HPM 5.1 and 9.1 Flashcards
HPM 5.1 Correspondence Manual. If
it is required and the desired information cannot be furnished within __ working days from the date of receipt, the correspondence shall be acknowledged with an interim response.
15
HPM 5.1 Correspondence Manual. All correspondence shall be due back to the office of the signatory in _
days, thus allowing for review, edits if necessary, and signature. This will ensure the recipient is acknowledged within the 15 working day time frame.
7
HPM 5.1 Correspondence Manual. The CHP 51WP should/shall be used only for correspondence between state agencies. California Highway Patrol letterhead shall be used for all other correspondence outside of state agencies.
shall
HPM 5.1 Correspondence Manual. ________ _ correspondence is prepared on a CHP 51WP,
Memorandum template, and shall be used for intradepartmental and interdepartmental correspondence. (Correspondence to appointed officials shall be prepared as a memorandum.) It is also used to address other state agencies.
Category 1
HPM 5.1 Correspondence Manual. ________ _ correspondence is prepared on California Highway
Patrol (CHP) letterhead. It shall be used for correspondence directed to agencies or individuals outside of California state government.
Category 2
HPM 5.1 Correspondence Manual. In addition to the Commissioner and Deputy Commissioner, the following positions are authorized to sign correspondence consistent with their assigned responsibilities:
Assistant Commissioner, Field Assistant Commissioner, Staff Division chiefs Assistant chiefs Area commanders Section commanders General Counsel
HPM 5.1 Correspondence Manual. Field Division Chiefs and Area Commanders, unless otherwise directed,
are authorized to correspond with agencies and individuals on matters of routine, mutual operational activities except when the subject matter:
- Involves policy determination and/or changes.
- Is of sufficient importance to require attention at higher levels of command or which may be expected to have a significant effect upon the
Department, state, and/or state employees.
HPM 5.1 Correspondence Manual. Departmental correspondence should/shall be prepared with either Times
New Roman or _____ type face.
should
Arial
HPM 5.1 Correspondence Manual. Correspondence should/shall be prepared with a point size of 12.
should
HPM 5.1 Correspondence Manual. “Attachment(s)” or “Enclosure(s)” shall be shown two lines (one blank line
space, type on the second line) below the signature block flush with the left margin. (These are not abbreviated.) “Attachment(s)” is used for ___________, and “Enclosure(s)” is used for _______.
memorandums
letters
HPM 5.1 Correspondence Manual. Category 2 Correspondence (letterhead) shall/shall not show the copy distribution on the original unless there is a specific reason why the addressee should have this information.
shall not
HPM 9.1 Employee Relations. A formal grievance shall be initiated in writing on a CHP 94, Employee
Grievance/Complaint, and shall be filed with a designated __________ or _______ identified by the appointing power as the first level of appeal.
supervisor or manager
HPM 9.1 Employee Relations. The following are considered essential techniques for managers and supervisors to utilize:
- Understand and exercise management’s rights for the efficiency and effectiveness of the Department.
- Be familiar with the contracts covering their staff.
- Develop relationships with employee reps. Treat them as equals when dealing with employee relations issues.
- Remain alert to problems which may be brewing. Try to resolve them before they become grievances or complaints.
- Keep the Office of Employee Relations informed of significant employee relations issues and problems with contract language.
HPM 9.1 Employee Relations. A representative’s representational activity may not be the basis for discipline or discharge. The following information is provided to assist managers and supervisors in working with employee representatives:
- Establish a Constructive Working Relationship.
- Communicate.
- Cooperate.
- Provide Reasonable Time.
- Establish Ground Rules.
- Management’s Representative.
HPM 9.1 Employee Relations. Keep records of the amount of time the representative spends away from regular work assignments by utilizing the___ ___,
Representation Reporting. If it becomes necessary to deny time off for operational reasons, it may be necessary to provide documentation which shows management has permitted reasonable use of state time in the past and made accommodations for the future.
CHP 610
HPM 9.1 Employee Relations. Reasonable Release Time. Employees may, during assigned working hours,
use a reasonable amount of state release time to confer with a designated employee organization representative on a grievance/complaint or representational matter at the work site, subject to approval of the employee’s __________.
supervisor
HPM 9.1 Employee Relations. Normally, up to a maximum of ____ hours may be authorized to prepare and present a grievance/complaint at the informal level
and each formal appeal level in the grievance and appeal procedures. This time may be limited or extended only with management’s approval dependent
upon the complexity of the issue.
four
HPM 9.1 Employee Relations. An employee who is representing them self in a grievance or complaint does not have the right to state release time for preparation. True or fasle.
True.
HPM 9.1 Employee Relations. Beat Codes for Representational Activities by Unit 5 Representatives.
- Beat 831
- Beat 832
- Beat 833
- Beat 834
- Beat 831 - Grievances and Complaints
- Beat 832 - Meet-and-Confer
- Beat 833 - CAHP Release Time Bank
- Beat 834 - Adverse Action/Interrogations/OIS
HPM 9.1 Employee Relations. Release time (Beat 834) shall be allowed for up to _____ hours per incident, for
one CAHP district director or defense representative to assist an employee at an officer involved shooting incident.
eight
HPM 9.1 Employee Relations. Beat Codes for Representational Activities by Unit 5 Representatives.
- Beat 835
- Beat 836
- Beat 837
- Beat 838
- Beat 835 - Skelly Responses
- Beat 836 - Dock Time for Organization Business
- Beat 837- Leave of Absence for Employee Organization Business
- Beat 838- Reimbursable Paid Leave of Absence
HPM 9.1 Employee Relations. Beat codes for representational activities by nonuniformed bargaining units are the same minus beats ___ and ___
833 and 834
HPM 9.1 Employee Relations. Normally, a grievance/complaint progresses through the following levels: Informal Level: Level 1: Level 2: Level 3: Level 4:
Informal Level - Informal discussion between the
immediate supervisor and grievant/complainant and/or their representative.
Level 1 -Area/section commander.
Level 2 -Division commander.
Level 3 -Office of the Commissioner. This is the last level of appeal for represented employee complaints.
Level 4 -Director of the California Department of Human Resources. This is the last level of appeal for excluded employee grievances.
HPM 9.1 Employee Relations. The following information
must be included on a formal grievance/complaint:
(a) Alleged violation - specific provision or policy violated.
(b) Statement of the problem.
(c) Proposed remedy.
HPM 9.1 Employee Relations. The response to a formal grievance/complaint should be concise and include the following elements:
(a) Introduction.
(b) Management’s Position.
(c) Decision.
HPM 9.1 Employee Relations. A grievance or complaint should be filed on either a CHP __, Employee
Grievance/Complaint; a STD ___, Employee Contract Grievance; or union equivalent.
CHP 94
STD 630
HPM 9.1 Employee Relations. Processing a Grievance/Complaint
Step 1: Forward it and first level response (and attachments) to Div and OER within ____ working days after response.
Step 2: Forward it and 2nd level response (and attachments) to command and OER within ____ working days after response.
Step 3: Upon appeal to the third level, OER will forward a copy of the third level appeal to the affected commands within _____ working days after receipt. A copy of the departmental response will be forwarded to the affected commands within three working days after issuance.
Step 4: CalHR sends the Dept a copy of the response to a Level 4 appeal. OER, in turn, will provide copies of the Level 4 response to the affected commands within _____ working days after receipt.
Step 1: 5 working days
Step 2: 5 working days
Step 3. 3 working days
Step 4: 3 working days
HPM 9.1 Employee Relations. Grievance records shall be retained at the affected command for a period
of ______ years following the date of the final action.
three
HPM 9.1 Employee Relations. Complaint records shall be retained in the affected command for a period
of ___ year following the date of the final action.
one
HPM 9.1 Employee Relations. Headquarters Central Files shall retain grievance records for a period of
____ years following the date of the final action, and complaint records for a period of _____ years following the date of the final action.
five
three
HPM 9.1 Employee Relations. Level 1. If an informal grievance is not resolved to the satisfaction of the grievant, a formal grievance may be filed no later than:
(a) Ten work days after the event occasioning the grievance, or
(b) Within five work days of the decision rendered in the informal grievance procedure, whichever is later.
HPM 9.1 Employee Relations. EXCLUDED EMPLOYEES. Level 1. Within ___ work days after receipt of the formal grievance, the person designated by the Department head as the first level of appeal shall respond in writing to the grievance.
ten
HPM 9.1 Employee Relations. Under the Dills Act and the negotiated memorandums of understanding with the state bargaining units, management, and employee organizations are required to “meet-and-confer in good faith” on management actions affecting:
wages, hours, and other conditions of employment.
HPM 9.1 Employee Relations. Unfair practices are those actions or inactions by the employer or exclusive
representatives which violate the rights guaranteed by the:
Dills Act.
HPM 9.1 Employee Relations. The four specialty pay positions are:
(1) Motorcycle
(2) Pilot or flight officer
(3) Bilingual
(4) Investigator.
HPM 9.1 Employee Relations. Prior to removing an employee for cause from any specialty pay
position, approval must be obtained from the appropriate _________ ____________,
through channels.
Assistant Commissioner
HPM 9.1 Employee Relations. What is the removal from a specialty pay position that is not a result of an adverse action when the commander provides documentation to the employee advising them of the specific reason(s) for the removal and the effective date of the action.
For Cause
HPM 9.1 Employee Relations. If removing specialty pay due to adverse action, there must be an ___________ ____________ between the adverse action and the removal.
established relationship
HPM 9.1 Employee Relations. Once the removal is approved and specialty pay terminated, Human Resources Section shall be notified either by Comm-Net message or memorandum and a copy forwarded to:
Office of Employee Relations.
