KSCPOST Spotlights

Spotlight on the Topic of the Officer Status Change Form

As exciting as this month’s topic sounds, bear with us as we try to clear up some misinformation and share some guidelines with you.  Although this is one of the Central Registry forms that must be signed by the agency head or appointing authority within 30 days of the officer’s change of status, we think that all ranks have something to gain from reading this spotlight.

Box 1 is self-explanatory with basic personnel information requested, so we will jump to box 2.

Box 2 is to notify the Central Registry anytime an officer changes classification from part-time to full-time employee or full-time to part-time employee.  Simple enough, however there are a couple items to note.  You know that part-time officers aren’t mandated to get 40 hours of annual continued education.  However, if the officer was full-time for part of the previous year, they may be held responsible even if they turned to part-time at the end of the training year.

Also, part-time officers can’t work more that 999 hours per year in aggregate of all their part-time law enforcement jobs.  For an example, Officer Smith works 2 part-time law enforcement jobs, 1 with department A and the other with department B.  Officer Smith and both departments need to make certain that Officer Smith’s hours added together are not more than 999 hours.  Officer Smith would need to be certified as a full-time officer if intending to work more that 999 hours in a year.

Box 3 notifies the Central Registry that an officer is on leave.  The most common reasons are listed (Medical Leave and Military Leave) but there may be other reasons for an extended administrative leave.  This form should only be used for leave or expected leave that is 30 days or more.  This form will need to be filled out and sent to KSCPOST within 30 days of leave with the effective date of leave provided.  The agency head will then need to resubmit the form with the return from leave date when the officer returns.  This is important for the POST because if the leave is long enough, the officer may be granted a waiver for some of the required annual training hours.

 

Box 4 notifies the Central Registry that an officer has died, either in the line of duty or died in circumstances other than line of duty related.  We have allowed departments that have experienced a Covid-19 related officer death to choose either line of duty or other than line of duty.  This form isn’t meant to impact a family receiving or not receiving death benefits.

 

Box 5 notifies the Central Registry of a legal name change.  Agencies should verify the name was changed legally prior to sending this form into the POST.  Agencies do not need to send proof of legal name change in with the form such as a copy of a driver’s license or social security card.  We don’t want to account for this kind of personal data.

Box 6 can be used for agencies to change the rank or title of an officer.  The form is required anytime that the agency head is changed, otherwise this form is optional.  If your agency doesn’t feel like it is important for the Central Registry to reflect current rank or title, then you do not need to send it to us.

Lastly, box 7 requires the signature of the agency head or appointing authority.  For subordinate employees this will likely be the signature of the sheriff, police chief or director.  In the case of a newly hired police chief, the city administrator, city manager or mayor (depending on form of government) should sign as the appointing authority.  If a new sheriff is elected, he or she may sign their own change of status form as the agency head.

As we all strive to become more professional, efficient, and effective, we hope you found this spotlight topic to be informative and beneficial.   A new topic will be chosen each month and emailed to those that have signed up to receive updates.   If you have a topic that you would like KSCPOST to examine in future spotlights, please contact us.