HPM 10.3 – Personnel transactions manual

Question 1

Who has central control of all civil service exams?

Answer 1

CalHR

Question 2

What CHP location is in charge of administering all CHP exams?

Answer 2

SSES (Selection Standards and Examinations Section)

Question 3

When applying for a new position, promotion, or specialty position, what document is now required to be completed?

Answer 3

STD678 – Examination/employment application. (No longer submit a memo through channels)

Question 4

What form is required to be completed prior to filling position? What is the time frame for submitting that form to the appropriate assistant commissioner?

Answer 4

A CHP 127 (Request for Position Action) shall be submitted via electronic mail through channels to the appropriate Commissioner. A CHP 127 package may be submitted via e-mail up to, but not exceeding, 90 days in advance of an anticipated position vacancy.

Question 5

When conducting a non-uniformed pre-employment interview, what two forms are completed during by the applicant during that interview?

Answer 5

CHP 101 – Appropriate use of information systems, and CHP420 – Applicant drug history questionnaire

Question 6

What questions are prohibited for non-sworn personnel during the interview?

Answer 6

Any inquiry into a protected status or question that could limit employment based upon a protected status, questions on disabilities, union affiliation, arrests which did not result in convictions.

Question 7

Retired annuitants (RA) shall not work more than how many hours a year per PERS rules?

Answer 7

– 960 hours

Question 8

Uniformed employees must request reinstatement within what time frame after separation?

Answer 8

3 years

Question 9

Who approves a uniformed employee’s reinstatement and what rank does that person reinstate at?

Answer 9

Commissioner approves reinstatement. Reinstatement is always at the rank of officer, regardless of the rank that the separation occurred at.

Question 10

Reinstated employees shall serve a probationary period of how long?

Answer 10

1 year

Question 11

Temporary Leave of Absence – Commanders may grant a leave of absence for how long?

Answer 11

Not to exceed 30 calendar days

Question 12

Commanders may grant informal leave of absence. How long is that period for?

Answer 12

Commanders may grant informal leave of absence without pay for a period not to exceed 11 working days in a 22-day period or 10 working days in a 21-day period or 11 consecutive days between periods.

Question 13

How long is short term military leave? Long term military leave?

Answer 13

Answer – short term is less that 6 months or 180 days. Long term is more than 6 months and less than 5 years.

Question 14

How long is FMLA leave for?

Answer 14

FMLA requires employers to provide 12 weeks of unpaid, job-protected leave during a 12-month period for eligible employees

Question 15

When FMLA and CFRA conflict, which benefit does the employee get?

Answer 15

Where FMLA and CFRA laws differ, the most generous or less restrictive leave provisions must be applied

Question 16

How long must an employee have worked to be eligible for FMLA?

Answer 16

at least 12 months of state service in which they worked 1250 hours or more

Question 17

Can an employee use leave credits during FMLA leave?

Answer 17

Yes. Sick leave credits must be used in accordance with the respective MOU

Question 18

What are the two types of separations from state service?

Answer 18

Temporary – include all types of leaves of absence including informal and temporary leave, military leave, suspension, termination for medical reasons, involuntary leave, layoff, and disability retirement.

Permanent – include dismissal, voluntary resignation, automatic resignation (AWOL), rejection during probation, termination for failure to meet conditions of employment, termination of limited term, TAU, career executive assignment, or exempt appointments, service retirement, or death of an employee.

Question 19

If an employee is AWOL what should a commander due?

Answer 19

if an employee is more that 4 hours AWOL, the commander should attempt to contact the employee. If the employee is AWOL for 5 or more consecutive work days, then the commander shall immediately serve the employee at their last known address a written notice of AWOL and separation.

Question 20

When an employee separates from the department by resignation, what shall the commander do with the employee?

Answer 20

shall hold an exit interview to determine reason for separation and provide a recommendation regarding rehire. The employee shall also be told of permissive reinstatement and the 3 year time line.

Question 21

When a salary overpayment or account receivable occurs, what is the time frame for recovery and how is it collected?

Answer 21

State must initiate action within 3 years from the date of overpayment. The collection cannot exceed 25% of the employees net salary, Applicable MOU is controlling. It is collected through payroll deduction, personal cash or check, or leave credit deduction.

Question 22

If any employee is transferring leave credits to another employee who is a family member, what is the minimum leave credit balance they must have after completing the transfer?

Answer 22

80 hours

Question 23

What form is filed for an application for secondary employment?

Answer 23

CHP318

Question 24

A secondary employment request to practice law must be approved by whom?

Answer 24

Office of Internal Affairs.

Question 25

How long is a CHP318 valid for?

Answer 25

unless specified otherwise, the CHP318 expires on the next annual appraisal evaluation date and is renewed annually

Question 26

Can you use sick leave credits while on vacation?

Answer 26

yes if you become ill or injured while on vacation and unable to continue your vacation activities, or for medical exams during your vacation time.

Question 27

Bereavement leave is for how long?

Answer 27

Three 8-hour days. If travel is required, the employee is entitled to one day before and after the three days, but it is credited from their sick or leave banks.

Question 28

According to the ADA, where must employee medical records be kept?

Answer 28

in a locked file, completely separate from the employee’s personnel file

Question 29

In the case of a death of a current of former employee, who shall the commander notify?

Answer 29

Office of the Commissioner

Question 30

What is the maximum time period off for the birth or adoption of a child?

Answer 30

up to one year. This can be paid or unpaid depending on the use of leave credits.