Department Operations Manual

33010.22.1 Authority GC: • GC 19841 provides the right to moving and relocation expenses when all criteria are met. • GC 19050.5 states that involuntary transfer of an employee may be made to a different classification under the jurisdiction of the appointing power, however, advance approval of the CalHR is required. • GC 19994.1 states that 60 days written advance notice of involuntary transfer is required, unless the employee waives this right, when a change in the employee’s residence is reasonably required. • GC 19994.2 states that the CalHR may determine the method by which employees are selected for involuntary transfer when two or more employees are involved. CalHR: • CalHR Rule 434 describes involuntary transfer between classification: When the transfer between classifications is not voluntary on the part of the employee, the classification to which the employee is transferred shall have prior executive officer (CalHR) approval. • Rule 599.714 defines “reasonably required to relocate” as stated in GC 19994.1. The employee is reasonably required to change residence, and therefore, receives 60 days advance written notice of involuntary transfer, when the following criteria are met: o At least 35 miles between the old headquarters and the new headquarters. o At least 35 miles between the old residence and the new headquarters. Regardless of whether the employee chooses to change residence, a 60-day written advance notice must be given when the above criteria are met. Additionally, an employee is entitled to moving and relocation expenses when all of the following criteria are met: • At least 35 miles between the old headquarters and the new headquarters. • At least 35 miles between the old residence and the new residence. • At least 35 miles between the old residence and the new headquarters. • The new residence shall not be farther from the new headquarters than the old residence is from the new headquarters. For further information on moving and relocation expenses, contact the Travel Coordinator at the CDCR Corcoran Regional Accounting Office, Travel Unit. MOU: If this policy is in conflict with a MOU reached pursuant to GC 3517.5, the MOU shall be controlling without further legislative action, except if the MOU requires the expenditure of funds, it shall not become effective unless approved by the Legislature in the annual Budget Act. 33010.22.2

33010.22.2 Policy, Standards, and Guidelines General Policy It is the policy of the Department to minimize employee hardship resulting from management-initiated organizational changes by attempting to accommodate such employees via voluntary means prior to involuntary means. A “Notice of Involuntary Transfer” will be issued only after the Department has attempted to place the employee through the Departmental Restriction of Appointments (DROA) process (when practical*). The DROA process is administered by the Office of Workforce Planning (OWP). The employee(s) is informed in writing of his/her surplus status in the Department and the available options are explained. For further information on the DROA process, contact OWP. A department may place its employees on the State Restriction of Appointments (SROA) list and designate them as surplus only when CalHR has recognized that the department is in a layoff mode. Placement on the SROA list is limited by CalHR Rule 599.854.1 to those employees who are actually subject to layoff or demotion in lieu of layoff. Employees facing involuntary transfer do not meet the aforementioned criteria and therefore are not eligible for SROA. • *In the event of an office closure (e.g., Parole Unit, Office, Facilities), program abolishment, or downsizing, the time involved to offer the DROA process to the affected employees may not be practical. The impending closure of an office, program abolishment, or downsizing may necessitate that the involuntary transfer process be initiated immediately. However, this type of urgent need should be rare. Office closure, program abolishment, or downsizing should be a well-planned management decision which includes the appropriate amount of lead time to effectuate employee placement and give optimum advantage and opportunity to the affected employee(s). A minimum of 90 days advance written notice to OWP will ensure sufficient time for preparation. 33010.22.3

33010.22.3 Responsibilities Organization The organization (e.g., parole region, facility) experiencing the budget reduction, closure of an office, deactivation, etc. provides OWP with a written notice describing the cause of the surplus and need for involuntary transfer and sends a copy to the Office of Labor Relations (OLR) and the Regional Accounting Office. The classifications and the names of all employees holding appointments in those classifications shall be listed. Any special circumstances surrounding the need for involuntary transfer should be explained. A contact person from the organization shall be identified to act as liaison between the organization and OWP on the process. CDC Form 1822, Involuntary Transfer Worksheet, and Request to Implement Involuntary Transfer Process are to be completed and attached to the memorandum to OWP. It is imperative that OWP be notified as soon as the anticipated involuntary transfer of employees is realized. Ninety days advance written notice will ensure sufficient time for OWP to effect the involuntary transfer of surplus staff. This advance notice will relieve the organization of their surplus situation in a timely manner. Office of Workforce Planning Upon receipt of written notice of an anticipated need to involuntarily transfer employees, OWP staff will review the request, outline the process, and meet with organization staff to discuss the process. There may be specific Bargaining Unit (BU) requirements, seniority calculations, or other considerations to be made prior to the movement of employees. It is essential to carefully review the current MOU for the method of seniority calculation to be used for involuntary transfer. The need to involuntarily transfer employees often varies in that a “surplus” of employees may or may not require that the seniority of all employees in the classification is calculated to ensure that the least senior employees are transferred. Following are conditions under which involuntary transfer may be necessary: • There are 50 employees in the classification of Office Assistant (OA) (Typing) (T) and the program has 50 authorized budgeted OA (T) positions. The program is required to reduce their OA (T) positions by 10 percent which equates to five positions. In order to identify the five least senior employees who will be subject to involuntary transfer to vacant OA (T) positions elsewhere in the Department, seniority must be calculated for all 50 employees. OWP will order seniority from CalHR and effectuate the involuntary transfer of the five least senior employees. • The closure and movement of an office. • A field office is being closed due to the conclusion and nonrenewal of the lease. Another office in another location has been obtained and leased for a lesser cost. Transferring the employees to the new office location would not necessitate seniority calculations, as long as all the employees are being transferred to the same location (new office). However, the employees and affected unions must be given notice consistent with policy, applicable laws, and MOUs. OWP would initiate the notices. • Abolishment of a program. • A vocational program is abolished. There are two positions and both are filled. This classification is used elsewhere in the Department. The classification is frozen through the DROA process. o OWP staff and the Institutional Personnel Officer explore options available to the affected employees such as voluntary transfer to other classifications. • If there are other vacant positions in this classification in the Department, OWP will order seniority scores from CalHR and implement the involuntary transfer of staff. If the vacant positions exist in separate locations, the most senior employee is offered first choice. • OWP prepares and assures the delivery of CDC Form 1822, in accordance with this policy, applicable laws, MOUs, or other negotiated agreements between the State and the unions. Office of Labor Relations The OLR receives a copy of the initial notice sent to OWP of the possible involuntary transfer of employees. The OLR staff reviews any MOU restrictions or requirements with regard to those represented employees affected by an involuntary transfer. Notification of the union(s) is made by OLR staff. If requested by the union, a meet-and-confer on impact will be scheduled. A coordinated effort between OWP and OLR is essential to effectuate a smooth transition of affected employees. Accounting Services The Relocation Coordinator located at Sacramento Accounting Office (SAO) receives a copy of the initial notice sent to OWP of the possible involuntary transfer of employees. The SAO will address any concerns of the employee(s) regarding claiming relocation and moving reimbursement after CDC Form 1822 has been delivered. Upon authorization for the move, the SAO will send a moving and relocation package to the employee. The STD Form 255, Moving Service Authorization, is included in the package to the employee. The employee may receive relocation payment or reimbursement of actual and necessary moving, traveling, lodging, and meal expenses when the employee is required to change residences, as a result of an involuntary transfer for the advantage of the State or a transfer in lieu of layoff. The actual and necessary relocation expenses incurred by a relocating employee, both before and after the change of residence, are defined and controlled pursuant to the State Administrative Manual (SAM) 0721 through 0774, 3800 through 3885, 8572.1 and DPA Rules 599.714 through 599.724. Actual and necessary moving expenses include the following (the amounts are subject to change; consult with the SAO for current per diem rates, etc.): • Meals, lodging, and incidental expenses while locating a permanent residence at the new headquarters within the limits of CalHR Rules 599.721 and 599.722. Relocation per diem is allowed up to a maximum of 60 days and shall terminate immediately upon establishment of a permanent residence. o The BU contract should always be referenced to obtain per diem and other expense allowances at the time the transfer is to be made. • Although some expenses do not require receipts in order to receive reimbursement, the employee should retain sufficient documentation as proof that the amounts claimed do not exceed actual expenses in the event they are audited by the Internal Revenue Service. • Movement of household goods are allowed within the limitations of CalHR Rules 599.718 and 599.719. • Expenses incurred for dissolution of the household and/or establishment of the new household are allowed in accordance with CalHR Rule 599.715. • Expenses incurred for the actual and necessary cost to sell a residence will be reimbursed as determined by prevailing practices within the area of the sale and within the limitations of CalHR Rule 599.716. • The settlement of an unexpired lease agreement up to the maximum of one year will be reimbursed within the limitations of CalHR Rule 599.717. When involuntary transfer is utilized in lieu of employee layoff and/or due to budget reductions, the Department may negotiate a lesser relocation package than the procedures listed above. The above procedures and rules are governed by CalHR, SAM, and the employee’s BU contract; however, the Department has the discretion to modify or eliminate certain portions of the relocation expense reimbursement with the agreement of CalHR and the appropriate BU. An example of a modified package may include 30 days of per diem expense, 30 days of storage, movement of household goods, and the elimination of the sale of residence reimbursement. Upon receipt of a Std. Form 262, Travel Expense Claim, the SAO will process the claim within 30 days. Employee The employee may waive the 30-day or 60-day notice and choose to report to the new headquarters at an earlier date; however, no employee shall be coerced or forced to waive his/her right to such notice. Employees shall be assured that they will not be subject to reprisal, if they do not waive this right. An employee has the right to file an appeal with CalHR, if he/she believes the involuntary transfer is being made for the purpose of harassment or discipline. An employee faced with involuntary transfer cannot elect to voluntarily demote and displace a lower senior employee in order to remain at the “old headquarters.” An employee who refuses an involuntary transfer may seek a permissive transfer to another agency; seek a permissive transfer to a vacant position in the Department; resign in lieu of the transfer; or retire, if eligible. If the employee fails to report to the new headquarters as instructed, he/she may be separated (Absent Without Leave {AWOL}) five working days after the effective date of the involuntary transfer (in accordance with the California Supreme Court decision Coleman vs. DPA and General Services), or be subject to other types of adverse action. For BU 6 employees, the MOU recognizes additional procedural steps when processing an AWOL separation. Therefore, the Department may elect to use the Adverse Personnel Action procedures to process an AWOL separation for BU 6 employees. When making a determination as to which process to use, program staff should consult with OLR and OWP for guidance. 33010.23

33010.23 Examination Application Acceptance Policy Examination bulletins publicize final filing dates designed to allow a reasonable time for interested persons to file an application on or before the final filing date. Strict adherence to filing dates is required by the CalHR. Applicants are encouraged to file early to ensure timely receipt of their applications. 33010.23.1

33010.23.1 Timeliness Determination If a mailed application is received after the final filing date, the cancellation date stamped on the envelope by the post office is used to determine whether the application was mailed on or before the final filing date. The applicant shall ensure the application is postmarked on or before the final filing date. Applications placed in interdepartmental mail and not received on or before the final filing date shall be considered to be LATE applications. To avoid this, mail at a post office and obtain a certificate of mailing receipt. This is acceptable proof that the application was submitted timely. Following are the conditions under which late applications typically shall not be accepted: • The applicant claims he/she did not see the bulletin because of distribution problems within the reporting unit. • The applicant gave an application to another person to turn in to the office that is administering the examination, but it is not received on or before the final filing date. • The applicant claims the application was mailed, placed in interdepartmental mail, or hand-delivered to the Office of Workforce Planning (OWP) or the local testing office on or before the final filing date. A late application may be accepted under this condition only if the applicant has a written statement from a post office official or other witness who verifies the application was mailed on time. • Application is postmarked after the final filing: o If the post office verifies, in writing, this was caused by post office error, the application shall be accepted. Following are the conditions under which late applications may be considered: • The hiring authority verifies in writing that the examination bulletin was not received by the local testing unit because of bulletin distribution problems and prevented the employee from being properly notified. • The unit manager verifies the employee was away from his/her work during the entire publicity period. • The application delay was caused by OWP or field office staff error (for instance, an application was returned to an applicant in error). • The application was submitted in error to the CalHR or to another state department's Personnel Office and was either postmarked on or before the final filing date or date stamped by that department’s personnel office. 33010.23.2

33010.23.2 Examination Bulletin Distribution Examination bulletins are sent to all reporting units in Headquarters (including off-site units), institutions, and Regional Parole Headquarters and parole units. The local manager shall ensure all examination bulletins are posted in a place visible to all employees. Employees shall be responsible to keep themselves informed of testing for classes currently being administered. 33010.23.3

33010.23.3 Testing Information Office of Workforce Planning (OWP) Front Counter Number (916) 322-6791 Office of Peace Officer Selection (OPOS) Customer Service Phone Number 866-232-5627 • Northern Selection Center (Sacramento) (916) 255-2500 – Testing (916) 255-2500 – Background Investigation • Central Selection Center (Fresno) (559) 445-6141 – Testing (559) 445-5770 – Background Investigation 33010.24

33010.24 Reduced Worktime Policy The Department shall make available, to the extent feasible, reduced worktime to requesting employees. Employees shall submit a request to the appropriate hiring authority. The hiring authority shall make a written response within 30 days either granting approval or explaining why reduced worktime is not feasible. 33010.24.1

33010.24.1 Impact Consideration Reduced worktime schedules may impact: • Costs. • Service to public/clients. • Health and safety. • Administrative considerations. • Supervision. • Span of control. • Workload. • Other factors. Planning and scheduling may minimize or eliminate the impact, and the request may be feasible. When impact is of significant extent, and planning and scheduling does not alleviate the impact, the requests may not be feasible. 33010.24.2

33010.24.2 Peace Officer Exclusion Employees in peace officer classifications shall be precluded from reduced worktime provisions. 33010.25

33010.25 Nepotism/Fraternization Revised June 29, 2020 The Department has established policies to counteract nepotism and fraternization in the workplace . (a) Policy It is the policy of CDCR to recruit, hire, and assign all employees on the basis of merit and fitness in accordance with civil service statutes, rules, and regulations. This policy is intended to uphold the merit principle of civil service by preventing and prohibiting preferential treatment or bias due to personal relationships. Nepotism is antithetical to a merit-based personnel system and staff shall not use their personal relationships to aid or hinder others in the employment setting. CDCR reserves the right to initiate mandatory reassignments, employee transfer, or take other administrative action to avoid or correct situations where the potential for employment decisions based on nepotism exists. (b) Personal Relationship Defined For purposes of this section, personal relationships include, but are not limited to, an association with another individual by blood, adoption, foster arrangement, cohabitation, current or previous marriages (including in-laws), registered domestic partnership, or romantic relationships. (c) Hiring Authority, Manager, or Supervisor Responsibilities The hiring authority, manager, or supervisor must ensure their candidates and employees are aware of the departmental nepotism and fraternization policy, including reporting requirements. The hiring authority, manager, or supervisor shall consider the nepotism and fraternization policy prior to making employment decisions. The hiring authority, manager, or supervisor must inform candidates of the nepotism and fraternization policy at the time of interview. As part of the interview process for any position, regardless of whether the candidate is a current employee, each candidate shall be required to sign a CDCR Form 8019, Nepotism and Fraternization Policy Acknowledgement form to confirm their understanding of this policy. In addition, the hiring authority, manager, or supervisor must take appropriate action to correct violations of this policy. The hiring authority, manager, or supervisor is responsible for requesting an exception/appeal to the policy if necessary (refer to Exception/Appeal Procedures below). Exceptions/appeals to the policy may be granted under limited circumstances. (d) Employee Responsibilities (1) Upon hire employees shall complete and submit a CDCR Form 8019 to their hiring authority, manager, or supervisor. (2) Employees shall immediately notify the hiring authority or their respective supervisor when an employment decision is in conflict with the departmental nepotism and fraternization policy. It is the employee’s responsibility to read and adhere to the nepotism and fraternization policy. (e) Employment Settings (1) Employment settings refer to the working relationships of employees and their supervisors. Employees involved in personal relationships may work in the same program, section, or unit as the person with whom they have a personal relationship, however, in accordance with applicable State employment laws and collective bargaining agreements employment settings shall not exist where an employee would: (A) Work for the same first-line supervisor as the person with whom they have a personal relationship. (B) Have a direct (first line supervisor), or indirect (second line supervisor) supervisory relationship as the person with whom they have a personal relationship. (C) Work under a hiring authority with whom they have a personal relationship, regardless of departmental separation. (f) Employment Decisions (1) Employment decisions refer to the full array of assessments and actions that involve CDCR and employees and their employment. Employees involved in personal relationships may work in the same program, section, or unit as the person with whom they have a personal relationship, however, employment decisions shall not be made where an employee involved in a personal relationship would: (A) Audit the work of, or exercise fiscal control over a person with whom they have a personal relationship, regardless of organizational separation. (B) Hire, promote, transfer, or approve an out-of-class, or re-assignment of a person with whom they have a personal relationship. (C) Participate in the selection process, including assisting with the development of screening criteria and/or interview questions, or serve on a hiring panel of a person with whom they have a personal relationship. (D) Develop, administer, or rate a civil service examination of a person with whom they have a personal relationship. (E) Initiate an administrative investigation or be involved in the discipline process of a person with whom they have a personal relationship. (F) Assign work to a person with whom they have a personal relationship, except in a rare emergency situation. (G) Prepare, conduct, or contribute information on a performance appraisal of a person with whom they have a personal relationship. (H) Approve overtime or any other compensated time/pay of a person with whom they have a personal relationship, when it is on a voluntary basis and another supervisor is available. (I) Approve vacation, sick, or any other type of leave of a person with whom they have a personal relationship, when another supervisor is available. (J) Grant or deny permission to attend a conference or other work-related event of a person with whom they have a personal relationship. (K) Approve reimbursement for work related expenses of a person with whom they have a personal relationship. (L) Adversely affect or influence the safety, security, or morale of employees of a program, section, or unit. (M) Adversely affect or influence the fair and impartial supervision and evaluation of employees. (g) Exception/Appeal Procedures (1) When the employment setting or employment decision violates the departmental nepotism and fraternization policy, the hiring authority, manager, or supervisor shall request and receive approval prior to making an employment decision. Actions to remediate noncompliance may include an involuntary transfer of employees, in accordance with applicable State employment laws and collective bargaining agreements. Under no circumstances should an employee participate in the defined employment decisions with an employee, applicant, or candidate with whom they have a personal relationship. (2) The exception/appeal procedures are as follows: (A) A written request shall be submitted through the immediate manager or supervisor to the hiring authority, which clearly defines the personal relationship, and the benefit(s) to the State that an exception/appeal would provide (e.g., overcoming a recruitment difficulty or obtaining a uniquely skilled person). 1. For CDCR: Exception/appeal requests involving the hiring authority (Regional Administrator, Deputy Director, Superintendent, etc.) shall be submitted to the next higher level within the hiring authority’s chain of command or equivalent, and then to the applicable second higher level within the hiring authority’s chain of command or equivalent to render a decision. 2. For CDCR: Exception/appeal requests involving the Warden shall be submitted to the applicable Associate Director or equivalent, then to the applicable Deputy Director or equivalent, and then to the applicable Director or equivalent to render a decision. 3. For CCHCS: Exception/appeal requests involving the hiring authority shall be submitted to the next level within the hiring authority’s chain of command. All exception/appeal requests shall be reviewed by the CCHCS Office of Legal Affairs via the Deputy Director, Human Resources, to render a decision. (B) Each exception/appeal request shall be reviewed to assess the potential for, and degree of impact upon the following: 1. Safety, security, and morale of the employees in the program, section, or unit. 2. Fair and impartial supervision and evaluation of the employee by the supervisor in the program, section, or unit. 3. Basis of merit and fitness in accordance with civil service statutes, rules, and regulations. (C) A written response to the exception/appeal request will be completed within ten (10) working days. 1. If the exception/appeal request is approved, a copy of the approved document(s) shall be forwarded to the appropriate personnel officer. The personnel officer shall place a copy of the approval document(s) in the hiring and recruitment package and in t he respective employee’s official personnel file. 2. If an exception/appeal is granted, there shall not be any employment decisions made by the related employees. Another manager or supervisor shall be responsible for employment decisions except in an extremely rare documented circumstance. 3. If the exception/appeal request is denied, a written explanation of the basis for the denial, shall be provided to the candidate or employee. A copy of the denial document(s) shall be forwarded to the appropriate personnel officer. The personnel officer shall place a copy of the denial document(s) in the hiring and recruitment package, and if applicable, into the respective employee official personnel file. Every effort shall be made to avoid relocation expenses. If an employee must relocate to meet the Department’s nepotism and fraternization policy, the Department shall pay any associated relocation expenses. (Refer to the CalHR Rules and Regulations.) (h) Retention All Nepotism and Fraternization forms, and any exception/appeal approvals or denials, shall be forwarded to the personnel officer for filing in either the official personnel file or the hiring and recruitment file. 33010.25.1

33010.25.1 Incarcerated Relatives/Associates When an employee becomes aware that any relative, or person with whom the employee has or has had either a personal or business relationship, has been committed to or transferred to the jurisdiction of the Department, the employee shall immediately notify in writing the employee’s institution head, Superintendent, or Deputy/Assistant Director (AD). The employee shall provide written notification by filling out CDCR Form 2189. This form can be obtained in the Personnel Office or institutional Watch Office. The employee will provide completed CDCR Form 2189 to the institution head, Superintendent, or Deputy/Assistant Director. One copy of the completed CDCR Form 2189 will be kept in the employee’s Official Personnel File (OPF), and one copy shall be kept in the affected inmate’s Central File. The copy of CDCR Form 2189 that is placed in the employee’s OPF shall be confidential and maintained in a sealed envelope at the back of the file. Access to this form within the employee’s OPF will be limited to authorized personnel only. 33010.26

33010.26 Prohibition of Personal Influence Employees shall not use their personal influence to aid or hinder any individual in any phase of a civil service examination or hiring process because of a family or close personal relationship. Employees shall not: • Participate in the hiring or promoting of any person with whom they have a close personal relationship. • Aid or hinder any individual in any phase of a civil service examination or hiring process because of such relationship. • Defeat, deceive, or obstruct any other person ’ s right of examination, application, or employment. • Willfully and falsely mark, grade, estimate, or report upon the examination standing of any person examined or certified. • Furnish any person with information improving or injuring chances of that person's examination or application. • Practice deception or fraud with regard to any person ’ s identity in connection with any examination, application, or request to be examined. • Obtain examination questions/materials before, during, or after an examination for purpose of preparing candidates for examinations. • Use unfair means to cause or attempt to cause any eligible to waive any rights under these regulations. 33010.26.1

33010.26.1 Appearance of Improper Influence To avoid the appearance of improper influence, employees with such a relationship to any competitor shall not participate in any phase of the examination process including but not limited to: • Planning. • Question development. • Preliminary Review Committee (PRC). • Oral interview panel. • Serve as a rating or reviewing supervisor of the competitor. • Participate in discussions or ratings of the competitor. If an employee serving on a PRC, oral interview panel, or participating in the discussion or rating of competitors finds one of the competitors is one with whom he/she has a family or close relationship, the employee shall leave the room and not participate in the interview, observation, discussion, or rating of that competitor. If an employee serving in any capacity discovers a competitor is one with whom he/she has a family or close relationship, the employee shall contact OWPS for direction. Employees selected to participate in the State Civil Service examination process shall maintain the competitive and confidential nature of the examination process. Disregard for examination integrity can result in examination appeals from the candidate group and may ultimately be grounds to void an examination. Violation of the provisions of this Section: • May be a misdemeanor. • Shall be cause for adverse action. 33010.27

33010.27 Service Awards Pursuant to GC 19849.9, employees completing 25 or more years of State service and retiring employees who have at least 25 years of State service as of the effective date of their retirement qualify for a service award consisting of a framed certificate and their choice of any one of the items offered by and described in the catalog provided by the contracting vendor. Employees who are being awarded under this program shall be presented a memento within one year of completion of 25 years of State service or within 60 days of their retirement date. (See DOM Chapter 3, Article 3, Employee Awards.) 33010.27.1

33010.27.1 Personnel’s Responsibility The local personnel office shall: • Notify the unit timekeeper/supervisor via a CDC Form 1785, Service Award Eligibility Notification, of employees who are within at least 2 months of attaining 25 years of State service or who have 25 years of State service as of the effective date of retirement and are qualified to receive a retirement memento. 33010.27.2

33010.27.2 Supervisor’s Responsibility The employee ’ s supervisor shall: • Make the contracting vendor's catalog available to the employee. • Arrange for the ordering of a selected award/memento from the contracting vendor as follows: Headquarters and Division of Adult Parole Operations Submit a CDC Form 954, Intraoffice Requisition (IOR). A copy of CDC Form 1785 shall be attached to CDC Form 954. All orders shall include the information outlined under “ Ordering Instructions ” in the vendor ’ s catalog. Institution/Facilities Supervisors are responsible for ensuring the award is ordered according to the institution/facility ’ s established procedure. • Prepare a 25-year service anniversary/retirement letter for the Secretary’s signature. • Submit the letter through the chain of command to the appropriate Warden/Superintendent, RPA, Health Care Manager, or DD for signature. 33010.27.3

33010.27.3 Manager’s Responsibility The appropriate DD, Warden/Superintendent, Regional Parole Administrator, Chief Executive Officer, or his/her designee shall: • Check with the following offices to ensure the proposed 25-year anniversary or retirement letter accurately reflects the employee’s employment record with the Department, including prior positions: o OPS (for prior or pending adverse actions against the employee). o OLA (for prior or pending legal actions in which the employee is a plaintiff or defendant and for prior or pending workers’ compensation litigation). o OIA (for pending or prior internal affairs investigations where the charges against the employee were sustained). • Every employee who completes 25 years of State service or retires from the Department shall receive the appropriate letter signed by the Secretary. However, the letter shall be personalized, meaningful, and relevant. For example, the letter for an employee who retires because of a disability should contain this information and should be consistent with the employee’s length of State service and the circumstances of the retirement (without specifically stating the nature of the employee’s disability). If an employee recently has been formally disciplined (i.e., with a formal reprimand, suspension, demotion, or reduction in pay) for misconduct, the letter should simply acknowledge the retirement or completion of 25 years of service. An employee who has made significant contributions to the Department and/or who has an exemplary employment record should be recognized in the letter. 33010.27.4

33010.27.4 Standards A retirement and service anniversary letter shall receive careful consideration to ensure it is a personalized, meaningful, and relevant document that demonstrates appreciation and respect for the employee ’ s years of service. Letters shall be prepared for the Secretary’s signature and be consistent with procedures outlined in the Secretarial Handbook Section 2-3000. Letters shall contain information on the employee ’ s: • Service history. • Pertinent work history. • Appropriate biographical information. 33010.27.5

33010.27.5 Retirement Resolution Upon request from the employee or the employee ’ s unit, the local personnel office shall print a retirement resolution and shall forward the resolution to the employee ’ s unit or home address. The following information is needed to complete the resolution: • Name of retiree. • Total State service (number of months). • Year State service began. • Initial title or position with the State. • Initial department. • Title and department at time of retirement. • Indicate luncheon or dinner if applicable. • Date of event if applicable. • Date of presentation. 33010.28