SCDC POLICY/PROCEDURE

NUMBER: ADM-11.36

RESPONSIBLE AUTHORITY: DIVISION OF HUMAN RESOURCES

OPERATIONS MANUAL: ADMINISTRATION

ACA/CAC STANDARDS: 3-4006, 3-4012, 3-4088, 3-4089

STATE/FEDERAL STATUTES: NONE

THE LANGUAGE USED IN THIS POLICY/PROCEDURE DOES NOT CREATE AN EMPLOYMENT CONTRACT BETWEEN THE EMPLOYEE AND THE AGENCY. THIS POLICY/PROCEDURE DOES NOT CREATE ANY CONTRACTUAL RIGHTS OR ENTITLEMENTS.  THE AGENCY RESERVES THE RIGHT TO REVISE THE CONTENTS OF THIS POLICY/PROCEDURE, IN WHOLE OR IN PART.  NO PROMISES OR ASSURANCES, WHETHER WRITTEN OR ORAL, WHICH ARE CONTRARY TO OR INCONSISTENT WITH THE TERMS OF THIS PARAGRAPH CREATE ANY CONTRACT OF EMPLOYMENT.

PURPOSE: To establish guidelines for personnel management of program services and administrative operations located in institutions/centers. These operations include, but are not limited to the following, Food Services, Canteen Operations, Commissary Services, Agriculture Services, Prison Industries, Education, Substance Abuse Services, Young Offender Services, Classification, Maintenance Services, Mental Health, Medical, Inmate Services, Sex Offender, HIV Program, Inmate Grievance Services, Management Review, Training and Staff Development, and Safety and Fire Inspections.

POLICY STATEMENT: Non-security programs and services which are housed in or provided to institutions/centers will be managed and supervised in a manner which will be most conducive to timely, efficient, and effective operations of each institution/center and will best utilize the varied expertise of Agency managers. It is the intent of the Agency Director and the responsibility of both Central Office and institutional staff to ensure that the institutions/centers remain safe and secure and that all staff work together for the greatest efficiency and effectiveness of program and security considerations.

1. GENERAL SUPERVISION:

1.3  The Central Office staff will be responsible in matters directly related to the quality and quantity of the product or service being provided. Changes affecting quality or quantity of services which impact existing institutional or center operations or rules must be discussed with the affected Warden prior to implementation of the changes.  If an agreement cannot be reached, the appropriate member of the Director's Staff responsible for the program or service will consult with the Agency Director/designee.  In the unlikely event an agreement cannot be reached, the Agency Director will render the final decision.

In all cases, the head of the institutional program service or administrative unit will ensure that the unit is adequately staffed to perform the mission and will coordinate with the Warden or designee as well as the Division Director or designee when emergency leave situations result in a staff shortage.

2. RECRUITING AND EMPLOYMENT:

2.1  Filling Vacant Positions:  All recruiting and employment matters regarding new or on-going programs within an institution will be the responsibility of the Central Office Division or Branch, in consultation with the Warden or designee. The Central Office Division or Branch will:

• Prepare position(s) questionnaires (as appropriate);

• Request vacancy announcements;

• Coordinate outside advertising;

• Interview applicants in accordance with SCDC Policy/Procedure ADM-11.28, "Applicant Selection Process"; and

• Request starting salaries.

Final selection must have the concurrence of the Warden or designee and must conform to all the policies/procedures outlined in SCDC Policy/Procedure ADM-11.28, "Applicant Selection Process."

2.2  Transfer of Position: Workload demands and cost effectiveness may necessitate the transfer of positions from one institution to another. The Division Director having functional supervision over the affected area will coordinate transfers in consultation with the Wardens or designees of both the gaining and losing institutions.

2.3  Contract Employees: In order to provide adequate staffing in all institutions/centers, the Agency may contract with individuals and/or agencies to provide services. Such contractual services will be coordinated with the Warden or designee. Contract employees will comply with all Agency policies/procedures and institutional rules at all times.

2.4  Reclassification: The Division Director may recommend reclassification of positions as required to meet the needs of the Division. The reclassification of such positions will be coordinated with the Warden or designee of the institution where the position is budgeted and will be processed per SCDC Policy/Procedure ADM-11.31, "Position Classification." In addition, Wardens may request that positions be reclassified. Such requests will be forwarded to the appropriate Division Director for consideration and action.

3. EMPLOYEE CORRECTIVE ACTION:  All corrective actions will be handled in accordance with SCDC Policy/Procedure ADM-11.04, "Employee Corrective Action."  Warning notices and terminations that occur as a result of poor job performance will be prepared and processed pursuant to SCDC Policy/Procedure ADM-11.06, "Employee Performance Management System."

3.1  Security Violations: The Warden will initiate corrective actions for program services and administrative support services employees working in the institution on matters regarding specific security violations or in other matters that may impair the security and/or efficient operation of the institution. In addition, when initiating corrective action for security violations, the Warden will contact the respective Division Director prior to notification of the employee.

3.2  Professional Violations: The Division Director/designee will initiate corrective action for program services and administrative support services employees working in the institutions for specific infractions which have a direct bearing on the quality and/or quantity of the service. In addition, when initiating corrective action for professional violations, the Division Director will inform the respective Warden prior to notification of the employee.

4. APPRAISAL (INCLUDING PLANNING STAGES) AND REVIEW:  All performance evaluations will be completed in accordance with SCDC Policy/Procedure ADM-11.06, "Employee Performance Management System."

4.1  Head of Institutional Program Service or Administrative Unit:

In accordance with SCDC Policy/Procedure ADM-11.06, "Employee Performance Management System," notification for reviews for the heads of institutional program service or administrative units will be sent via the automated system to the work location for the affected employee.  The Warden/designee and the Central Office Division Director/designee will prepare jointly and sign the planning stage and evaluation forms. The planning stage and the evaluation form will not be discussed with the affected employee  until all required signatures are obtained.   The Division Director/designee will ensure that appraisals are completed and processed within proper time limits.

4.2  Subordinate Employees of an Institutional Program Service or Administrative Unit:

5. RESOLUTION OF DISAGREEMENTS:  In the event that there is a disagreement between the respective Division Director and Warden regarding issues related to this policy/procedure, the appropriate member of the Director's Staff will resolve the conflict.  In the unlikely event an agreement cannot be reached by the appropriate member of the Director's Staff, the Agency Director will render the final decision.

6.  DEFINITION(S): None

SIGNATURE ON FILE