4v roll out 7/9/12

June 19, 2012




STANDARDIZED STAFFING IMPLEMENTATION MEMORANDUM #2

This memorandum is intended to provide updated information regarding Standardized Staffing updates which have occurred since the release of Memorandum #1 on May 22, 2012. Version #4 of Standardized Staffing was released on June 18, 2012.

EXAMPLE OF CHANGES IN VERSION #4 INCLUDE:

Updates to Relief Factor formulas.
Updates for institutions not previously reviewed
Allocation of a.4Visiting Lieutenant to each institution
Allocation of Regular Day Off (RDO) coverage for the Administrative Segregation Unit (ASU) Lieutenant for those institutions with more than one ASU
Modifications to the Investigative Services Unit allocations
Numerous other institution specific modifications



KEY TIMELINES

The implementation date for standardized staffing will be July 9, 2012. As such, institutions should adhere and/or be aware of the following timelines:

1. June 18th-Version #4 sent to the institutions
2. June 18th-Program support Unit will provide institutions with a list of corrections from the June 8th Post Assignment Schedule (PAS) submittals.
3. June 18th-Revised Lethal Electric Fence Dedicated Officer Patrols procedures due to Stephen Johnson, Facility Captain, Facility Management Division
4. June 22nd-Version #4 PAS/Master Assignment Roster (MAR) must be submitted no later than June 22, 2012. Place the file and PSSC1 program on the SAN2 server once completed. If you need assistance, please contact Lieutenant John (Mike) Lawrence.
5. June 22nd-Changes to Post Orders and Alarm Response Plans based on Version #4 changes should be completed. These are not required to be sent to headquarters at this time but should be maintained for local discussions.
6. Week of June 25th-Institutions shall notice impacted Bargaining Unit 6 employees n order to comply with Memorandum of Understanding (MOU) Section 11.01(A) due to the changes to the MAR (duties, start times, RDOs, etc.)
7. July 9th-Implementation of Standardized Staffing

It should be noted if employee notifications are not met and an employee is noticed after July 2, 2012, the local Personnel Assignment Office will ensure the impacted employee is redirected to his/her previous July 9th shift and RDO until the seven day notice is provided in accordance with MOU Section 11.01(A). Personnel Assignment Offices should also ensure compliance with the Realignment Post and Bid side letter agreement between the State and California Correctional Peace Officers Association (CCPOA), dated March 22, 2012, which states in part, “…The parties understand that the RDO matrix may need to be updated periodically on account of position reductions cause by Realignment. Prior to updating an existing RDO matrix, local management will inform the local CCPOA Chapter and, upon request, meet with them regarding the updated RDO matrix. A Warden and a Local CCPOA Chapter President can mutually agree to an additional institutional bid. Any such bid, however, will be of a limited duration such that the institution will conduct a subsequent rebid in order to resume the post and bid schedule outlined in the parties MOU…”

It may also be beneficial for each institution to inform all officers, sergeants, and lieutenants of the upcoming changes depending on how sever the impact of the changes are going to be on the MAR/RDO Matrix at individual institutions. While standardized staffing will be negotiated on a statewide basis, it is also recommended that each Warden discuss the timelines and potential changes with impacted labor organizations prior to noticing staff.

CORRECTIONAL OFFICER POSTS SUBJECTED TO DAILY REDIRECTION

A number of correctional officer posts have been identified which will be filled but subject to daily redirection to offset overtime effective July 9, 2012. The savings from redirecting these posts may be utilized for one or more of the following:

To offset unfunded layoff expenditures tied to Wave #2

Unfunded Basic Correctional Officer Academy costs

Proposed Personal Leave Program (PLP) burn program beginning on or about August 1, 2012. Further information will be forthcoming pending labor negotiations



The following post may be subjected to daily redirection:

Each facility will not run Third Watch Yard one day a week. This will be done on a rotating basis (i.e., Facility A no yard on Monday, Facility B no yard Tuesday)

Any institution with more than two Central Service Search and Escort officers will redirect the number of staff above two 7 days per week on all three watches

Gym program to be operational two days a week only, instead of seven days a week (redirected five days a week). Please ensure you are redirecting the Gym Observation post as well if applicable

Third Watch Facility Security staffing to be reduced by one per facility seven days a week for those institutions with four or more

Use of approximately 10 percent of unscheduled relief (Sick, family Medical Leave Act, etc.) for PLP burn (# of 1.0 posts shown in the attachment) This is contingent upon an equal or greater reduction in unscheduled relief usage which will be evaluated after 90 days. Further information and direction on this topic will be forthcoming once fully developed and pending labor negotiations.

Each institution shall determine which day third watch yard will not occur and which days gyms will be closed. Institutions should be mindful in developing their plan that maximum overtime avoidance can be achieved. It is critical these posts are identified as subject to daily redirections and that this information is conveyed to labor organizations. The attached draft chart identifies these positions at each institution.

The information below is of significant note and/or has been received as questions from multiple institutions.

Correctional Counselor (CC) I and Case Records ratio positions reflect a statewide population as of October 2012. Institutions may be above this population level upon implementation of standardized staffing and adjustments will be made via the traditional quarterly ratio process beginning in January 2012. Any fractional posts will be rounded down.

CC 1 ratios for General Population and ASU are tentatively being modified to 160 to 1. Enhanced Out-Patient, Security Housing Unit, Reception Center, and Department of Mental Health are tentatively being modified to 100 to 1

Hiring of new non custody positions received via Standardized Staff will not occur for approximately 90 days and will be subject to any hiring freezes in place at that time. For example, Institution X has three existing groundskeepers and will receive a fourth under Standardized Staffing. The fourth position will not be filled for a minimum of 90 days as noted above.

Movement of staff in the same classification from eliminated positions into vacant or newly established positions will not require the hiring process to be initiated. For example, if you move an Associate Government Program Analyst (AGPA) from an eliminated personnel position into a newly established AGPA position in Appeals, this would not require the hiring process to be initiated.

Litigation Coordinators will now be filled by the AGPA classification. Institutions not in an overage in the Staff Services Analyst/AGPA classification may pursue the hiring process or movement of existing staff for the AGPA with an appointment date of September 1, 2012. Due to the complexity of this litigation office, the AGPA will train with the current Coordinator for 60 days. Human Resources will be reviewing under/over reports by county to determine potential impact to this timeline.

Human Resources and Budge Management Branch staff are working in conjunction with the State Controller’s Office (SCO) to define a standardized streamlined process for the establishment and reconciliation of positions. Additional information and direction will be provided as it becomes available. It is anticipated that budget authority will not tie to the SCO tab and institutions may have staff overages in their 918 blankets until October 2012.

All institutions have been allocated staff for the Entrance Gate on second and third watches only. Institutions with no gate house will station an officer in a vehicle at the entrance.

Institutions gaining an Associate Warden position will postpone hiring until further notice

Institutions utilizing any classification other than a Correctional Lieutenant for their Administrative Assistant / Public Information Officer may initiate a onetime 120 day Out-Of-Class assignment, if they employee is eligible and the assignment does not result in an lieutenant overage. At the end of the Out-of-Class assignment, the institution must be in compliance with the Standardized Staffing model.

It has been reported that several institution’s PAS and MAR were not calculating overage correctly; the MAR is double counting RDO relief in the summary, etc. Issues related to the PAS/MAR, relief factor calculations, and PPAS 10.0, should be forwarded to Lieutenant John (Mike) Lawrence per the contact information shared above.