log each contact on the inside of the background investigation file. The recruiter shall also use the opportunity to request any additional information that is needed, inform the applicant periodically of the status of his or her application and about upcoming events in the selection process. He or she may answer any questions the applicant may have. (CALEA 31.3.3, 5th edition standard)
4.1.5 The Recruiter shall interview the applicant at least twice to confirm and explore items in the application.
4.1.6 The Recruiter shall verify the information received from the applicant in the background investigation process. An applicant must meet the minimum requirements in the job announcement.
4.1.7 The Recruiter shall not disqualify or reject an application because of minor omissions or deficiencies that can be corrected prior to the testing or interview process. A minor omission or deficiency is one that shall not have a significant impact on the evaluation of the applicant. (CALEA 31.3.4, 5th edition standard)
4.1.8 When a Recruiter finds information in the background investigation process that disqualifies the applicant or suspends the background investigation process, he or she shall draft a notification letter for signature by the Recruitment Unit commander within seven business days. This letter shall state the grounds for disqualification or suspension, and the process for later reapplication, if applicable.
4.2.1 The Chief of Police shall review written requests for reemployment and forward approved requests for reemployment to the Recruitment Unit.
4.2.2 Any sworn or civilian employee separating from the Atlanta Police Department must re-submit and satisfactorily complete all elements of the selection process. In addition, the following shall apply:
1. A Recruitment Unit supervisor shall review all original personnel files, in addition to contacting the applicant’s former supervisors for input into the performance of the applicant. The Recruitment Unit supervisors shall make a recommendation to the Recruitment Unit commander who shall then forward the application through the chain of command to the Chief for approval. If approved, the file shall be assigned to a background investigator for testing and further investigation.
2. The Recruiter must determine whether the individual resigned from employment with the Atlanta Police Department in “Good Standing.” Terminations, resignations under administrative investigation or charges, job abandonment, and resignations without proper notice are causes for disqualification. When an individual leaves in bad standing, the Recruitment Unit shall suspend the investigation and forward the file to the Chief with a rejection letter for his or her signature and no further consideration shall be given to the request for reinstatement. Employees who separated while in recruit training due to academic or other non-disciplinary reasons can reapply after 12 months of separation and shall be evaluated by the Training Section commander.
3. The Recruiter must examine OPS files for the applicant’s disciplinary history. If an applicant separated or resigned while under investigation or with an open OPS File, the Recruitment Unit shall suspend the investigation and forward the file to the Chief with a rejection letter for his or her signature and no further consideration shall be given to the request for reinstatement.
4. The Recruiter must contact the applicant’s last three Atlanta Police supervisors to submit a completed Background Investigation Employment Evaluation form. The Personnel Services Unit shall provide to the recruiter copies of the last three years’ performance evaluations and the employee separation form. Applicants requesting sworn reinstatement who separated while on probation shall also be evaluated by the Training Unit commander regarding performance while assigned to the Training Academy.
5. The Recruiter must notify Georgia POST that the individual is seeking reemployment. If the individual’s POST certification has been suspended or revoked, he or she is ineligible for reemployment.
4.2.3 The Training Unit shall test individuals who are rehired in sworn positions and shall require them to complete any refresher, remedial, or make-up training based on the result of their re-entry examination and the judgment of the Training Unit commander. This training must be completed prior to the rehired officer being issued a badge, a service weapon, and a sworn employee’s identification card.
4.3.1 When an individual initiates the process in person, he or she shall fill out a pre-application form (Form APD 218). If the pre-application contains disqualifying information, the recruiter shall confirm and then discuss it with the individual. If there is no disqualifying information in the pre-application form, the person shall be given an application package. Those persons who initiate the employee background investigation process by phone, mail, internet, website, or other means shall be provided with both Form APD 218 and the application package.
4.3.2 The employment application package shall include a list of the elements of the selection process, the average duration of the process, and the policy on reapplication.
4.4 Testing Applicants for Sworn or Category I Positions
4.4.1 Cognitive Skills and Psychological Examination
An applicant for a sworn or other Category I position is required to take the Cognitive Skills and Psychological Examination and obtain a minimum passing score of 75. If an applicant does not obtain the minimum passing score, he or she may retest after one year.
4.4.2 Essay (For Clinical Evaluation)
An applicant for a sworn or other Category I position with the department must write an essay, consisting of at least three paragraphs, which outlines the applicant’s career goals and aspirations. The essay shall be used during the clinical evaluation by the psychological staff to assist in determining the applicant’s academic cognitive fitness. The essay must be completed within 20 minutes.
4.4.3 Prescribed Reading Comprehension Test (For Clinical Evaluation)
An applicant for a sworn or other Category I position must take the Prescribed Reading Comprehension Test. The psychological staff shall use the results of the Prescribed Reading Comprehension Test to assist in determining the applicant’s qualifications. (O.C.G.A 35-8-8(a) and City of Atlanta Ordinance section 98-38 and 114-185)
4.4.4 Peace Officer Standard and Training (POST) Council Examination.
An applicant for a sworn position must score “acceptable” on the POST examination. If the applicant has taken the Georgia POST test and passed, he or she is exempt upon receipt of authentic documentation. An applicant currently possessing POST certification is exempt from the POST test portion of the examination upon presentation of proof of certification. O.C.G.A 35-8-8(a)
4.5 The Recruitment Unit shall have the applicant fingerprinted and submit the fingerprints to the Georgia Crime Information Center (GCIC) and National Crime Information Center (NCIC) for a criminal record check. O.C.G.A 35-8-8(a)
4.6.1 The recruiter shall investigate any civil actions (liens, garnishments, pending civil suits, etc.) involving the applicant within the preceding three years. The civil action must be listed in the public records section of the credit report, civil or Federal court records. All outstanding civil actions shall be evaluated through investigation. The applicant shall furnish the recruiter with documentation that shows productive efforts are being made for the settlement of all civil actions.
4.6.2 All outstanding civil actions should show progress toward being paid, as an indicator of the applicant’s sense of responsibility and personal management of financial affairs. This can be accomplished by signing and complying with Form APD 287 a financial management skills agreement waiver.
4.7.1 The recruiter shall send an Employment Check Questionnaire to each of the applicant’s prior employers and include a copy of the applicant’s Release of Information Waiver.
4.7.2 The recruiter shall verify all prior employment and document any negative patterns of employment in the following areas:
1. Absenteeism/tardiness.
2. Sick leave.
3. Interaction with other employees.
4. Gross negligence and incompetence.
5. Attitude towards supervision.
6. Dishonesty or theft from a former employer.
7. Use of alcohol or drugs at work.
8. Job abandonment.
9. Performance evaluations.
10. Terminations.
11. Employment stability.
12. Resignations under pressure.
13. Disciplinary history.
14. Pending disciplinary investigations.
4.7.3 For periods of self-employment, the applicant shall show documentation such as business license and tax records as required by the Recruitment Unit commander.
The Recruiter shall review Form DD214 (#4 copy). The recruiter shall contact military authorities for any disciplinary action or criminal investigations.
An applicant for a position with the department shall be investigated to determine overall reputation. This includes a visit to the applicant’s neighborhood if the applicant resides in the metropolitan area and interviews with references, neighbors and other acquaintances. Each applicant must have at least three character references and two neighborhood references. The focus of the investigation is job-related behavior, as well as the applicant’s image and reputation in the community.
4.10 Computer Voice Stress Analyzer Examination
4.10.1 Refer to APD.SOP.3120 “Polygraph and CVSA” for further guidance on the CVSA examination.
4.10.2 The CVSA examination shall be used as an investigative tool to verify information provided by the applicant.
4.10.3 Applicants shall be provided with a list of areas from which questions shall be drawn prior to the CVSA examination.
4.10.4 An applicant who fails the CVSA shall not be retested. Failure of the CVSA examination shall not be used as the sole determining factor to disqualify or suspend an applicant.
4.11.1 The recruiter shall summarize the results of the investigation and forward it to their supervisor.
4.11.2 The supervisor shall review the file for completeness and determine if there is a need for further investigation. The supervisor shall write his or her synopsis, documenting any concerns, and forward the file to the Recruitment Unit commander. The supervisor, in the cover memo, shall make a hiring recommendation, stating that applicant is either recommended for hire, not recommended for hire, or that the applicant’s file requires a command review.
4.11.3 The Recruitment Unit commander shall review the file and sign the supervisor’s cover memo as recommended for hire, not recommended for hire, or flagged for command review. He or she shall then forward the file with a cover memo through the chain of command to the Office of the Chief of Police.
4.11.4 Conditional Offer of Employment
1. The Chief of Police shall determine whether the applicant shall be given an offer of employment conditioned on the successful completion of the psychological evaluation, medical evaluation, and drug screening. As appointing authority, the Chief of Police makes the final decision on all offers of employment.
2. After making the final decision on an offer of employment, the Chief of Police shall return the applicant’s file to the Recruitment Unit.
3. The Recruitment Unit commander shall notify the applicant in writing of the employment decision.
4.12.1 To be employed by the Atlanta Police Department, an applicant:
1. Must have the cognitive effectiveness, as measured by test and interview data, to both learn the procedures required of them and to exercise judgment in carrying out their job.
2. Must be free from serious disorders of thought, mood, personality, and impulse control.
3. Must be neither seriously exploitative, manipulative, nor hostile, and be able to adequately relate to citizens and peers.
4. Must not be predisposed to psychosomatic or substance abuse disorders; and
5. Be able to both accept authority and to exhibit an authoritative posture when necessary.
4.12.2 Psychological Interview
1. An applicant applying for sworn and category I positions shall undergo a pre-employment psychological interview, conducted by a licensed psychologist. The psychological interview shall be conducted in accordance with an established standardized format with focus on the following:
a. Mental status examination.
b. Family position, roles, responsibilities, and relationships.
c. Self-conception and confidence.
d. Educational strengths and weaknesses.
e. School history and relationships with peers and teachers.
f. Recreational activities and hobbies.
g. Past work history and relationships with supervisors.
h. Past record of interaction with law enforcement officers.
i. Substance use and abuse.
j. Anger management and sensitivity to insults.
k. Psycho-social and emotional development history.
l. Achievements and disappointments.
m. Desire for the position and other occupational interests.
n. Future goals and plans.
o. Prior relationships with and attitudes toward members of ethnic groups other than the applicant’s.
p. Attitudes toward supervisors and colleagues.
2. The Recruitment Unit shall schedule the interviews.
1. The psychological report shall typically summarize the testing results and any unusual background findings.
2. The psychological report shall provide a description of the applicant, describing mental status, communication ability, ability to relate, mannerisms, mood, alertness, and other features of the applicant’s presentation.
3. The psychological report shall summarize the applicant’s personal living situation and habit patterns, focusing on deviations from what is expected of an applicant for the position being sought.
4. The psychological report shall summarize the material and make a hiring recommendation using the following ratings:
a. RECOMMENDED
b. RECOMMENDED WITH RESERVATION
c. NOT RECOMMENDED
1. If an applicant is not recommended by the psychologist, that applicant can request a second opinion.
2. The Recruitment Unit commander shall inform an applicant that he or she is entitled to a second opinion, at his or her own expense, and shall be given the telephone number to the Employee Assistance Unit. The Employee Assistance Unit shall schedule the applicant for a second opinion with a certified psychologist chosen by the head of the Employee Assistance Unit. Applicants must request a retest within 30 days and complete the retest within 90 days of being notified of the initial test results.
3. Once the appointment is made, a representative from the Employee Assistance Unit shall inform the Recruitment Unit of the fact that the applicant has been scheduled for a second opinion clinical interview. The Recruitment Unit is responsible for delivering the appropriate paperwork to the second opinion psychologist. The Recruitment Unit is also responsible for retrieving the results of the second opinion and forwarding the results back to the Employee Assistance Unit.
4. The results of the second opinion shall be examined by a representative of the Employee Assistance Unit. If the second opinion is positive, the applicant shall be scheduled to see a different Employee Assistance Unit examiner for another clinical interview. The results of all three clinical interviews shall be sent back to the Recruitment Unit with a determination of whether this applicant has successfully met the minimum requirements and passed the psychological evaluation.
1. The applicant must pass the prescribed medical examination per Georgia Code 35-8-8(a) and as set forth by the City of Atlanta ordinance Section 98-38 and 114-185.
2. Following the Chief’s conditional offer of employment, the Recruitment Unit shall contact the City’s Department of Personnel and Human Resources to obtain medical examination appointment times.
3. The recruiter shall contact the applicant with the date and time of the medical examination appointment.
4.14.1 An applicant must successfully pass the required drug screen before being processed as an employee of the Atlanta Police Department.
4.14.2 If the test results from the required drug screen are positive for an illegal drug or drugs, the applicant shall be disqualified from the background investigation process.
4.15 Applying the Results of the Psychological Interview, Medical Exam, and Drug Screen.
4.15.1 If the applicant passed the psychological examination, medical examinations, and drug screen, the Recruitment Unit commander shall document the same. The recruiter shall then:
1. Notify the Personnel Services Unit to schedule the applicant for employment processing.
2. Send copies of the needed documents from the background investigation file to the Personnel Services Unit.
4.15.2 If the applicant failed the psychological evaluation, medical examination, or drug screen and the failing condition is correctable, the Recruiter shall allow the applicant a reasonable amount of time to correct it. If not correctable, the Recruitment Unit commander shall notify the applicant in writing and by telephone stating that the applicant is rejected for failure to pass the psychological evaluation, medical examination, or drug screening examination.
(CALEA 32.2.3, 5th edition standard)
4.16.1 All records and files relating to the selection process shall be kept secure and confidential at all times. Recruitment Unit employees who receive records or files to be used in the selection process shall keep them confidential and secure at all times. Recruitment Unit employees who have a file in their custody shall keep it in their immediate possession, locked in a secure area, or return it to the Recruitment Unit file system.
4.16.2 The applicant’s psychological report and medical report shall be filed separately from the rest of the background investigation file, also to be kept secure and confidential in the Recruitment Unit file system at all times.
4.16.3 The background investigation file on an employee shall be kept in the Recruitment Unit for the duration of his or her employment with the department. When the employee separates from the department, the file shall be kept indefinitely in a “separated” category in the Unit.
4.16.4 The background investigation file on an applicant who was not hired shall be kept in the Recruitment Unit for seven years, then archived at the City’s Records Management Office for eight years, and then shredded.
5.1 Approved drug screen: The Atlantic Health Group is designated as the site for the collection of test specimens. The Smith Kline Bio-Science Laboratories are designated as the official laboratories for the drug screen analysis. Any approved drug screen requires the application of the standard acceptable procedures utilized by the above establishments. These designations are subject to change through the contract process.
5.2 Category I: Police officers, police recruits, property management clerks, personal assistants, analysts, legal assistants, administrative assistants, identification technicians, radio dispatchers, computer services personnel, license and permit inspectors, all personnel assigned to the Chief of Police, Assistant Chief of Police, Recruitment Unit, Special Enforcement Section, and Office of Professional Standards, or any other sensitive position identified as such by the Chief of Police or his or her designee.
5.3 Category II: Any employee not in Category I
5.4 Illegal Drugs: A chemical substance not lawfully prescribed by a doctor who is controlled by the “Georgia Controlled Substance Act” (Article 2, Chapter 13, and Title 16, of the Official Code of Georgia: Annotated)
APD.SOP.2070 “Recruitment and Hiring Process”, September 1, 2008
Commission on Accreditation for Law Enforcement Agencies, Inc, 5th ed. Standards 31.3.3, 31.3.4, 32.1.1, 32.1.2; 32.1.3, 32.1.4, 32.1.5, 32.1.6, 32.1.7, 32.2.1, 32.2.3, 32.2.4, 32.2.6, 32.2.7, 32.2.8, 32.2.9
Official Code of Georgia: Annotated “Controlled Substance Act” (OCGA), chapter 13 of Title 16 and (OCGA) 35-8-8(a)
APD.SOP.3120: “Polygraph and Computer Voice Stress Analyzer”
The Cooper Institute for Aerobic Research
City of Atlanta Code of Ordinances, Sections: 98-38, 114-185 and 114-77
APD.SOP.2090 “Performance Evaluation”
APD Decision Rules for Hiring (Confidential Appendix) |