Probation Department Policy/Procedure Manual
5.26 Processing a Status Change
| Location |
Support Services-Human Resources |
| Section |
|
| Subject |
5.26 Processing a Status Change |
| Purpose |
This serves as a guideline for processing employee changes in status, which includes promotions, voluntary reductions, provisional and substitute appointments. |
| Effective Date |
1/1/2018 |
| Previous Effective Date |
11/1/2022 |
Check if the employee is currently completing an evaluation as this may affect the Status Change timeline.
Depending on the circumstance: create Promotional Offer Letter or Voluntary Reduction Letter. If the status change is a substitute appointment: create the Substitute Memo, Substitute Appointment Form, and Appointment Acceptance Letter. If the status change is a provisional appointment: Confirmation of Job Offer letter, Appointment Memo, and Provisional Appointment Form. The Chief Probation Officer signs all letters and/or memos prior to the employee signing.
After signed by the Chief, DPT provides the letter/memo and pertaining Pension Trust form to the employee for completion as well as any other information that pertains to the employee transition. (changing bargaining units may result in the employee qualifying to update some new benefits for example).
DPT emails the completed Pension form to Pension Trust to inquire if any changes will occur due to the transition.
Update the employee PAF to reflect the transition as well as any monthly “wage types” that will change, Pension changes, etc.
Send PAF and signed letter/memo to Central HR for processing.
Send an email that includes the employee’s name, employee number, old status, new status, effective date, supervisor, telephone number, assignment, and IT access to Probation IT/Automation, SAC II, Executive assistant to the Chief, Professional Standards Unit ([email protected]) , appropriate CDPO, SDPO/supervisor, and CC: to Chief, Asst Chief, CDPO over support services, other DPT
If applicable, complete telephone request. Notify the employee of anything related to the phone line once it is set up. Update the telephone master list and telephone building maps.
If promoting from non-sworn to sworn, or vice versa, notify the Union President (the Probation officer within our department that is designated as such).
Update NeoGov interview list. Update interview schedule in the F drive.
If applicable, update supervisor/any direct reports in NeoGov. If the employee is promoting from JSO to any other non-JSO position, remove the additional supervisors in NeoGov Perform.
If applicable, email Employee Notification to Update their Timecard template. Move employee to new approver group.
Email the front desks with pertaining information so they can update phone lists, mailboxes, etc.
Update label on employee admin file and green sheet in their Admin file.
Request a new ID card from Professional Standards SDPO.
If transitioning from JSO to another position, notify Auditor if they are currently enrolled in Annual Leave program so they are unenrolled. Annual leave hours can still be used but not accrued. Annual leave hours must be used prior to using other types of balances.
Update the Current Perm Employee List. Update the Employee Promotions List. Update managements Employee Contact list (job title). Update the Emergency Employee List.
If applicable, update the employee’s approver group in SAP.
If the employee is promoting to a supervisory position, provide the following:
- NeoGov information on approving evaluations
- Instructions on how to approve and enter timecards in SAP
- Work Comp information
Request Probation IT to give supervisor status in SAP/Timecards to employee.