CITY OF

SAN TOSECAPITAL OF SILICON VALLEY

PSFSS COMMITTEE: 10/19/17 ITEM: d (1)

MemorandumTO: PUBLIC SAFETY, FINANCE, AND FROM: Edgardo Garcia

STRATEGIC SUPPORT COMMITTEE

SUBJECT: POLICE DEPARTMENTRECRUITMENT ACTIVITY SEMI-ANNUAL REPORT

DATE: October 5, 2017

Accept the semi-annual report on Police Department recruitment activity, including recruiting and hiring expenditures, communication/marketing activities, marketing and outreach data analysis, academy entrants data analysis, officer resignation data analysis, and diverse applicant pool applications/hiring efforts.

BACKGROUND

On December 1, 2015, as part of their review of the Police Department Hiring Audit, the City Council directed the City Manager to report to the Public Safety, Finance, and Strategic Support (PSFSS) Committee on the Police Academy recruitment cycle with a Recruitment Activity Report, beginning in spring 2016. The report was to include the following:

(a) Funds expended to date in recruiting and hiring, and the uses of funds.(b) The nature, intended audiences, and outcomes of various communication and marketing

activities such as, but not limited to, advertising on radio, billboards, signage on city-owned vehicles, and other advertising.

(c) Use and analysis of data identifying those specific marketing and outreach activities that yield the best results, and to assess optimal marginal allocation of future resources.

(d) Data describing measurements of results specific to the ethnic and gender make-up of sub­categories of academy entrants.

(e) Data describing the reasons officers are resigning from the Department (e.g., retirement, moving to another city department, resignation in lieu of termination, etc.).

(f) The status of efforts to boost applications and hiring of women, veterans, and a diverse applicant pool by re-focusing marketing, as suggested above.

On October 4, 2016, the City Council heard and accepted a special report’ “Police Department Staffing and Discussion of Options to Address the Unprecedented Low Staffing Levels in the Patrol Division,”1 which included a detailed overview of the Department’s recruiting efforts.Subsequently, the Police Department provided semi-annual reports on recruitment activity to the PSFSS Committee on October 20, 20162 and April 20, 20173.

ANALYSIS

The San Jose Police Department Recruiting Unit currently accepts applications year-round and holds three academies per fiscal year: October, February, and June. The recruiting cycle is approximately four months per academy; however, the timeline for each recruit may vary from four to nine months from application to enrollment in the academy, depending on when in the cycle a recruit applies.

This semi-annual report covers recruitment efforts from April 1, 2017, through September 30, 2017; the Department’s responses are provided below:

a. Funds expended to date in recruiting, and hiring, and the uses of funds.For the last quarter of 2016-2017 (April through June 2017), the Recruiting Unit’s allocation was $444,000, with expenditures and commitments for this reporting period totaling $806,000 (Note: these funds represent only Recruiting Unit expenditures; the costs of the Background Unit are not included). The Recruiting Unit’s expenditures did exceed its allocations at year end; however, these costs were absorbed within the Department’s overall budget given the high priority to quickly rebuild the sworn staffing levels while recruits’ interests are high. The primary cost driver during this reporting period were overtime expenses of $267,000.

For the first quarter of 2017-2018 (July through September 2017), the Recruiting Unit’s allocation was $487,000, with expenditures and commitments for this reporting period totaling $720,000.(Note: these funds represent only Recruiting Unit expenditures; the costs of the Background Unit are not included). September expenses include three pay periods. By the year’s end, the Recruiting Unit’s expenditures are projected to exceed its allocations. The Department will continue to monitor spending in context of its overall budget. The primary cost driver during this reporting period are overtime expenses of $259,000.

b. The nature, intended, audiences, and outcomes of various communication and marketing activities^such as, bid not limited to, advertising on radio, billboards, signage on city_ owned vehicles, andother advertisings

The Department’s contracted professional marketing firm, Civilian, Inc., began the first flight of advertising on April 1, 2017. This advertising campaign focused on diverse, high-potential target groups such as lateral police officers, college students, military personnel, and job seekers, with an overarching focus on recruiting a diverse applicant pool reflective of the San Jose community. The current contract will provide advertising and marketing services through the end of October 2017.

PUBLIC SAFETY, FINANCE, AND STRATEGIC SUPPORT COMMITTEEOctober 5,2017Subject: Police Department Recruitment Activity Semi-Annual ReportPage 2

1 Council report: http://saniose.granicus.com/MetaViewer.php7view id=&event id=2156&meta id=5943292 PSFSS report: http://sanjose.granicus.com/MetaViewer.php7meta_icN5970393 PSFSS report: http://sanjose.granicus.com/MetaViewer.php7meta_icN628749

Additionally, the Department’s Video Unit produced an advertisement, featuring three officers (one gay, one lesbian, and one straight) and their spouses/partners preparing for the workday at S JPD, followed by a message from the Chief of Police stating that the Department “wants your family to join our family.” This advertisement was released at the time of San Jose’s annual Pride Celebration and coincided with recruitment efforts at the celebration. The ad was posted on Facebook and was picked-up a number of news agencies and online magazines nationwide, to include: San Jose Mercury News, NBC Bay Area, Fox 2 News (KTVU), Instinct Magazine (online LGBTQ magazine), Police Magazine, Out to Protect (on-line law enforcement professionals’ magazine), PoliceOne.com (on-line police resource magazine), the Eagle Report, and a number of other digital media sources. The Department has received positive comments from other law enforcement agencies nationwide regarding its progressive outreach to the LGBTQ community, noting the advertisement also features families that are racially/ethnically diverse. This recruiting campaign will strengthen the partnership between law enforcement and the LGBTQ community.

c. Use and analysis of data identifying those specific marketings and outreach activities that yield thebesj results, and to assess optimal marginal allocation of future resources.

Civilian, Inc. utilizes online analytic tools to measure and identify the most successful advertising yield-rates and optimizes those strategies based on learnings. In addition to focusing outreach against the largest pool of qualified applicants, audiences are targeted using location based, Geo­fence technology (virtual geographic boundaries using GPS data), optimizing outreach to military bases, universities, audiences engaged with prospecting efforts, job seekers using social media, and other police-related agencies. The Department also utilizes information from voluntary candidate surveys to capture additional sub-category data.

d. Data describing measurements of results specific to the ethnic and gender make-up ofsubzcategories of academy entrant.

As reported in a recent study of the Department’s pedestrian and vehicle stop demographics by the University of Texas El Paso, SJPD’s sworn staff is diverse: 53 percent of officers are White, 23 percent are Hispanic, 11 percent are Asian, and 4 percent are Black. By comparison, San Jose residents are 43 percent White, 33 percent Hispanic, 32 percent Asian, and 3.2 percent Black.

The following chart provides a percentage breakdown by ethnicity and gender of the Police Recruit/Officer hires joining the Department during the reporting period of April 1, 2017, through September 30, 2017:

PUBLIC SAFETY, FINANCE, AND STRATEGIC SUPPORT COMMITTEEOctober 5,2017Subject: Police Department Recruitment Activity Semi-Annual ReportPage 3

Demographic Voluntary Self-Identification PercentageGender Female 14%

Male 86%Undisclosed 0%

Ethnicity Asian / Pacific Islander 18%Hispanic / Latino 27%White 39%Undisclosed 16%

Source: City of San Jose Human Resources

Diversity recruiting will continue to be a focus of recruiting outreach. The Recruiting Unit actively seeks out community events to reach the highest numbers of qualified and diverse candidates through known and traditional methods, such as attending job fairs, veterans’ events, and community and cultural festivals. During this reporting period Recruiting Officers attended:

PUBLIC SAFETY, FINANCE, AND STRATEGIC SUPPORT COMMITTEEOctober 5, 2017Subject: Police Department Recruitment Activity Semi-Annual ReportPage 4

Event Targeted OutreachHola Run Hispanic/LatinoSan Francisco Carnaval Hispanic/LatinoTaco/Bacon Festival Hispanic/LatinoDia de Portugal Festival PortugueseEquality March San Jose LGBTQJuneteenth Festival African AmericanEl Dia De San Juan Festival Puerto RicanSan Francisco Pride Parade LGBTQTaco Festival Hispanic/LatinoArt + Soul Festival African AmericanAssyrian Food Festival AssyrianLa Movida Festival Asian, Hispanic, African American, LGBTQSilicon Valley Pride Festival LGBTQ

e. Data describing the reasons officer^ are resigning from the Department fe.g., retirement, movingto another city, department, resignation in lieu of termination, etc.).

During the exit interview process, officers have the option to voluntarily note in their Notice of Separation form, their reason(s) for resigning from the Department.

Since staffs last report to the Public Safety, Finance, and Strategic Support Committee, during the April 1 - September 30, 2017, time period, 20 officers separated from the City and three transferred to the Community Services Officer position. Dates and voluntarily disclosed reasons are noted below:

SWORN SEPARATIONSApril 1,2017 - September 30,2017

Status Type April May June July August Sept. TotalDeceased 1 1Retirement Disability 2 1 3

Service 3 2 3 8Resignation Defer Vesting 1 1

In-lieu of termination 1 1 1 3Other Agency 1 2 3Personal 1 1 2

Transfer Transfer to. CSO 1 1 1 3GrandTotal

1 2 3 6 6 6 24

The Department continues to reach out to former S JPD officers and lateral officers from other agencies. As of this date, one rehire and four laterals have been hired; 12 rehires and 10 laterals are currently in the hiring process.

f. The status of efforts to boost applications and hiring, of women, veterans, and a diverse applicantpool bv refocusing, marketings as suggested above.

The Department will continue to seek ways to enhance recruiting efforts and expand the hiring of qualified candidates. Staff will build on recent successes to provide more Police Department community outreach events to reach our intended audiences.

A pilot program was developed in July to help women train for and pass the physical agility test (commonly referred to as WSTB or Work Sample Test Battery). Recruiting officers collaborated with Academy Training personnel to develop the Women’s Boot Camp program. The four-week program included classroom sessions on nutrition, injuries and prevention, first aid, and circuit training (similar to cross-fit). Participants attended two sessions per week from 5:30 pm - 7:00 pm and received one-on-one support from Recruiting and Training personnel, with focus on physical training and climbing the wall (most difficult hurdle for females).

Recruiters reached out to all female candidates who had previously applied for the monthly physical agility practice sessions; additionally, participants at the Women’s Law Enforcement Day were also encouraged to attend this pilot program.

Feedback from the first group of 26 participants was all positive, stating they felt better, lost weight, and all wanted to go through the training again. At the conclusion of the program, every single participant was able to get over the wall. Another Boot Camp session will be scheduled in the near future.

One female applicant who attended this pilot program made it through all testing phases and was selected for the October Academy; another is applying for a CSO position.

Other ongoing recruiting efforts include:• Hosting two Women’s Seminars annually

o The April event attracted more than 150 attendees. Five of the eight women currently in Academy 30 indicated that they attended the Women in Law Enforcement seminar

• Hosting SJPD Career Dayso The July event attracted more than 150 attendees

• Providing all-in-one testing to out-of-state locationso All-in-one testing sessions are scheduled once a month and are offered to

those applicants living three hours or more from San Jose• One-on-one mentoring• Partnering with community leaders and members of the community

PUBLIC SAFETY, FINANCE, AND STRATEGIC SUPPORT COMMITTEEOctober 5,2017Subject: Police Department Recruitment Activity Semi-Annual ReportPage 5

PUBLIC SAFETY, FINANCE, AND STRATEGIC SUPPORT COMMITTEE

October 5, 2017

Subject: Police Department Recruitment Activity Semi-Annual Report Page 6

Additionally, the City and the San Jose Police Officers' Association (POA) reached an agreement on November 9, 2016, to provide recruiting bonuses to current Police Officers who recruit a new Police Officer or lateral/rehired Officer. The bonus is a total of $6,000 for referring a Police Recruit and $7,500 for a lateral or rehired Officer. The recruitment incentive program became effective on February 12, 2017. As of this date, one officer has received a recruiting bonus.

CONCLUSION/NEXT STEPS

In the years ahead, the City and the Department will continue to look for ways to improve recruiting efforts and expand the hiring of qualified candidates. Staff is working to build on recent successes to provide more Police Department community outreach events that reach our intended audiences, with a goal of providing opportunities to learn about the Department and the value of police work, as well as the reward of providing public service to residents, workers, and visitors to this City.

COORDINATION

This memorandum has been coordinated with the Human Resources Department, the Budget Office, and the Office of Employee Relations.

Isl

Edgardo Garcia Chief of Police

For questions, please contact Lt. Heather Randol, Recruiting and Background Unit, at (408) 277-4951.