Government

City Administrative Policies and Procedures

1. Implementation of the Classification Plan

The HR/Risk Management Director, after consultation with heads of effected departments shall recommend a classification plan for all classifications in the competitive service that includes but is not limited to the following for each classification:

a.   the classification title;

b.   a description of typical duties and responsibilities;

c.   the functions of the classification;

d.   statement  of  the  desirable  training,  experience  and  other  qualifications  of applicants for the classification;

e.   whether the classification or any of its duties are safety-sensitive.​

The HR/Risk Management Director shall ensure that all positions within the same classification are substantially similar with respect to duties, authority, character of work, and schedules of compensation.

2.  Periodic Updates

From time to time, and not less than once every two years, the HR/Risk Management Director will review the classification plan to ensure that it is accurate and make amendments to reclassify or add positions or classifications or to make other changes as necessary or appropriate.

3. Adoption by City Council

The classification plan or any amendment thereto, will become effective only upon adoption by resolution of the City Council. Upon adoption the classification plan or any amendment will take immediate effect.

4. Assignment of Classifications to Bargaining Units.

Assignment of classifications to employee units of representation will be at the sole discretion of the City Manager and in accordance with the Employer-Employee Relations Resolution.

New positions and permanent vacancies of regular positions in the competitive service may be filled by internal recruitment, appointments, interim appointments, promotions, reinstatement, transfer, demotion, or from an eligibility or promotional list, as deemed appropriate within the discretion of the HR/Risk Management Director.

Positions to be filled in the competitive service will be publicized electronically on the City Website.
The position may be advertised on additional sites and publications as deemed appropriate by the Office of Human Resources and the Department Head. When distribution of a job announcement would detrimentally delay the filling of a position the City, in its sole discretion, may instead opt to fill the position temporarily from immediately available sources. In the event a job announcement is distributed, it will specify the following:

  •  Title and pay range of the classification for which the examination is announced;
  •  Nature of the work performed;
  •  Desired skills and experience;
  •  Dates, time, place and manner of taking applications;
  •  Closing date for receiving applications;
  •  Minimum requirements for the position;
  •  Other pertinent information in the discretion of the City.

Applications are accepted electronically through an online applicant tracking system.

The HR/Risk Management Director may reject any application for a position in the competitive service for reasons including, but not limited to, the following:

  •  The applicant did not properly complete the application;
  •  The application indicates on its face that the applicant does not possess the minimum qualifications for the position;
  •  The applicant is unable to perform the essential functions of the position sought, with or without reasonable accommodations;
  •  The applicant is currently using illegal drugs;
  •  The applicant has; been convicted of a crime that may have an  adverse impact on the applicant’s ability to perform the job for which the  applicant is applying;
  •  The applicant is not legally permitted to work within the United States;
  •  The applicant has made false statement of any material fact or practiced or attempted to practice deception or fraud in making application for employment; or
  •  For any material cause which in the judgment of the Personnel Director would render the applicant unsuitable for the position, including a prior  resignation from City service, termination from City service, or significant disciplinary action.

The Office of Human Resources will notify candidates of the status of their application. 

The  Office  of  Human  Resources, in consultation with the Department Head, will determine the manner, methods, applicant pool and by whom examinations shall be given.  All examinations and background checks will be job-related and consistent with a business necessity.

Examinations shall be competitive and may consist of written tests, oral tests, performance tests, evaluations of prior training and performance,  experience and education, interviews, style assessments, file review or any combination thereof.

All positions require a background check.  In the case of employees handling money or other valuables in the course of their duties, a credit check may be done in accordance with the provisions of Government Code Section 3308. 

In all examinations the minimum grade or standing for which eligibility may be earned shall be based upon all factors in the examination, including educational requirements, experience, and other qualifying elements as shown in the application of the candidate or other verified information. 

Failure in one part of the examination may be grounds for declaring the applicant as failing in the entire examination, or as disqualified for subsequent parts of an examination.

Eligibility  lists  will  be  established  and  certified by  the  HR/Risk Management Director or his/her designee following all applicable examinations. The eligibility list will consist of names of applicants with composite scores of at least 70 percent.

The Office of Human Resources will forward the top three (3) candidates to the hiring manager for consideration.  If more than one vacancy exists, up to 3 
candidates will be forwarded per vacancy.  If no selection is made, the hiring manager may request to review additional candidates from the eligibility list.  

Eligibility lists shall be valid and in effect for a period of one year.  An eligibility list may be extended upon the recommendation of the Department Head and 
by action of the HR/Risk Management Director for additional six month periods, but in no event shall a list remain in effect for more than two years.

HR/Risk Management Director may declare a list invalid and announce a new recruitment and examination period. In the alternative, the HR/Risk Management Director may make a temporary appointment until eligible candidates can be certified after appropriate examination.

Names may be removed from an eligibility list for any of the following reasons:

  •  If an eligible candidate requests orally or in writing that his/her name be removed;
  •  If an eligible candidate fails to accept an offer of employment within ten (10) calendar days following the forwarding of such offer;
  •  If an eligible candidate on a promotional list resigns from the service;
  •  If an eligible candidate is physically or mentally unable to perform the essential functions of the job, with or without reasonable accommodation;
  •  If a person on the eligibility list leaves no forwarding address;
  •  Other lawful reasons.

Every applicant taking part in the examination process shall be given written notice of the results. Any claim of error in rating or grading, must be submitted to the Office of Human Resources no later than ten (10) days after the date of notification, to be considered for correction. 

Applicants shall be provided timely access to all information reasonably necessary to determine if an error in rating or grading has occurred.

The purpose of this policy is to establish the nepotism and fraternization policy for the City of Redlands. This policy is intended to avoid conflicts of interest between work-related and personal/family obligations; reduce favoritism or even the appearance of favoritism; prevent personal/family conflicts from affecting the workplace; and decrease the likelihood of sexual harassment and/or gender discrimination in the workplace.

The following definitions apply to each section of this Policy:

  • A “romantic and/or sexual relationship” exists when two City employees become personally involved with each other to the point that there is dating, exchange of personal affection, sexual or physical intimacy and/or cohabitation.
  • The term “dating” includes but is not limited to one or more social meetings under circumstances that may lead to exchange of personal affection and sexual or physical intimacy.
  • “Cohabitation” applies to those employees who live together in a romantic relationship without being married to one another.
  •  A “significant other” means a relationship between an employee of the City and another individual as defined herein in (a), (b), © and/or (d) and elsewhere in the policy.
  • Department(s) is defined as: Human Resources, MUED, Police, Development Services, Department of Innovation and Technology, Fire, Library, Quality of Life, Finance, Office of the City Attorney, Office of the City Clerk, and Office of the City Manager.
  • Confidential Department(s) is defined as: Human Resources, Finance, City Manager and City Attorney department

1. Fraternization

Romantic Relationships Between Supervisors and Subordinate Employees Are Prohibited.

Public trust, safety, and City morale require that employees avoid the appearance of a conflict between their professional responsibilities and any involvement that they may have in a romantic or sexual relationship with other City employees. In order to promote efficient operation of the City and to avoid misunderstandings, complaints of favoritism, other problems of supervision, security, morale, and possible claims of sexual harassment and/or gender-based discrimination, romantic and/or sexual relations between supervisors and subordinate employees are prohibited. 

​Romantic Relationships Between Employees in the Confidential Departments

Public trust, safety, and City morale require that employees avoid relations that may negatively impact the efficient operation of the City.  Some departments have access to confidential information or are involved in personnel decisions of other departments.
Therefore, employees of Human Resources, Finance, City Manager and City Attorney departments are prohibited from having romantic relationships with other employees in the city- regardless of the other employees’ level, grade or department.

Romantic Relationships Between Co-Employees In The Same Department

Romantic and/or sexual relationships between co-employees in the same Department (except as indicated above) are allowed except when the City Manager or his/her designee determines that the circumstances of that employment raises an undue hardship upon the other employees within the particular work unit and that such continued employment is detrimental to the supervision, safety, security and/or morale of the particular work unit. 

2. Enforcement

The City reserves the right to investigate situations in the workplace to determine whether a romantic and/or sexual relationship exists and therefore presents a possible violation of this Policy.  If the City determines that a proscribed relationship (as defined by this policy) exists, remedial and/or disciplinary measures, including but not limited to a transfer, reassignment, or dismissal, shall be utilized to mitigate issues that arise relevant to the enforcement of this policy.

The City retains the right to refuse to place employees engaged in relationships prohibited by this policy in the same department where it has the potential for creating adverse impact on supervision, safety, security or morale or involves potential conflicts of interest.

In order to implement such policies, and where the above circumstances exist and mandate that employees shall not work in a prohibited relationship, the City will attempt to transfer one party to the proscribed relationship to a similar classified position in another City Department, should such a position exist, be available, and should the employee possess the skills and qualifications necessary to perform the essential duties of the position.  Although the wishes of the involved parties as to which individual will be transferred will be given consideration by the City, the controlling factor in determining who is to be transferred shall be the positive operation and efficiency of the City.  If any such transfer results in a reduction in salary or compensation, applicable and legally required due process procedures shall be applied.

In lieu of a transfer from one department to another, or in situations where no similar counterpart classification exists to which an employee in a proscribed relationship can be transferred, that employee may continue to be employed within the same City department subject to approval by the Department Director and the City Manager or his/her designee. However, any such continuing employment is predicated upon both subject employees not reporting to the same immediate supervisor; not being supervised by each other; not working the same shift at the same work site; or, otherwise becoming involved in a work environment having the potential for adverse impact on supervision, safety, security or morale.

If continuing employment of employees in a relationship prohibited by this Policy cannot be accommodated consistent with the City’s interest in promotion of safety, security, morale and efficiency, then the City retains sole discretion to separate one of the parties from City employ.  Absent resignation by one affected employee, the less senior, in terms of overall City service, of the involved employees, shall be subject to separation.  In the event of separation, applicable and governing due process procedures shall be applied.

The provisions of this fraternization policy are not applicable to individuals married and employed by the City on or before the date of adoption of this policy in their current state of marriage.  As such, a change in marital status/cohabitation, etc. of any current employee, will result in the applicability of this policy.  Furthermore, those employees are subject to any and all employment-related actions by the City, that are permissible pursuant to existing City policies and procedures to address conduct that is negatively impacting the work environment.