HPMS 10.10 PERFORMANCE APPRAISAL MANUAL and 9.1 EMPLOYEE RELATIONS MANUAL, MOU

Question 1

When an employee decides to file a grievance or complaint, it should be filed on either a CHP ___, Employee Grievance/Complaint or a STD ___, Employee Contract Grievance; or union equivalent.

Answer 1

CHP 94, STD 630

Question 2

True or False: If an employee has an active grievance/complaint in process and transfers or promotes to a new command, the complaint shall be deemed inactive and closed.

Answer 2

False. There are occasions when an employee transfers or promotes to another command and has an active grievance/complaint in process. In such
circumstances, copies of the grievance/complaint documents shall be sent to
the new command, apart from the field folders, and shall be handled according
to the procedures set forth herein.

Question 3

How many levels are there in the grievance/complaint process?

Answer 3

Answer- 5
Informal Level. This level requires an informal discussion between the
immediate supervisor and grievant/complainant and/or their representative.

Level 1. Area/section commander. In those cases where the employee’s immediate supervisor is also the Area or section commander, the formal
grievance/complaint shall initially be filed at Level 2.

Level 2. Division commander. In those cases where the employee’s
immediate supervisor is also the Division commander, the formal
grievance/complaint shall initially be filed at Level 3.

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.

Question 4

An employee’s Compensating Time Off (CTO) balance shall not be reduced more than ____ hours per month or more than what is necessary to keep the employees’ balance below 480 hours.

Answer 4

24 hours

Question 5

You are the A Watch Sergeant in North Sac and Officer Boot submits two short notice court cancellation 415’s for the same day. One appearance was at 9am and the other was at 12pm. How would you respond?

Answer 5

Inform Officer Boot that in no event shall an employee earn more than one (1) $50 short notice court cancellation fee in the same day except when the beginning of the second call back would have been more than six hours from the completion of the first call back period.

Question 6

You are the A Watch Sergeant in North Sac and Officer Boot informs you that there was a payroll error and he was over paid by $500.00. Officer Boot tells you that he spent the money and cannot repay it and he would like to use sick leave credits. How would you respond?

Answer 6

Inform Officer Boot that by mutual agreement only leave credits may satisfy the overpayment.

Question 7

The supervisor ____ record the percentage of collision reports completed by the officer during the month within the eight-day completion time frame.

Answer 7

Shall

Question 8

True or False: If a permanent officer elects to transfer is a CHP 118 required to be completed and forwarded to the officers’ new command?

Answer 8

False, A transfer CHP 118 is not required to be prepared.

10.10, 9.1, MOU

Question 9

Which of the following statements is correct? (10.10 / 3-6)
A.* Each officer’s CHP 100 should be reviewed by the immediate supervisor, promptly after the 15th of the month and again after the last day of the calendar month.
B. Each officer’s CHP 100 shall be reviewed by the supervisor, promptly after the 15th of the month and again after the last day of the calendar month.

Answer 9

Each officer’s CHP 100 should be reviewed by the immediate supervisor, promptly after the 15th of the month and again after the last day of the calendar month.

Question 10

How many critical tasks have been identified as essential to performing the job as a Sergeant? (10.10 / 4-27)

Answer 10

10

Question 11

Officers have how many critical tasks on the California Highway Patrol 100 and 118? (10.10 / 3-6, 3-7)

Answer 11

9

Question 12

True or False. When an employee representative is acting in that capacity, he/she is considered to be on equal ground with management. (9.1 / 4-4)

Answer 12

true

Question 13

Which of the following statements is correct? (9.1 / 2-6)

When there is a conflict between departmental policy and the provisions of a negotiated contract, departmental policy will normally be controlling.

When there is a conflict between departmental policy and the provisions of a negotiated contract, the contract shall be controlling.

Answer 13

When there is a conflict between departmental policy and the provisions of a negotiated contract, the contract shall be controlling.

Question 14

When Departmental policy conflicts with a contract, the provisions of the contract (should / shall) prevail. (HPM 9.1 / 5-3)

Answer 14

shall

Question 15

Which of the following is not a specialty pay position? (9.1 / 14-4)
motorcycle position 
pilot or flight position 
bilingual position
canine position

Answer 15

canine position

Question 16

A representative (must / should / shall) also obtain permission from his/her _______________ to engage, during working hours, in business relating to representational matters. (9.1 / 5-3)

Answer 16

must / supervisor

Question 17

Regarding Bulletin Boards; Any materials posted (may be / should be / shall be) dated and initialed by the organizational representative, with a copy of all materials (may be / should be / shall be) provided to the commander or his/her designee at the time of posting. (9.1 / 5-24)

Answer 17

shall be, shall be

Question 18

If the organization representative refuses to withdraw the material posed, who retains the final authority for removal? (9.1 / 5-4)

Answer 18

Management

Question 19

Of the 21 state bargaining units, how many managed by the Department?

Answer 19

12

Question 20

What does SEERA stand for and what was it renamed?

Answer 20

State Employer-Employee Relations Act, renamed the Ralph C. Dills Act.

Question 21

What is the Dills Act?

Answer 21

It is a series of government codes which govern collective bargaining

Question 22

If there is a conflict between policy and the contract, which is controlling?

Answer 22

The contract in all circumstances

Question 23

An association rep has the right to vigorously act to represent the employee. While acting in that capacity, the rep is on equal ground with management. T/F

(HPM 9.1, 3-3, 3c)

Answer 23

True.

Question 24

If a rep requests to engage in representational matters during work hours, is it a may/should/shall that it be granted?

Answer 24

It Shall be granted promptly unless his absence would interfere with efficient operations. If denied, an alternate time will be arranged.

Question 25

A rep desiring access to a work location must do what?

Answer 25

Permission must be requested from the commander stating the purpose and it must be requested a reasonable amount of time prior to the intended visit.

Question 26

A rep must obtain permission from who prior to engaging in Area rep matters during regular work hours?

Answer 26

The immediate supervisor

Question 27

May access to a work location be denied to a rep who is requesting to conduct representational business while on duty?

Answer 27

It may be denied or delayed for reasons including safety, security, work load requirements, or other legitimate circumstances.

Question 28

May the association use Area bulletin boards and if yes, what needs to be done prior to posting anything?

Answer 28

Yes, to post certain notices. The rep must date and initial the material and a copy must be given to the commander/designee at the time of posting.

Question 29

What is the objective of the performance appraisal process?

Answer 29

To ensure that performance at least meets Departmental standards and to develop the performance of all employees to full potential.

Question 30

What is each supervisor’s responsibility in regards to HPM 10.10?

Answer 30

To review the information contained in this manual and rating subordinate job performance based on the standards provided.

Question 31

Who developed the critical tasks?

Answer 31

They were developed jointly by the Department and the State Personnel Board.

Question 32

What is a performance standard?

Answer 32

The level at which an employee must perform a critical task to satisfy Departmental requirements

Question 33

At a minimum, how often shall probationary employees receive a written performance appraisal?

Answer 33

At the end of four, eight and twelve months.

Question 34

What are the seven “potential rater errors”?

Answer 34

Halo Effect, Lenient and Harsh Effect, Central Tendency Effect, Similar-to-me Effect, Contrast Effect, First or Last Impression Effect, and Stereotype Effect.

Question 35

Are CHP 118s required in conjunction with an Officer’s transfer?

Answer 35

no

Question 36

Regardless of assignment, in what Critical Tasks shall all Officers be rated?

Answer 36

Critical Tasks 1 through 6.

Question 37

When are supervisor comments mandatory on the CHP 100 form?

Answer 37

When there is any rating of Exceeds or Improvement Needed.

Question 38

What are the ten critical tasks used to evaluate the performance of Sergeants?

Answer 38

Departmental Commitment, Leadership, Judgment, Interpersonal Skills, Communication Skills, Investigative Skills, Technical Competence, Supervision, Emergency Incident Management, and Administrative / Specialized Assignments.

Question 39

How many area representatives are allowed in each office?

Answer 39

Only 2, an area rep and an alternate area rep.

Question 40

What must a representative do before performing association business during regular working hours?

Answer 40

He must obtain permission from his immediate supervisor (or his designee as long as the designee is not a CAHP representative)

Question 41

How much time should the representative be given to assist an employee on a grievance or complaint?

Answer 41

A maximum of 4 hours at each level, 8 hours for an arbitration.

Question 42

How much time is a representative allowed in order to assist the employee prepare a Skelly response?

Answer 42

4 hours

Question 43

May a representative inspect the employee’s personnel file?

Answer 43

Yes, with the employees written consent

Question 44

Prior to filing a Level 1 grievance the employee must meet informally with his supervisor within how many days of the incident? How many days does the supervisor have to respond?

Answer 44

21 days and the supervisor must give a decision within 7 days

Question 45

What is the time frame to file a Level 1 grievance?

Answer 45

21 days of the incident or 7 days following the supervisor’s decision

Question 46

Upon filing a Level 1 grievance, a response must be made in what time frame?

Answer 46

14 days

Question 47

What is the time frame to file a Level 2 grievance and to hear the response?

Answer 47

A Level 2 must be submitted within 14 days of the Level 1 response and this response must be within 21 days

Question 48

You are the weekend B watch Sgt. You notice that one of your fellow Sgts. is constantly comparing employees while rating their performance, rather than focusing on one employee’s performance of the critical task or performance factors. This error is an example of what common rating error?

Answer 48

The contrast effect

Question 49

The backup overtime coordinator contacts you about an overtime question regarding an officer on your shift. He knows the officer had recently placed on interim reporting for substandard enforcement activity and asks you if the officer would be allowed to work a “speed enforcement team” overtime detail. What do you tell the overtime coordinator?

Answer 49

No! an officer on interim reporting within the prior 12 months cannot be considered for the overtime program if it has the same emphasis as the critical task for which the officer was placed on interim reporting

Question 50

A rating of Deficient on a CHP 118 Performance Appraisal will always result in the initiation of ____________?

Answer 50

Interim reporting

Question 51

What is the retention period for the CHP 118 Performance Appraisal? (HPM 10.10, Ch3, page 23)

Answer 51

The most current, plus four years

Question 52

An employee/representative insists on giving you, their immediate supervisor, a written grievance/complaint without an informal level discussion. Should it be accepted? HPM 9.1, Ch 7, page7)

Answer 52

Yes, if they insist, it should be accepted

Question 53

You are tasked with a grievance/complaint which does not allege a violation of the contracts or departmental policy or of regulations, rules, policies or practices. Should it be accepted and/or investigated? (HPM 9.1, Ch7, page 9)

Answer 53

It should be accepted and although an investigation is not necessary, a formal response should be issued denying the grievance/complaint since it does not meet the definition

Question 54

A representative’s representational activity ________ be the basis for discipline or discharge. (HPM 9.3; 3-5)

Answer 54

May not

Question 55

What case established the right of a bargaining unit employee to be assisted by a union representative at an investigatory interview to which the employee has been summoned by management, when the employee reasonably believes disciplinary action may result from the interview? (HPM 9.1; 2-5)

Answer 55

National Labor Relations Board (NLRB) V. WEINGARTEN, INC.

Question 56

Sergeants are assigned monthly critical task ratings using a _______ rating system on the _______, Management Summary. (HPM 10.10; 4-3)

Answer 56

Three point; CHP 112

Question 57

What are the four “Specialty Pay” positions? (HPM 9.1; 14-4)

Answer 57

Motorcycle assignments
Bilingual positions
Pilot or flight officer positions
Investigator positions

Question 58

When removing an employee from a specialty pay position as part of an adverse action, prior approval of the appropriate ______ is also required. (HPM 9.1; 14-4)

Answer 58

Assistant Commissioner

Question 59

Leadership Skills section of the CHP 118 are now mandatory. (HPM 10.10 revisions) true or false

Answer 59

true

Question 60

For Non-Uniformed employees the ____, Individual Development Plan for Future Job Performance of Permanent Employee, is used to develop and document performance of permanent employees not currently serving a probationary period and to certify successful performance in ten performance factors. (HPM 10.10; 15-3)

Answer 60

CHP 120

Question 61

The probationary reports for non-uniformed employees serving a 6-month probationary period shall be completed within ____ of the end of 2 months, 4 months, and 6 months. (HPM 10.10; 15-4)

Answer 61

10 Days

Question 62

A _______ shall be completed for each sergeant every calendar month. (HPM 10.10; 4-6)

Answer 62

CHP 112

Question 63

Upon request by the CAHP, how much time is the grievant allowed to assist the CAHP Representative to prepare for arbitration?

Answer 63

8 hours of release time

Question 64

An employee grievance initially shall be discussed with the employee’s immediate supervisor. This discussion must occur within how many days of the event or circumstances occasioning the grievance?

Answer 64

21 calendar days

Question 65

The immediate supervisor shall give his/her decision or response to the grievance within how may days of the discussion?

Answer 65

Seven calendar days

Question 66

What is the difference between a complaint and a grievance?

Answer 66

A grievance is a dispute of one or more employees, or a dispute between the State and CAHP involving the interpretation, application, or enforcement of the express terms of the MOU. A complaint is a dispute of one or more employees or a dispute between the CAHP and the Department involving the application or interpretation of an existing written rule or policy.

Question 67

What are the levels for a grievance?

Answer 67

Informal discussion (immediate supervisor); Formal I (first level of appeal); Formal II (second level of appeal); Formal III (third level of appeal); Formal IV (DPA)

Question 68

What are the levels of a complaint?

Answer 68

Informal discussion (immediate supervisor); Formal I (First level of appeal); Formal II (second level of appeal); Formal III (Office of commissioner)

Question 69

How long does an employee have to appeal minor discipline?

Answer 69

Any appeal of minor discipline must be filed in writing and received by the person specified by the State in b.(5) above within ten calendar days of the service of the discipline notice.

Question 70

Can an officer claim one hour of overtime for the additional hour worked on daylight savings time?

Answer 70

No charge for time off is made for the one hour not worked by employees when Standard Time changes to Daylight-Saving Time. Overtime is credited for the additional hour worked by employees when Daylight-Saving Time reverts to Standard Time.

Question 71

An employee who is required by his/her supervisor or designee to conduct business telephone calls outside his/her work hours of less than 30 minutes duration shall receive what compensation?

Answer 71

$10

Question 72

Can an affected officer appeal the removal of specialty pay due to the reduction of a motorcycle as a result of operational necessity?

Answer 72

Removal as a result of an operational necessity, such as a reduction or elimination of motorcycles or aircraft, is not appealable

Question 73

Each officer’s CHP 100 should be reviewed by their immediate supervisor promptly after the ____ of the month and again after _________.

Answer 73

15TH, after the last day of the calendar month

Question 74

The supervisor shall enter what kind of safety tip for the officer’s review each month?

Answer 74

Occupational safety tip

Question 75

How many Critical Tasks are on the CHP 100?

Answer 75

8 total

Question 76

The Year Totals for probationary reports shall include how many months of CHP 100 ratings for each probationary period, unless the officer’s probationary period has been extended?

Answer 76

4 months

Question 77

The most current CHP 118, plus how many years, shall be retained in the field personnel folder?

Answer 77

Plus four years

Question 78

What are the three levels of rating for the CHP 120, Individual Development Plan for Future Job Performance of Permanent Employee, Process?

Answer 78

Exceeds, meets, substandard

Question 79

True or False A continued rating of Needs Improvement on the CHP 100 or a particularly serious performance issue could trigger an immediate CHP 118 rating of Deficient and result in the officer being placed on interim reporting. HPM 10.10 3-5

Answer 79

True

Question 80

The ___________is used to document performance for probationary and permanent sergeants and to evaluate performance in ten critical tasks during the preceding calendar year (January 1 through December 31). (HPM 10.10 4-3)

Answer 80

CHP 118S

Question 81

Since the emphasis is on sergeant development, two rating categories have been specified for substandard performance: ______________ on the CHP 112, and ____________ on the CHP 118S. (HPM 10.10 4-4)

Answer 81

Needs Improvement/ Deficient

Question 82

What CHP document ¬¬¬¬is used to assess a sergeant’s readiness for promotion to lieutenant. (HPM 10.10 4-19)

Answer 82

CHP 131, PROMOTIONAL DEVELOPMENT ASSESSMENT

Question 83

How many critical tasks have been identified as essential to performing the job of an officer and are used in evaluating individual performance. (HPM 10.10, 3-3

Answer 83

8 critical tasks

Question 84

True or False. A supervisor shall record the percentage of collision reports completed by the officer during the month within the eight-day completion time frame.

Answer 84

true

Question 85

When interim reporting is initiated, the rater shall assign a rating of Deficient to the applicable critical task(s) on the CHP 118 and prepare a plan of action to correct the deficiency. The plan shall include:

Answer 85

a A discussion of the specific problem area(s).
b A description of all performance objectives set.
c Methods outlined to reach objectives.
d Controls involved.
e Time frames for follow-up.

Question 86

A formal grievance shall be initiated in writing on a __________ and shall be filed with a designated supervisor or manager identified by the appointing power as the first level of appeal.

Answer 86

CHP 94, Employee Grievance/Complaint

Question 87

The right of a bargaining unit employee to be assisted by a union representative at an investigatory interview to which the employee has been summoned by management, when the employee reasonably believes disciplinary action may result from the interview. (True or false).

Answer 87

True. Under the Weingertner rule from the supreme court

Question 88

A motor Officer under your supervision is arrest for a DUI in his personal vehicle and while off duty. After the investigation is complete and as part of his punishment your command has requested that he be removed as a motor officer for a 6 month period. When removing an officer from a specialty pay position who’s approval is required.

Answer 88

The appropriate assistant commissioner

Question 89

You are completing your monthly Sergeant evaluations on the 100 forms. You have one of your Officer whose activity is far and above all the other officers. He is not known for being a people person and has at times had complaints about his demeanor. He puts a clean uniform on maybe once a month. He does not respond and assist others with calls very often. But his activity is so high you write up a great 100 form with several exceeds. This is which one of the errors Sergeant can make while completing the 100 forms.

Answer 89

The halo affect

Question 90

After you complete the CHP 118 for an officer and it has been finalized. How long after the Officer anniversary date do you have to forward it to Human Resource Unit.

Answer 90

60 days

Question 91

You are a new Sergeant and a nice guy. You are completing a 118 and want to give an officer you like an EXCELLENT evaluation. What is required to give an officer a rating of EXCELLENT on their 118.

Answer 91

Few officers are likely to be rated as Excellent, for this is a rating that requires clear and convincing documented evidence of sustained outstanding performance. While most officers are capable of achieving excellence, few actually do so.

Question 92

When completing the 100 form comments it is important that the Sgt does not boiler plate 100 forms for the shift and avoid the common errors made. How can this be done?

Answer 92

The supervisor’s comments shall be specific and clearly document relevant officer performance issues occurring during the month. Generalized statements or nonspecific language shall not be used.

Question 93

You have used the past 12 months 100 forms to complete the yearly 118 evaluation for an officer. Now what is done with these documents at the area level?

Answer 93

The completed 100 forms shall be attached with the 118 and shall be placed in the officer’s field folder.

Question 94

The M.O.U. stated that the CAHP representative (area rep) is allowed how many hours of release time to assist an employee with a grievance or a complaint and how often.

Answer 94

4 hours at each level of the process/

For an arbitration its 8 hours