Supervisory - 4.9 Institutional Vacancy Plans for Supervisors and Managers

DECEMBER 17, 1998
To: Wardens

Subject: INSTITUTIONAL VACANCY PLANS FOR SUPERVISORS AND MANAGERS

It is incumbent upon every Warden to ensure that a baseline number of supervisors and managers are on duty for the purpose of providing the appropriate amount of supervision to staff as well as inmates. It is understood that vacancy plans for supervisors and managers vary from one institution to another based upon individual design and mission, making it extremely difficult to draft a standard policy that is specific enough to meet every institution's needs.

Therefore, to ensure consistency in departmental policy relative to this matter, each Warden is requested to submit their institution's vacancy plan for supervisors and managers to their respective Regional Administrator for review and approval by January 8, 1999. Wardens, in reviewing their respective institutional vacancy plans, must ensure that the average vacancy rate for Correctional Sergeants and Lieutenants does not exceed the mandated 4.9 percent. Additionally, Wardens must ensure that there is an adequate amount of permanent full time supervisory staff assigned on all watches.

It is my expectation that Wardens of institutions that do not have an established vacancy plan for supervisors and managers develop one for their respective institution. Wardens of institutions developing new vacancy plans for supervisors and managers are to adhere to the Regional Administrator review and approval process as stated above. (Note: If necessary, contact your respective Regional Administrator to coordinate a date of completion for newly developed vacancy plans). Regional Administrators shall review and ensure that consistent procedural practice regarding institutional vacancy plans for supervisors and managers has been established and implemented. Undue disparity shall be appropriately addressed and corrected under the direction of the Regional Administrators.

Additionally, Wardens are instructed to ensure that overtime hiring practices for Correctional Sergeants and Lieutenants are comparable to those processes that pertain to rank-and-file employees. First and second level supervisors shall be assigned voluntary overtime by seniority except where precluded by operational needs of the Department or in emergency situations. Existing caps on voluntary overtime shall continue; where they do not exist, a monthly cap of 80 hours shall be established and observed, except where precluded by operational needs of the Department or in emergency situations.

Each Warden shall ensure the establishment and implementation of a means by which supervisors may sign up for an overtime shift. The order of call for voluntary overtime shall normally be from the voluntary overtime roster. However, if the overtime assignment becomes available two hours or less prior to the start time of the overtime assignment, the assignment will be offered to the most senior employee whose name appears on the voluntary overtime roster and who is currently on duty.

First and second level supervisors shall be assigned involuntary overtime on a rotating basis by inverse seniority, except where precluded by operational needs of the Department or in emergency situations. The junior 70% of the supervisors assigned overtime in a particular classification shall only be assigned involuntary overtime twice during a monthly pay period before the senior remaining 30% of the supervisors are required to work involuntary overtime. If after the junior 70% have been worked twice in any monthly pay period and the senior 30% once in that same monthly pay period, then the junior 70% shall be required to work again. Supervisors will not be assigned involuntary overtime on their regular day off (RDO). Reasonable efforts to canvass on duty employee volunteers shall be made prior to implementation of the involuntary overtime process.

Regional Administrators are requested to report their findings and action plans to my office by January 22, 1999.

Should you have questions or concerns regarding this matter, please contact your respective Regional Administrator.

DAVID TRISTAN
Deputy Director Institutions Division

 

Date: January 26, 1999
To: Northern Region Wardens

Subject: SUPERVISOR AND MANAGER VACANCY PLANS

This memorandum is regarding my conference call of January 22, 1999, concerning institutional vacancy plans for supervisors and managers. The purpose of the call was to provide clarification regarding the December 17, 1998, memorandum by David Tristan, Deputy Director, requesting each Warden to submit their Correctional Sergeant and Lieutenant vacancy plan to their respective Regional Administrator by January 8, 1999.

Some institutions have already complied with Mr. Tristan's request; however, others requested clarification regarding what should be included in the plan. As indicated during the conference call, all positions (or fractions of positions) which were approved in a staff package but were never activated for whatever reason, should be reflected in your plan.

It is imperative that Wardens accurately reflect all budgeted positions to be consistent with the Director's stated intention that the vacancy rates will to exceed the mandated 4.9 percent. As a reminder, this direction is similar to guidelines previously issued relative to vacancy plans that were developed for Correctional Officers' positions.

You are directed to submit your vacancy plan to my office by February 29, 1999. Likewise, those institutions that have already submitted vacancy plans which do not comply with the above guidelines, should submit revised plans by the same date. TO avoid confusion, any resubmitted plans should be clearly marked "revised/amended" so that the previously submitted document can be substituted.

I hope this information clarifies your concerns regarding this issue. However, please contact Mark Shepherd, Correctional Administrator, at (916) 323-7395, should you have additional questions.

M.T. Pickett
Regiona Administrator-North
Institutions Division