TABLE OF CONTENTS 

PREAMBLE 1 

 

ARTICLE 1 - RECOGNITION AND COVERAGE OF THE AGREEMENT 2 

ARTICLE 2 – EFFECT OF LAW AND REGULATIONS 3 

ARTICLE 3 – NEGOTIATIONS DURING THE LIFE OF THE AGREEMENT 4 

ARTICLE 4 – UNION RIGHTS 10 

ARTICLE 5 – MANAGEMENT RIGHTS 13 

ARTICLE 6 - USE OF FACILITIES 15

ARTICLE 7 - NAMES OF EMPLOYEES AND COMMUNICATION 16 

ARTICLE 8 - LOCKER ROOMS/SHOWERS/COMMON AREA 17 

ARTICLE 9 - LABOR MANAGEMENT RELATIONS COMMUNICATION 19 

ARTICLE 10 - RIGHTS OF EMPLOYEES 20 

ARTICLE 11 - LEAVE FOR CHILDBIRTH/ADOPTION REASONS 23 

ARTICLE 12 - LEAVE WITHOUT PAY 25 

ARTICLE 13 - MISCELLANEOUS LEAVE AND EXCUSED LEAVE 26

ARTICLE 14 - FAMILY AND MEDICAL LEAVE, FAMILY-FRIENDLY LEAVE 31 

 POLICIES AND BONE MARROW/ORGAN DONATON LEAVE 

ARTICLE 15 - SICK LEAVE 34 

ARTICLE 16 - ANNUAL LEAVE 37 

ARTICLE 17 - POSITION DESCRIPTION/CLASSIFICATION 39 

ARTICLE 18 - TRANSITIONAL DUTIES/ASSIGNMENTS 41 

ARTICLE 19 - INJURY COMPENSATION 43 

ARTICLE 20 - OFFICAL TIME 46 

ARTICLE 21 - UNIFORM AND EQUIPMENT 52 
ARTICLE 22 - ACQUIRED IMMUNE DEFICIENCY SYNDROME 54 

ARTICLE 23 - EQUAL EMPLOYMENT OPPORTUNITY 55

ARTICLE 24 - AWARDS 57 

ARTICLE 25 - DETAILS 59 

ARTICLE 26 - HAZARDOUS DUTY 61 

ARTICLE 27 - SAFETY AND OCCUPATIONAL HEALTH 65 

ARTICLE 28 - HOLIDAYS 69

ARTICLE 29 - SUNDAY PREMIUM PAY AND NIGHT PAY 71 

ARTICLE 30 - RULES, REGULATION AND STATUTES 72 

ARTICLE 31 - CONTRACTING OUT 73 

ARTICLE 32 - GRIEVANCE PROCEDURE 75 

ARTICLE 33 - ARBITRATION 81 

ARTICLE 34 - UNION DUES WITHHOLDING 84 

ARTICLE 35 - PROCEDURES FOR SUBSTANCE TESTING 87 

ARTICLE 36 - EMPLOYEE RECORDS/PRIVACY ACT 88 

ARTICLE 37 - SEVERANCE PAY 92 

ARTICLE 38 - OUTSIDE EMPLOYMENT 93 

ARTICLE 39 - PERFORMANCE MANAGEMENT SYSTEM 94 

ARTICLE 40 - BASIC WORK WEEK 96 

ARTICLE 41 - OVERTIME 98 

ARTICLE 42 - DISCIPLINARY ACTIONS 101 

ARTICLE 43 - ADVERSE ACTIONS 104 

ARTICLE 44 - PROMOTIONS WITHIN THE BARGAINING UNIT 107 

ARTICLE 45 - WEAPON QUALIFICATION 109 

ARTICLE 46 - OFFICAL CREDENTIALS 111 
ARTICLE 47 - LAST CHANCE AGREEMENTS 114 

ARTICLE 48 - USE OF FORCE IN THE COURSE OF DUTY 117 

ARTICLE 49 - CRITICAL INCIDENT STRESS SITUATIONS 118 

ARTICLE 50 - EDUCATION 119 

ARTICLE 51 - FITNESS STANDARS 120 

ARTICLE 52 - COLLATERAL DUTIES 122 

ARTICLE 53 - DEVELOPMENT AND TRAINING 123 

ARTICLE 54 - REDUCTION IN FORCE 126 

ARTICLE 55 - DURATION AND EFFECT 128 

ARTICLE 56 - EFFECTIVE DATE 129 

ARTICLE 57 - COPIES OF AGREEMENT 130 

APPENDIX A - OFFICIAL TIME FORM 131 

APPENDIX B - GRIEVANCE 132

APPENDIX C - INFORMATION REQUEST 134 

APPENDIX D - RESPONSE TO INFORMATION REQUEST 136 
1

PREAMBLE 

This Agreement is made between the Defense Logistics Agency Installation Support at Fort 

Belvoir (hereinafter referred to as “the Employer”) and the International Brotherhood of Police 

Officers, Local 815 (hereinafter referred to as “the Union”).

The parties seek to promote a harmonious relationship between management and labor, and 

further seek to promote a good understanding regarding personnel policies, practices and 

procedures, and other matters affecting conditions of employment. The parties also seek to 

provide a means for reasonable and amicable discussion and adjustment of matters of mutual 

concern and interest. 

When language in the agreement is used to denote an employee, supervisor or other individual 

and is expressed in terms of one gender, the language will be construed to include the other as 

appropriate. 

Now, therefore, the parties agree as follows: 
2

ARTICLE 1 

RECOGNITION AND COVERAGE OF THE AGREEMENT 

Section 01.01 Exclusive Representative 

The Employer recognizes the Union as the exclusive representative of all police officers, 

including Sergeants, of the Department of Defense, Defense Logistics Agency, Fort Belvoir, 

Virginia, excluding all professional employees, management officials, supervisors, and 

employees described in 5 U.S.C. 7112(b)(2), (3), (4), (6), and (7). 

Section 01.02 Union’s Responsibility

The Union recognizes its responsibility for representing the interest of all such employees 

without discrimination or regard to labor organization membership or status. 

Section 01.3 Employee, Position and Calendar Day 

Employee means bargaining unit employee. Position means bargaining unit position. 

Day means calendar day unless otherwise stated. 

Section 01.04 Responsibilities 

Whenever language in this Agreement refers to specific duties or responsibilities 

of specific employees or management officials, it is intended only to provide a guide as to how a 

situation may be handled. 
3

ARTICLE 2 

EFFECT OF LAW AND REGULATIONS 

Section 2.01

In the administration of all matters covered by this Agreement, the Parties are governed by: 

a. existing and future laws, including the Federal Service Labor-Management Relations statute 

b. the Employer’s rules and regulations in effect upon effective date of this Agreement, unless 

contrary to the terms of this Agreement or government-wide regulations, 

c. government-wide rules or regulations in effect upon the effective date of this Agreement, 

d. government-wide rules or regulations issued after the effective date of the agreement that are 

not in conflict with this Agreement. 

Section 2.02 

The Employer shall effectively enforce all provision of the Civil Service Reform Act of 

1978. Existing and future DLA personnel rules, regulations and policies shall apply to the 

parties and unit employees, and the Employer’s labor relations obligations for any new rules, 

regulations and policies are satisfied. Should any conflict arise between the terms of this 

Agreement and any Employer rule or regulation issued after the effective date of this Agreement, 

the terms of this Agreement will supersede and govern, until the Employer labor relations 

obligation are satisfied. 
4

ARTICLE 3 

NEGOTIATIONS DURING THE LIFE OF THE AGREEMENT 

Section 03.01 Agreements under this Article 

Any agreements reached under the provisions of the Article shall be deemed to be 

supplemental to this Agreement and subject to approval of the Agency Head (the Defense 

Civilian Personnel Advisory Service). 

Section 03.02 Mandated Changes 

If a future statute, Executive Order, government-wide regulations, judicial decision or 

essential mission need requires the parties to change an agreement between the Parties, the 

Employer will notify the Union, in writing, of proposed language to implement the change 

required. If the Union desires to negotiate the impact and implementation of the change, to the 

extent permitted by law, it shall notify the Employer within five (5) days. Such request to 

negotiate shall include a specific timely and negotiable counterproposal for negotiations. Failure 

to respond timely to the Employer’s notice shall constitute a waiver of any right to negotiate on 

the proposed required change, and the proposal will become part of the Parties’ Agreement. 

Changes unrelated to the change specifically required by the law, Executive Order, governmentwide, regulation, judicial decision or essential mission need will not be permitted in the subject 

negotiations. 
5

Section 03.03 Other Changes 

The Employer will notify the Union, in writing, of changes that may affect personnel 

policies, practices and working conditions of bargaining unit employees. If the Union desires to 

negotiate the substance, if appropriate, or impact and implementation of the change, to the extent 

permitted by law, it shall notify the Employer within five (5) days. Such request to negotiate 

shall include specific, timely and negotiable proposals for negotiations exclusively addressing 

the matter of the proposed change. Failure to respond timely to the Employer’s notice shall 

constitute a waiver of any right to negotiate on the proposed change, and the proposal will 

become part of the Parties’ Agreement.

Section 03.04 Information Requests 

The Employer shall make a good faith effort to provide the Union adequate information 

about the proposed change to allow bargaining to proceed. The Union will ensure that any 

request for information is accompanied by a demonstration of “Particularized Need” in line with 

current case law precedents of the Federal Labor Relations Authority and appropriate courts. If a 

dispute arises in the course of negotiations, the Parties agree that bargaining will go forward. 

If no agreement is reached and the matter is placed before the Federal Service Impasses Panel 

(Panel), either Party my raise the dispute to the Panel, which shall be authorized by the Parties to 

resolve the dispute consistent with law. 
6

Section 03.05 Implementation 

a. If the Union has timely requested negotiations regarding a mandated or other change, the 

Employer will where possible, delay the implementation of such change until such time as the 

Parties reach agreement on all negotiable issues connected with the change, unless the Employer 

reasonably believes that: 

1. There is a mandatory implementation date or contrary intent expressed by the source of the 

mandated change which requires implementation of the change prior to agreement; or, 

2. the Employer’s mission, the security of its staff, or the accomplishment of its mission 

objectives would be adversely affected by such a delay. 

b. Nothing shall preclude the Employer from implementing a proposed change on or after the 

implementation date proposed in its original notice should the Union fail to meet an obligation 

under this Agreement in a timely manner. 

c. Further, should the Employer determine that a failure to implement a proposed change on or at 

any time after the proposed implementation date would adversely affect its mission, it shall be 

free to implement the change while continuing to bargain on negotiable matters until agreement 

or impasse is reached. 

d. Notwithstanding the above, nothing shall affect the authority of the Employer to take 

whatever actions may be necessary to carry out its mission during emergencies. 

Section 03.06 Negotiating Procedures 

The following procedure shall govern the conduct of all negotiations pursuant to this 

Article. 

a. Negotiations shall commence within 10 days unless otherwise mutually agreed by the Parties. 

b. The Employer will provide a site for negotiations. 
7

c. The Union will be authorized the same number of Union representatives on official time as 

the Employer has representatives at the negotiating table. 

d. Negotiations will take place from 9:00 a.m. to 4:00 p.m. unless otherwise mutually agreed. 

e. Once commenced, negotiations will continue on a schedule that is mutually acceptable until 

agreement is reached or impasse is declared. 

f. If agreement cannot be reached on the matters under negotiation, the following procedures 

shall apply: 

1. Declaration of Impasse: 

a. Neither Party may declare an impasse until all proposals are: 

 i. 

 

agreed to, 

 ii. declared nonnegotiable by the Employer, or 

 iii. declared at an impasse by either Party. 

 b. The Parties agree that each will use their best good faith efforts to avoid an impasse in the 

negotiations and that before formally declaring any provision nonnegotiable, the Employer must 

provide the Union five (5) days’ notice of intent to take such action, unless unreasonable under 

all of the facts and circumstances, and provide the Union with a statement of non-negotiability 

and reasons therefore, without prejudice to later supplementation of the reasons. 

2. Impasse Procedures: 

A. In the event either party declares an impasse in negotiations, the Federal Mediation and 

Conciliation Service (FMCS) shall be requested to provide services and assistance to resolve the 

dispute pursuant to 5 USC7119. 
8

B. If mediation services of the FMCS do not result in resolution of the impasse, either Party may 

invoke the services of the Panel pursuant to 5 USC 7119. Prior to taking such action, however, 

the Party seeking to invoke the services of the Panel must provide fourteen (14) days’ notice to 

the opposing Party of its intention to take such action, unless unreasonable under all of the facts 

and circumstances. 

Section 03.07 Reopener 

a. To the extent permitted by law, the Parties may reopen bargaining by proposing negotiable 

changes in working conditions during the term of this Agreement. Negotiable proposals concern 

matters not covered by this or any other agreement between the Parties. Proposals which relate 

to matters over which the Union has waived its right to bargain during the negotiation of this 

Agreement or after proper notification are inadmissible as proposals. 

b. Changes negotiated to completion must be submitted for review by the Defense Civilian 

Personnel Advisory Service prior to taking effect pursuant to Section 3.01.

c. If either Party submits a re-opener proposal under this section, proposals must be in writing 

and bargaining shall commence within fourteen (14) days. Proposals must identify the issue and 

provide proposed language. 

d. The Union is entitled to designate up to there (3) representatives on official time for 

bargaining sessions, that will take place at DLA Headquarters Complex (HQC) on a schedule 

that is mutually agreeable to the Parties. 
9

e. The Union will pay reasonable travel and per diem expenses for the designated Union 

representatives. 

Section 03.08 Surveys 

No canvassing, attitude surveys, questionnaires or similar devices concerning personnel policies, 

practices or procedures affecting working conditions of employees of the bargaining unit will be 

utilized by the Employer without prior notification to the Union. Upon request, the Employer 

agrees to provide the Union with a copy of any report generated by the surveys or questionnaires, 

if possible. No canvassing, attitude survey, questionnaires or similar devices will contain any 

personal identifiers. 
10

ARTICLE 4 

UNION RIGHTS 

Section 04.01 

The Union is recognized as the exclusive representative of the bargaining unit employees, 

and is entitled to act for, and negotiate collective bargaining agreements covering, all employees 

in the unit. The Union also has the right to be informed and to request negotiations on the impact 

of any new management policy which affects, and has a material impact on, the conditions of 

employment of the unit employees. The Union may request negotiations on the procedures that 

will be followed in the exercise of any reserved management right, and appropriate arrangements 

for employees adversely affected by the exercise of a reserved management right. 

Section 04.02 

The Union shall be given the opportunity to be represented at any formal discussion between one 

or more representatives of management and one or more employees in the bargaining unit 

concerning any grievance or any personnel policy or practice or other general conditions of 

employment. 

Section 04.03 

The Union will be given the opportunity to be present at any examination of an employee in the 

unit by a representative of management in connection with an investigation, if the employee 

reasonably believes that the examination may result in disciplinary action against the employee, 

and if the employee requests representation. 
11

Section 04.04 Local and National Officers 

The Employer agrees that local and national officers and other duty authorized 

representatives of the Union, International Brotherhood of Police Officers (IBPO), who are not 

active employees of the Employer, will be recognized as follows: 

a. To meet with management officials on appropriate labor-management 

business if prior notification is provided to the labor relations officers; 

b. To serve as the chief negotiator for the Union when negotiating an agreement with the 

Employer; and to serve as an authorized observer for the Union or a representative of a grieved 

employee at a hearing. 

Section 04.05 Number of Representatives 

The Union will designate and the Employer agrees to recognize Four (4) executive board 

officers to handle appropriate representational functions. These officers will include the 

President, Vice President, Secretary, Treasurer, as well as a Chief Steward, and three (3) shop 

stewards. 

Section 04.06 Notice of Employer 

The Union agrees to furnish to the Employer written notice of all designated 

representatives upon the execution of this Agreement and within a timely manner of any changes 

in designation. Official time may not be granted to any representative whose designation is not 

on file with Agency. 
12

Section 04.07 Appointment as a Delegate – Leave 

The Employer agrees that when given at least fifteen (15) calendar days advance notice 

by an employee in the unit that he/she has been elected or appointed to serve as a delegate to any 

Union activity requiring absence from work, such employee will be granted annual leave and/or 

leave without pay (LWOP) whenever practicable based on mission requirements. 
13

ARTICLE 5 

MANAGEMENT RIGHTS 

Section 5.01 – Management officials retain the right to carry out the following: 

a. To determine the mission, budget, organization, number of employees, and internal 

security practices of the agency, and 

b. in accordance with applicable laws, 

 (1) to hire, assign, direct, layoff, and retain employees, 

or to suspend, remove, reduce in grade or pay, or take other disciplinary action 

against such employees, 

(2) to assign work, to make determinations with respect to contracting out, and to 

determine the personnel by which agency operations shall be conducted, 

(3) with respect to filling positions, to make selections for appointments from 

(A) among properly ranked and certified candidates for promotion, or 

(B) any other appropriate source, 

(4) to take whatever actions may be necessary to carry out the agency mission 

during emergencies, and 

c. To determine the numbers, types, and grades of employees or positions assigned to 

any organizational element, work project or tour of duty, and the technology, methods, and 

means of performing work. 

Section 5.02 – Nothing in the Article shall preclude the Employer and the Union from 

negotiating: 
14

a. Procedures which management officials will observe in the exercising of any authority 

under this Article, or 

b. Appropriate arrangements for employees adversely affected by the exercise of any 

authority under this Article by such management officials. 
15

ARTICLE 6 

USE OF FACILITIES 

Section 6.01 The Employer will provide space on bulletin boards where bargaining unit 

members are assigned to work for the use of Union to post material to communicate to the 

employees of the bargaining unit. The material posted must be clearly identified as that of the 

Union and must not be defamatory, scurrilous or inflammatory. 

Section 6.02 – Meeting space may be requested in advance in accordance with the existing 

procedures. Meeting space will consist of available conference rooms, the cafeteria area or the 

auditorium when available. Meeting space will be for Union business and membership drives 

that will provide access to unit employees during break periods. Additionally, space may be 

provided upon request for Union meetings during off-duty hours. The Union will provide 

adequate notice so space may be provided. 

Section 6.03 – The Employer agrees to provide IBPO, Local 815 an adequate office space with a 

table and several chairs, a bookcase, a desk with a chair, at least one laptop computer, a fax 

machine or scanner, and a telephone with outside line capability, free of charge, and a mailbox or 

other designated mail drop site. 
16

ARTICLE 7 

NAMES OF EMPLOYEES AND COMMUNICATION 

Section 07.01 Requests for Names 

Within thirty (30) days of the Union’s request, the Employer shall furnish the Union the 

name, title and grade of each employee covered by this Agreement. The Employer shall comply 

with up to two such requests within any twelve (12) month period. 

Section 07.02 Union Distributions 

The Employer agrees to permit the Union to distribute to each bargaining unit employee 

annually a Union announcement card, notifying the employee of the Union’s Executive Board 

and representatives, and that the Union is the exclusive bargaining representative and soliciting 

information from the employee so that the Union may provide maximum service to the 

employee. This will not be done on duty time. 

Section 07.03 Rights to Address New Employees 

The Union shall have the right to address any new employee when hired by the Employer 

within 30 days of the hire. The Employer will provide the Union with the training curriculum 

required of new employees and any changes that will be implemented within said curriculum. 
17

ARTICLE 8 

LOCKER ROOMS/SHOWERS/COMMON AREA 

Section 08.01 Lockers 

The Employer shall provide lockers for all bargaining unit employees, which are capable 

of being locked and large enough to hold all appropriate issued equipment, uniforms, and 

reasonable personal items.

Section 08.02 Employer Inspection 

When the Employer desired to conduct an inspection of officers’ locker(s), to ensure 

cleanliness and/or for health, and safety reasons, officers will normally be given a minimum of 

24 hours advance notice for inspection period. A Union steward and/or Union official will be 

present for the inspections. 

Section 08.03 Amenities 

The Employer agrees to provide access to a microwave oven, refrigerator, sink, eating 

area, and TV for informational programming. 

Section 08.04 Showering Facilities 

The Employer will provide access to showering facilities for use by bargaining unit 

officers. 
18

Section 08.05 Cleanliness of Facilities 

The Employer will make a reasonable effort to provide adequate and clean facilities. It is 

understood that employees share responsibility in maintaining spaces in a clean and orderly 

manner. In those instances where construction or renovation in proximity to such facilities 

results in an increase in dirt, dust, or debris, the Employer will, to the extent space is available, 

temporarily relocate the facility. In those instances where space is not available, the Employer 

will take reasonable steps to minimize the impact of construction or renovation activities. 
19

ARTICLE 9 

LABOR MANAGEMENT RELATIONS COMMUNICATION 

Section 09.01 General 

Communication is important in promoting effective labor management relations. To this 

end, the Police Chief and/or Deputy Chief and the Union will hold monthly meetings to 

exchange ideas concerning issues, exclusive of any bargaining and/or impact and implementation 

issues. The purpose of such meetings will be attempting to resolve problems concerning the 

working environment of bargaining unit employees, administering this Agreement, reducing 

costs and improving operational efficiency. Such meetings will be conducted in an atmosphere 

that fosters mutual respect. There will also be a similar quarterly meeting with the Chief of 

Security and Emergency Services. 

Section 09.02 Procedures 

Communication meetings shall in no way nullify or take away the right of the Union to 

negotiate on all negotiable matters. These meetings will not circumvent established grievance 

and negotiation procedures/meetings set forth in this Agreement, nor any other procedure 

provided for in law or regulations for the resolution of disputes. Such meetings will be 

conducted during regular duty hours. Union officials in attendance are authorized official time 

without charge to leave or loss of pay if they are otherwise in an active duty status. 
20

ARTICLE 10 

RIGHTS OF EMPLOYEES 

Section 10.01 Resignations 

An employee is free to resign at any time, to set the effective date of his/her resignation, 

and to have his/her reasons for resigning entered into his/her official records. The Employer may 

permit an employee to withdraw his/her resignation if the employee so requests in writing before 

the resignation becomes effective. The Employer may decline a request to withdraw the 

resignation before it becomes effective only when the Employer has a valid reason and provides 

that reason in writing to the employee. A valid reason includes, but is not limited to, 

administrative disruption, or commitment to hire a replacement. The Employer asks employees 

who are leaving the agency to participate in a voluntary exit brief to gather information on why 

employees decide to leave. 

Section 10.02 Employer/Employee Discussions 

The Employer will make every reasonable effort to conduct discussions between a 

supervisor and employee, other than regular work related conversation, in private. During any 

meeting to discuss formal discipline between the supervisor and employee, the employee may 

request the presence of a Union representative. However, if the supervisor initiates a discussion 

of the discreet personnel action, the employee may request the presence of a union 

representative. 
21

Section 10.03 In-Office Security 

The Employer will make every reasonable effort to provide in-office security to protect 

the employees’ personal belongings. Employees will exercise reasonable care to protect their 

personal belongings and will minimize the number of personal items brought to the workplace. 

Upon request, the Employer will instruct employees on filing a claim for reimbursement under 

31 USC 3721 and make forms available in case of loss. 

Section 10.04 Meetings With Union Representative 

If the employee wishes to discuss a problem or potential grievance with a Union 

representative, the employee will have the right to contact and meet with the Union 

representative on duty time. The Employee will be released from duties to contact and meet with 

the Union representative when he/she requests to exercise this right, unless there is a pressing 

operational necessity. It staffing requirements or operational necessities prevent immediate 

release from duty, the Employer agrees to inform the representative and the employee of a 

different time and date for the meeting. 

Section 10.05 Paychecks 

Employees are responsible for reviewing their leave and earnings statements (LES) and 

notifying their supervisors of any unexplained changes, errors, change of address, and/or change 

of banking information for the purpose of direct deposit. When less than 50 percent of the 

bargaining unit employee’s base salary payment is received on the established payday, the 

Employer will, at the employee’s request, assist the employee with recovery of payment pursuant 

to the Employer’s rules and regulations.
22

Section 10.06 Volunteer Activities 

Employee participation in the Combined Federal Campaign, blood donor drives, bond 

campaigns, and other worthy projects will be on a voluntary basis. The Employer and the Union 

will not require or coerce employees to invest their money, donate to charity, or participate in 

these activities. 

Section 10.07 Certificates of Longevity 

The Employer will issue each employee, at his or her request, a certificate of longevity to 

reflect that employee’s dedicated years of service. An employee is eligible for a certificate every 

five (5) years, beginning at ten (10) years of service, based on an employee’s service 

computation date. 
23

ARTICLE 11 

LEAVE FOR CHILDBIRTH/ADOPTION REASONS 

Section 11.01 General 

a. Pregnancy is a condition that normally requires the employee to be away from the job 

because of incapacitation. As means of accommodating this temporary incapacitation, upon the 

employee’s request and proper medical certification, appropriate leave shall be granted. This 

Article shall not be construed as replacing any leave restrictions but rather clarify what is already 

granted under the Family Medical Leave Act (FMLA) and Title 5 of the Code of Federal 

Regulations. 

b. Leave for maternity reasons may consist of annual leave, sick leave, and leave without 

pay. An absence because of pregnancy and confinement shall be treated like any other medically 

certified temporary disability. Sick leave may be advanced under usual Employer guidelines for 

granting such leave. 

c. After delivery and recuperation, the employee may be granted sick leave, annual leave, or 

leave without pay for a reasonable period of time as appropriate. 

d. An employee should notify her or his supervisor that she or he will require leave for 

childbirth or adoption reasons, within a reasonable period of time. 
24

e. A male employee may request sick leave, annual leave, or leave without pay for purpose 

of assisting or caring for his minor children or the mother of his newborn child while she is 

incapacitated for maternity reasons. Approval of leave for this purpose will be consistent with 

the Employer policy in granting sick leave, annual leave and leave without pay in similar 

situations, and each leave request will be considered on its own merits. 

Section 11.02 Procedures 

a. The employee will provide the supervisor a medical certificate in advance of the 

anticipated absence. This certificate must indicate the estimated date of delivery, and the dates 

recommended by her physician to begin and terminate the leave. 

b. An employee shall not be permitted to work after the date recommended to commence 

her maternity leave, nor return to work prior to the recommended date, without revised medical 

certification. 

Section 11.03 Retirements and Time-In-Grade Coverage 

During the period of leave under this Article, retirement and time-in-grade coverage will 

be continued to the extent permitted by applicable law and regulation. 

Section 11.04 Health and Life Insurance Benefits 

During the period of leave under this Article, health benefits and life insurance shall be 

continued to the extent permitted by law and regulation. 
25

ARTICLE 12 

LEAVE WITHOUT PAY 

Section 12.01 General 

An employee may be granted leave without pay (LWOP) in accordance with applicable 

laws and regulations. 

Section 12.02 Submission of Request 

Where an employee knows in advance that LWOP must be requested because annual 

and/or sick leave is not available, requests for LWOP will be submitted to the Shift Supervisor, 

allowing sufficient time for a decision prior to its requested start date. 

Section 12.03 Extended Leave Without Pay 

Where an employee requests an extended period of LWOP, the supervisor will approve 

or disapprove leave requested by the employee based on a review of the particular circumstances 

and convey that decision to the employee. 

Section 12.04 Request from Employee 

At no time will an employee’s supervisor place the employee on LWOP without first 

obtaining a request from the employee, however, it is possible an employee may be 

automatically placed on LWOP if he or she takes leave and does not have sufficient accrued 

leave to cover the entire absence. 
26

ARTICLE 13 

MISCELLANEOUS LEAVE AND EXCUSED LEAVE 

Section 13.01 Court Leave 

a. Court leave will be granted in accordance with applicable regulations to an employee 

who is required by subpoena or direction by higher authority to appear as a witness for any party 

in a court case in which the Federal Government, the government of the District of Columbia or 

any State or local government is a party. The court may be a Federal, State, District of Columbia 

or municipal court. When the employee is called as a witness, he/she will notify his/her 

supervisor promptly so that proper arrangements may be made for his/her absence from duty. 

b. Employees called for jury duty or jury qualification will be granted court leave consistent 

with regulations. When called, the employee will promptly notify the leave approving official 

and submit a true copy of his/her summons for jury service. Upon completion of his/her service, 

the employee will present to the approval official evidence from the court indicating time served 

on such duty. 

c. Official duty – An employee who is summoned as a witness in an official capacity on 

behalf of the Federal government is on official duty, not court leave. 

d. Fee/expenses – Employees must reimburse the Employer fees paid for service as a juror 

or witness. Monies paid to employees acting as a juror or witness, which are “expenses” (e.g. 

transportation) do not have to be reimbursed to the Employer. 
27

Section 13.02 Voting and Registration Time 

a. Local Commuting Area – As a general rule, an employee is not entitled to any excused time if 

the polls are open three (3) hours either before or after his/her working hours. Normally, if the 

polls are not open at least three (3) hours before or after, the supervisor will grant sufficient time 

to vote in order to permit the employee to report for work three (3) hours after the polls are open 

or leave work three (3) hours before the polls close, whichever requires the lesser amount of time 

off. 

b. Beyond Commuting Distance – Normally, if an employee’s voting place is beyond normal

commuting distance, and if voting by absentee ballot is not permitted, the supervisor will grant 

up to five (5) hours of administrative leave for this purpose. 

c. The employee has the responsibility to make leave requests with the leave-approving official 

in advance for time off to vote or register. 

Section 13.03 Blood Donation 

Normally, an employee who donates blood at the Employer’s worksite shall be allowed 

three (3) hours to leave his/her worksite, give blood and return to his/her worksite. Job 

responsibilities will be considered when determining recuperation time before returning to work. 

The Employer may request verification from the employee. 
28

Section 13.04 Work Related Personnel Matters 

a. Interviews for Promotion Within DLA HQC Police Department – Normally, an employee 

whose name appears on the Federal Merit Promotion Program Certificate shall be granted 

administrative leave to be interviewed by the selecting official if necessary, if the interview takes 

place during the employee’s duty time.

b. Visits to the Human Resources at HQC – Employees may be granted a reasonable amount of 

time to contact the Human Resources. If further inquiry is necessary, employees may contact the 

servicing HRO by telephone. If an employee believes a personal visit is required, the employee 

will submit a written request to their supervisor for approval. The request will be approved only 

if the supervisor determines such an appointment is necessary. 

c. Medical Examinations – An employee who take an examination at a medical facility 

designated by the Employer during his/her regularly scheduled tour of duty will be in a duty 

status. In the instance where the employee takes an examination administered by the Employer 

during the scheduled time off, the employee shall be compensated as “On the Clock” and 

payable in a regular or overtime status as appropriate. In the event the Employer designates a 

private physician to perform an examination, that examination will be compensable under this 

Section. 

Section 13.05 Military Funerals 

a. An employee may be excused for up to four (4) hours in any one day to enable him to 

participate as an active pallbearer or as member of a firing squad or a guard of honor in a funeral 
29

ceremony for a member of the armed forces whose remains are returned from aboard for final 

interment in the United States. The employee will provide appropriate documentation. 

b. An employee shall be granted up to three (3) days of leave to make arrangements for or 

to attend the funeral or memorial service of an immediate relative who died as a result of a 

wound, disease, or injury incurred as a member of the armed forces while serving in combat. 

The three (3) days need not be consecutive, but if not, the employee will furnish the Employer 

satisfactory reasons justifying a grant of funeral leave for nonconsecutive days. Funeral leave 

shall be granted only from a prescribed tour of duty, including regularly scheduled overtime. 

The term “immediate relative’ is defined as:

1. Spouse, and parents thereof. 

2. Children, including adopted children, and their spouses. 

3. Parents and spouses thereof. 

4. Brothers and sisters and their spouses. 

5. Grandparents and grandchildren, and spouses thereof. 

6. Domestic partners and parents thereof, including domestic partners of any individual in 

numbers 2 through 5. 

7. Any individual related by blood or affinity whose close association with the employee was 

such as to have been equivalent to a family relationship. 
30

Section 13.06 Funeral of Federal Law Enforcement Officers. 

Employer will allow the Union President or his/her designee to request administrative 

leave to attend the funeral of a law enforcement officer employed by the Federal government in 

the Washington, D.C. metropolitan area or a D.C. Metropolitan police officer killed in the line of 

duty. 

Section 13.07 Conventions, Conferences, and Meetings 

Employees may be excused to attend job-related meetings, conferences, and conventions 

when the Employer determines that the attendance will serve the best interests of the Employer. 

Attendance is limited to those situations in which the employee is an official representative of 

the Employer and if the situation is permitted by Government ethics rules. 
31

ARTICLE 14 

FAMILY AND MEDICAL LEAVE, FAMILY-FRIENDLY LEAVE POLICIES AND BONE 

MARROW/ORGAN DONATION LEAVE 

Section 14.01 – Under the Family and Medical Leave Act (FMLA) of 1995, most Federal 

employees are entitled to a total of up to 12 workweeks of unpaid leave during any 12-month 

period for the following purposes: 

A. the birth of a son or daughter and the care of such son or daughter, 

B. the placement of a son or daughter with the employee for adoption or foster care, 

C. the care of a spouse, son, daughter, or parent of the employee who has a serious health 

condition, or 

D. a serious health condition of the employee that makes the employee unable to perform 

the essential functions of his or her position. 

Under certain conditions, an employee may use FMLA leave intermittently. An employee may 

elect to substitute annual leave and/or sick leave for any unpaid leave under the FMLA, 

consistent with current laws and Office of Personnel Management (OPM) regulations for using 

annual and sick leave. The amount of sick leave that may be used to care for a family member is 

limited under OPM regulations. FMLA leave is available in addition to other paid time off 

available to an employee. 

Section 14.02 – Upon return from FMLA leave, an employee must be returned to the same 

position or an equivalent position with equivalent benefits, pay, status, and other terms and 
32

conditions of employment. An employee who takes FLMA leave is entitled to maintain health 

benefits coverage. An employee on unpaid FMLA leave may pay the employee share of the 

health benefits premiums on a current basis or pay upon return to work. 

Section 14.03 – An employee must provide written notice of his or her intent to take FMLA 

leave not less than 30 days before leave is to begin, or in emergencies, as soon as practicable. 

Within 3 workdays, the Employer will approve or disapprove FMLA leave requests or ask for 

additional medical certification. If disapproved, the rationale for the decision will be provided. 

Decisions and requests for medical certification will be in writing. 

Section 14.04 – The Employer may request medical certification in accordance with 5 CFR 

630.1207 (Medical Certification) for FMLA leave taken to care for an employee’s spouse, son, 

daughter, or parent who has a serious health condition, or for a serious health condition of the 

employee. The Employer will safeguard the privacy of such data. In general, medical 

information must be sufficient to show that the employee or family member is seriously ill, the 

date the illness began and the expected duration of the illness, the need for care by the employee 

in cases of family care, and whether the employee or family member is incapacitated. In 

addition, the request for leave must include a statement that the employee will be providing care 

to the family member. 

Section 14.05 – Most employees may use a total of 104 hours of sick leave each leave year to: 
33

A. provide care for a family member who is incapacitated by a medical or mental 

condition or attend to a family member receiving medical, dental, or optical examination or 

treatment, or 

B. make arrangements necessitated by the death of a family member or attend the funeral 

of a family member. 

For this Section, “family member” is defined as a spouse, and parents thereof; children, 

including adopted children, and spouses thereof; parents; brothers and sisters, and spouses 

thereof; and any individual related by blood or affinity whose close association with the 

employee is the equivalent of a family relationship. 

Section 14.06 – Employees are permitted to use sick leave for purposes related to the adoption of 

a child. Employees may use sick leave for appointments with adoption agencies, social workers 

and attorneys; court proceedings; required travel; and any other activities necessary to allow the 

adoption to proceed. 

Section 14.07 – Employees are entitled to up to seven days of paid leave each calendar year to 

serve as a bone marrow donor. Employees are also entitled to up to 30 days of leave to serve as 

an organ door. Leave for bone marrow and organ donation is not sick or annual leave. It is a 

separate category of leave in addition to annual and sick leave. 
34

ARTICLE 15 

SICK LEAVE 

Section 15.01 – The Employer will grant sick leave to an employee when the employee: 

a. Receives medical, dental, or optical examination or treatment 

b. Is incapacitated for the performance of duties by physical or mental illness, 

pregnancy, or childbirth 

c.. Provides care for a family member who is incapacitated by a medical or mental 

condition, or attends to a family member receiving medical, dental, or optical examination, or 

treatment 

d. Makes arrangements necessitated by the death of a family member or attends the 

funeral of a family member, as defined by 5 CFR 630.201 

 Note: For the purpose listed in paragraphs c and d above, the limit for full time 

employees is 104 hours per year. 

e. Would, as determined by the health authorities having jurisdiction or by a health care 

provider, jeopardize the health of others by his or her presence on the job because of exposure to 

a communicable disease 

f. Must be absent from duty for purpose relating to the adoption of a child, including 

appointments which adoption agencies, social workers, and attorneys, court proceedings, 

required travel, and any other activities necessary to allow the adoption to proceed. 

Section 15.02 – Employees will accrue sick leave in accordance with governing regulations. 
35

Section 15.03 – Sick leave will be taken in 15 minute increments if less than a full hour is used. 

Section 15.04 – Planned sick leave for medical or dental examinations or treatment will be 

requested as far in advance as possible, to allow management to plan ahead for necessary shift 

coverage. 

Section 15.05 – When employees call in to request unplanned sick leave due to illness or injury, 

they must contact the Employer to request sick leave two hours before the start of the shift or as 

soon as possible, because of the need to identify another employee to cover the shift. 

Section 15.06 – An employee’s self-certification of illness or injury may be considered 

administratively acceptable for sick leave requests, up to three days duration. In some 

circumstances, employees may be required to produce other administratively acceptable 

evidence to support a request for sick leave, such as a doctor’s certification. When the 

supervisor determines that such evidence is needed, it must be provided no later than 15 calendar 

days after the date such medical certification is requested. If it is not practicable under the 

particular circumstances to provide the requested evidence within 15 calendar days after the date 

requested despite the employee’s diligent, good faith efforts, the employee must provide the 

evidence or medical certification within a reasonable period of time under the circumstances 

involved, but not later than 30 calendar days after the date such documentation is requested. An 

employee who does not provide the required evidence is not entitled to sick leave. 
36

Section 15.07 – If a supervisor has a reasonable basis for suspecting sick leave abuse, the 

supervisor will normally counsel the employee about the situation before taking any further 

action. If the counseling does not bring about an improvement, or in any cases where 

preliminary counseling is not warranted, the employee will be advised in writing that he or she 

will be required to submit a medical certificate for each subsequent absence for illness until there 

is a satisfactory improvement in sick leave use. This notification will include a provision for 

termination of the requirement when the employee’s record demonstrates that the action taken 

has achieved the desired result, as determined by the supervisor. These written notices will not 

be retained more than 12 months, unless the employee has been notified in writing that the 

requirement to produce the medical certification is being continued. 

Section 15.08 – A health care practitioner’s certificate must include the employee’s name, the 

dates of incapacitation or treatment and the signature of the health care practitioner to be 

acceptable, and must be on the health care practitioner’s letterhead

Section 15.09 - Time spent by employees in obtaining job related medical examination or 

treatment at the appropriate health unit shall be time in duty status. 

Section 15.10 – Employees may request advanced sick leave in accordance with governing 

regulations, for an illness or injury of the employee or a family member, or for purposes relating 

to the adoption of a child. Thirty days (240) hours is the maximum amount of advanced sick 

leave an employee may have to his or her credit at any time. 
37

ARTICLE 16 

ANNUAL LEAVE 

Section 16.01 - Employees will accrue annual leave in accordance with governing regulations. 

Section 16.02 - The Employer will consider workload in making decisions to approve or deny 

annual leave requests. 

Section 16.03 - Annual leave is normally requested and approved in advance. The supervisor 

will review the leave schedule for the period in question, and will promptly advise the employee 

whether the requested leave can be approved. 

Section 16.04 - When an employee needs to request emergency annual leave, the employee is 

expected to contact the Security Operations Center at least two hours before the start of the shift, 

or as soon as possible, because of the need to identify another employee who can cover the shift. 

The Employer will make a decision to approve or deny emergency annual leave on an individual 

case-by-case basis. 

Section 16.05 – Although the reasons an employee wants to take annual leave are normally not 

the concern of the Employer, there may be situations where denial of annual leave would create a 

personal hardship. In those instances, the employee may elect to share the reasons for requesting 

leave and the Employer will consider those reasons in making a decision. 
38

Section 16.06 - Employees are strongly encouraged to manage their annual leave balances 

throughout the year, to avoid having a large use-or-lose balance near the end of the year. Proper 

management of a leave balance can avoid the necessity for an employee to forfeit unused leave at 

the end of the year, if workload requirements prevent granting some late-year requests to use 

excess annual leave. 

Section 16.07 - Annual leave will be taken in 15 minute increments if less than a full hour is 

used. 

Section 16.08 - The parties recognize that cancellation of approved annual leave by the 

Employer can create a hardship for employees. If mission considerations require the Employer 

to cancel previously approved leave, the Employer will advise the employee of the reasons for 

the cancellation and indicate when leave can be taken. Upon request by the employee, the 

reasons for cancelling the leave will be provided in writing. The statement of reasons will 

indicate specific mission requirements that led to the management decision. 

Section 16.09 - Employees may request advanced annual leave in accordance with governing 

regulations. The maximum amount of annual leave that can be advanced is the number of hours 

which will be accrued by the employee before the end of the leave year. 
39

ARTICLE 17 

POSITION DESCRIPTION/CLASSIFICATIONS 

Section 17.01 Accuracy of Description 

Each employee covered by this Agreement, upon request, will be provided with a 

position description, which accurately reflects the duties of her/her position. DLA uses 

standardized position descriptions for police officer positions across the agency, including HQC. 

If an employee believes that his/her position description or classification is not accurate, he/she 

may request a review by the appropriate supervisor and be assisted by a Union representative. A 

dispute regarding the accuracy of an employee’s position description may be handled under the 

grievance procedure. An employee may appeal the classification of his/her position in 

accordance with OPM regulations. 

Section 17.02 Duties outside Position Description 

The purpose of a position description is to describe, for pay and classification, the major 

duties and skills required of a position. A position description may not list every duty an 

employee may be assigned but is to reflect the major duties and responsibilities that are 

controlling of a position’s series and grade. When the term “performs other duties as assigned” 

or other related duties is used in a position description, the term means tasks which are related to 

the position and are of an incidental nature. However, if is determined necessary, duties may be 

assigned which are not specifically spelled out in the position description. If an employee feels 

that duties assigned do not reflect his/her position description, the employee may bring it to the 
40

attention of the immediate supervisor and, if necessary, exercise their right of grievance through 

the established grievance procedures. 
41

ARTICLE 18 

TRANSITIONAL DUTIES/ASSIGNMENTS 

Section 18.01 General 

The Employer and the Union recognize that an employee may medically require 

transitional duties as a result of injury or illness contracted either on or off the job. When an 

employee requests transitional duties as a result of an on the job illness or injury, the regulations 

of the Department of Labor and current Employer instructions will be followed to determine the 

appropriate placement of the employee. The Employer will consider assigning employees to 

transitional duties in the HQC. 

Section 18.02 Employee Request/Information Required 

When an employee requests transitional duties as a result of an off the job illness or 

injury, the employee will provide information as required by the Employer. 

Section 18.03 Availability of Duties 

If the Employer approves transitional duties, the Employer will assign an employee 

transitional duties within DLA HQC to the extent that such duties are available. 

Section 18.04 Consideration for Promotional Opportunities

Employees assigned to transitional duties will continue to be considered for promotional 

opportunities for which they otherwise qualify and apply. 
42

Section 18.05 Continuation for Bargaining Unit Status 

Employee’s assigned duties under this provision will normally continue to be considered 

as bargaining unit employees and will be entitled to all the protection of this Agreement and 

those provided by law and regulation. 
43

ARTICLE 19 

INJURY COMPENSATION 

Section 19.01 General 

The Employer and the Union recognize that the administration of the Federal Employee’s 

Compensation Act is the responsibility of the Department of Labor, Office of Workers 

Compensation Program (DOL-OWCP). To the extent such actions are within its control, the 

Employer will provide full assistance to employees injured on the job. The Union will aid these 

efforts to the extent possible. The following procedures are provided as guidance to supervisors, 

employees, and representatives in the event of an employee injury. They are not intended to 

supersede any current or future DOL-OWCP regulations. 

Section 19.02 Employee/Supervisor Responsibilities 

Whenever an employee sustains a traumatic injury/occupational disease that he/she believes 

occurred while in the performance of duty, he/she will promptly notify his/her supervisor. 

Supervisors should arrange prompt medical treatment for the employee. Injured employees have 

the choice of treating physician. Unless the employee is incapacitated, he or she should arrange 

for his or her own medical treatment. If the injury is such that the transportation is necessary, 

emergency personnel should be contacted for transportation to the medical care facility. 

Section 19.03 Authorization of Treatment 

When notified of an employee injury, the Injury Compensation Program Administrator (ICPA) 

will promptly authorize examination and treatment, and where appropriate, through the use of a 
44

Form CA-16, Authorization for Examination and/or Treatment and CA-20 Attending Physicians 

Report. The employee will be provided a Form CA-1 (Notice of Occupational Injury) or form 

CA-2 (Notice of Occupational Illness), and a Form CA-17 Duty Status Report, by his/her 

supervisor. Representative of the Employer, a Union representative or other individual may 

assist the employee in the completion of the CA-1/CA-2. 

Section 19.04 Review of Forms 

When the employee returns the CA-1/CA-2 to the supervisor, supervisors should review 

the form for completeness and promptly forward it to the Injury Compensation Office for 

submitting the Form CA-1/CA-2 to DOL –OWCP. The Employer will submit form CA-1/CA-2 

to OWCP as soon as possible but normally not later than ten (10) working days from the date of 

the receipt of the CA-1/CA-2 from the employee. CA-1/CA2 forms will not be held for receipt 

of supporting documentation. When an employee is unable to do so because of serious injury, 

incapacitation or illness, the Employer will make every reasonable effort to assist the employee 

or the employee’s family in the filing of appropriate documents for entitlements to the employee 

or the employee’s family.

Section 19.05 Emergency Medical Treatment 

The Employer agrees that time spent undergoing emergency medical treatment on the day of 

injury will be administrative leave for worker’s compensation purposes and coding in the payroll 

system. If the employee is unable to return to work and requests the Employer to mail the forms, 

the Employer will promptly do so. An employee may notify the Union about the injury if he or 

she so chooses. 
45

Section 19.06 Continuation of Pay 

If the employee is unable to return to work the day following the injury, the employee 

may elect continuation of pay (COP) or leave. Absent such an election, the employee will be 

contacted by the supervisor or the Injury Compensation Office to obtain the employee’s desired 

leave category. An employee is entitled to receive COP when he or she is absent from work due 

to disability or medical treatment from an on-the-job injury. Such time must be supported by 

medical documentation. 

Section 19.07 Briefs to Employees 

The Employer will provide information to employees in the unit regarding their rights 

and responsibilities under the OWCP program. Information is provided to the DLA workforce 

via bulletin releases and periodic newsletters. All changes in OWCP policy will be provided to 

the Union and the employees. 

Section 19.08 Union OWCP Representative 

The Union will designate an OWCP representative. The Employer will consider a union 

request to attend OWCP classes sponsored by the Employer or the Department of Labor in 

accordance with the operational needs of the Employer. Such training will be at the expense of 

the Union. Should an injured employee designate a Union representative to assist in matters 

pertaining to a work injury claim, a written notice of Official Designation of Representative 

should be signed and dated by the injured employee and submitted to the Injury Compensation 

Office. 
46

ARTICLE 20 

OFFICIAL TIME 

Section 20.01 General 

a. Any employee representing the Union, or in connection with any other matter covered by 5 

USC Chapter 71, or any employee in the bargaining unit, will be granted official time in any 

amount the Employer and the Union agree to be reasonable, necessary, and in the public interest. 

Union activities done on official time will be performed at the Headquarter Complex and Fort 

Belvoir. 

b. The Union will provide the Employer with the names of those employees it has designated as 

Union officials and they shall be appropriate users of official time for Union representational 

functions. The Union agrees to provide the Employer with a list of the names. The Union will 

maintain a current list of all Union officers and stewards and will provide the Employer an 

updated copy quarterly or as needed. Request for Use of Official time, Via Email or telephone 

will be used to document all official time used under this contract by all recognized employee 

representatives. 

c. In addition to any official time to which Union representatives are statutorily entitled, 

Union officers and stewards will be granted the following amounts of official time to perform 

appropriate representational functions: 
47

1. One 12-hour shift each Wednesday. This shift may be used by any of the Union’s designated 

officials, at the Union’s discretion. For scheduling purposes, the Union will notify the Employer 

,in advance of each Wednesday, which Union official(s) will use the official time that week. The 

parties agree that if a police emergency arises during that official time shift, the police officer on 

official time will assist in the handling of the emergency as a police officer. 

2. An additional twelve (12) hours per week will be available to the Union for performing Union 

representational functions outside the Wednesday shift, as needed. The Appendix A Official 

Time form will be used to request and document this time. Meetings initiated by management 

will not count against the 12 hours per week. If the union needs additional time in any week 

above the 12 hour amount, it may request additional time and will identify why additional time is 

desired. The Appendix A form will be used to request this additional time. 

d. The Employer and the Union agree that a non-employee Union representative (National 

representatives, attorney, etc.) may assist the Union officers and employees in carrying out the 

Union's responsibility for representing bargaining unit employees. Notice of such representatives 

attending meetings with Employer officials will be made at least 72 hours in advance to Human 

Resources, where practicable. 

Section 20.02 Collective Bargaining

Any employee representing the Union in the negotiation of a collective bargaining 

agreement will be authorized official time for such purposes, including attendance at impasse 

proceedings, during the time the employee otherwise would be in a duty status. The number of 
48

employees for whom official time is authorized under this subsection will not exceed four (4), 

other than the Chief Negotiator, or as otherwise agreed. 

Section 20.03 Request to Supervisor

a. A Union representative will be allowed time away from his/her job to transact any authorized 

functions only after requesting and receiving permission from his/her supervisor. The 

representative will inform his/her supervisor that the representative needs to conduct authorized 

Union business and the approximate time needed. The representative will provide the supervisor 

the location and/or telephone number where the representative can be reached. Supervisors will 

grant such requests, unless work related requirements preclude the representative’s absence at 

that time. When this occurs, the supervisor will promptly advise the representative when the 

time can be granted. The representative will notify his/her supervisor upon returning to work. 

b. The Union agrees that no more than one (1) representative on official time shall be assigned 

in an individual grievance or complaint at any one time. 

c. Whenever it is necessary for a recognized representative to leave his/her work area for 

representational purposes, he/she shall request permission from his/her immediate supervisor as 

much in advance as possible. Such request shall include information as to where he/she is going, 

how he/she can be contacted, the specific nature of the business to be transacted, and when 

he/she expects to return to his/her workstation. If the official time is approved but must be 

rescheduled, the supervisor will inform the official/steward of an alternate suitable time. Official 

time will be approved and scheduled to the extent consistent with the workload requirements of 
49

the duty area. Upon return to the work area, the officer or steward will report to his/her 

supervisor to allow the amount of time used to be noted. When it is necessary for a Union officer 

or steward to visit an employee or another Union officer or steward, in their work area, the 

Union officer or steward will secure permission from the supervisor of the Union 

officer/steward/employee who is receiving the visit before entering the work area. Union officers 

and stewards will limit their absence for representational duties to the minimum amount of time 

necessary to carry out the Union's responsibilities. 

Section 20.04 Other Employee’s Supervisor

In addition to the requirements of Section 20.03, the Union representative must also 

obtain permission from the supervisor of the employee with whom he/she wants to meet. 

Section 20.05 Employee Requests

Employees will request permission when they must meet with their Union representative 

away from their place of duty. The employee will inform the supervisor that a work-related 

issue is to be discussed, the approximate duration of the meeting and the location or telephone 

number where the employee can be reached. Supervisors will grant such requests, unless there 

are work-related requirements which would preclude the employee’s absence at that time. When 

this occurs, the supervisor will promptly advise the employee when such authorization will be 

granted. The employee will notify his/her supervisor upon returning to duty. If the Union 

representative that an employee requests or expects is absent at the time, the Union may 

substitute a different representative. 
50

Section 20.06 Disapproval of Official Time

If a request for official time is disapproved in whole or in part, the Union may file a 

grievance. However, if a request for official time cannot be approved, the supervisor will work 

with the Union official to accommodate the need at another time. 

Section 20.07 Disputes Over Official Time

Any dispute over the use of official time may be resolved through the negotiated 

grievance procedure or the unfair labor practice procedure or by discussion between the parties. 

Section 20.08 Abuse of Official Time 

The Union recognizes its obligation to insure that representatives do not abuse official 

time by unduly absenting themselves from their assigned work areas. The Union agrees to make 

reasonable effort to perform their authorized representational duties in a proper and expeditious 

manner. 

Section 20.09 Union Sponsored Training 

The Employer may approve official time, but no travel or per diem, for employee 

attendance at Union sponsored training which the Parties agree is of mutual benefit to the Parties 

(i.e. designed to advise representatives on matters within the scope of labor-management 

relations). This may include training that is directly provided by IBPO or NAGE, or training 

from other providers that the Parties agree is of mutual benefit. All requests for official time will 

be considered in accordance with Section 20.03. Official time for union sponsored training will 

be granted as follows: 
51

a. Every year, the Executive Board shall be granted up to 40 hours per year for training 

purposes. On years where NAGE has a National Convention, 40 hours may be 

utilized for that purpose, but only for any portions of the Convention that the Parties 

determine are of mutual benefit. Official time cannot be used for internal Union 

business. 

b. Every year, up to forty (40) hours will be granted to no more than five (5) Union 

representatives to attend Training. 
52

ARTICLE 21 

UNIFORM AND EQUIPMENT 

Section 21.01 Professional Appearance 

The Union agrees to work with the Employer in promoting positive employee attitudes and in 

improving professionalism with the objective of a more effective accomplishment of the mission. 

The Union and Employer will mutually support the Employer’s objectives as they relate to 

appearance and attitude. To this end, Union and Employer officials will encourage employees to 

perform their assigned duties to the best of their ability, to take pride in quality work, strive to 

maintain professional appearances, promote friendly and harmonious working relationships 

between supervisors and subordinates, encourage members to suggest ways to improve work 

methods, and strive to promote friendly communication as they interact with civilian and military 

personnel. Uniforms will be worn in accordance with department policy. 

Section 21.02 Standard Issue 

The employer will provide all required uniform items to bargaining unit employees. 

Section 21.03 Body Armor 

Body armor will be inspected annually and replaced as appropriate. 

Section 21.04 New or Upgraded Equipment 

The Employer shall notify the Union prior to the purchase of new uniforms and 

equipment or the upgrading of existing uniforms and equipment for the Police Officers for Pre 
53

Decisional Involvement and Impact and Implementation Negotiations. The Employer shall also 

provide any available information for new equipment to the Union. 
54

ARTICLE 22 

ACQUIRED IMMUNE DEFICIENCY SYNDROME 

Section 22.01 No Discrimination 

Employees infected by the Human Immunodeficiency Virus (HIV) or with Acquired 

Immune Deficiency Syndrome (AIDS) shall be allowed to work free from discrimination on the 

basis of their medical condition. Qualified bargaining unit employees with disabilities will be 

reasonably accommodated, in accordance with the Rehabilitation Act of 1973, as amended. It 

is the employee’s responsibility to provide medical information regarding the extent to which a 

medical condition is affecting availability for duty or job performance to enable the Employer to 

reasonably accommodate the employee. 

Section 22.02 Medical Documentation 

The Parties agree that medical documentation and other personal information related to 

the medical condition of the bargaining unit employees with AIDS or HIV positive should be 

treated in a way to protect confidentiality and privacy. 

Section 22.03 Other Duties 

Bargaining unit employees with AIDS or who are HIV positive who are temporarily 

medically or physically unable to perform active police duties may request other police related 

duties. When other work is not available, leave shall be authorized in accordance with this 

Agreement. 
55

ARTICLE 23 

EQUAL EMPLOYMENT OPPORTUNITY 

Section 23.01 - The Employer and the Union agree that discrimination in employment because of 

race, color, religion, sex, national origin, age or disability as these terms are defined in 

appropriate law and regulation is prohibited. Sexual harassment is also a form of discrimination 

and the Employer and the Union agree that all personnel will work toward its prevention. 

Section 23.02 - The DLA Equal Employment Opportunity program shall be designed to promote 

equal employment opportunity in accordance with applicable law and regulations. 

Section 23.03 - The Employer will provide employees reasonable access to regulations in its 

possession, which describe the discrimination complaints process. Employees will also be given 

access to the local Affirmative Employment Plan. The Union will be given an opportunity to 

comment on proposed Affirmative Employment plans, and its comments will be considered in 

the development of the plan. 

Section 23.04 Complaints: 

A. Any employee who seeks advice, wishes to file, or has filed and Equal Employment 

Opportunity (EEO) complaint shall be free from coercion, interference, dissuasion or reprisal due 

to the complaint. Other persons who participate in the EEO process will likewise be protected 

from coercion, interference, dissuasion, or reprisal. 
56

B. Complaints must be initiated within 45 days of the date of the incident or of the date 

when the employee became aware of the incident. Employees seeking assistance will be advised 

concerning the procedures involved in processing an EEO complaint. 

C. An employee is entitled to designate a personal representative, which may include a 

Union representative. An employee’s representative who has been designated in writing in an 

EEO complaint will have the same access to information as the complainant. 

D. Settlement agreements may affect conditions of employment for bargaining unit 

employees other than a complainant. In such cases, the specific language of a proposed 

settlement agreement that affects conditions of employment of other bargaining unit employees 

will be provided to the local Union president or designee prior to affecting an agreement. 

Section 23.05 - EEO counselors properly trained in accordance with appropriate regulations, 

will be made available and accessible to employees within normal business hours. A police 

officer who meets with an EEO counselor will be on duty time, if otherwise in a duty status. 

Due to the mission requirements of the police force, an employee wishing to meet with an EEO 

counselor on duty time will coordinate with the supervisor to arrange an appropriate time to do 

so. 

Section 23.06 The Employer will post information in conspicuous places on how to obtain EEO 

counseling (with appropriate telephone numbers) and on the role of EEO counselors and their 

functions during the EEO process. 
57

ARTICLE 24 

AWARDS 

Section 24.01 – The Incentive Awards program will be administered in accordance with DOD 

and DLA regulations. Awards may be done on either an individual or group basis. Union 

officials who use official time are eligible for awards on the same basis as any other employees. 

Section 24.02 – Awards will be approved or disapproved within a reasonable period of time. 

Awards will be presented to recipients in a timely manner. Any employee or group of 

employees considered by the Employer to be deserving of an award will be nominated in a 

timely manner. 

Section 24.03 Cash Award 

A cash award under this Article is a lump sum payment and is not basic pay for any 

purpose. A cash award is subject to applicable tax laws and the provision of FICA. A cash 

award may be granted at any time. 

Section 24.04 Performance Award 

A performance award may be granted to a separated employee or the legal heir(s) or 

estate of a deceased employee provided that the employee was on the rolls for the rating period. 
58

Section 24.05 Time-Off Awards 

Time-off awards (TOA) will be in accordance with 5 U.S.C. 4502, Government-wide and 

Employer regulations. It should be used principally to recognize contributions that are of a onetime, non-recurring nature. Employees may be granted up to eighty (80) of time off during a 

leave year without charge of leave or loss of pay. The maximum amount of time off which may 

be granted to an employee for any single contribution is 40 hours (40). 

Section 24.06 Union Information 

The Employer will, on an annual basis, provide the IBPO 815 with the names and dates 

of awards within the bargaining unit. 
59

ARTICLE 25 

DETAILS 

Section 25.01 Details 

Details to a higher paid position may be used when necessary services cannot be obtained 

by other means. Employees will not be detailed to vacancies or new positions or set of duties of 

a comparable or lesser grade in excess of one hundred twenty (120) calendar days except as 

authorized by OPM regulations. When employees have been detailed for a period in excess of 

thirty (30) calendar days, the detail shall be recorded on a Standard Form 52, Request for 

Personnel Action, and filed in the employee’s official personnel file, with a copy forwarded to 

the employee. All details to higher graded positions exceeding sixty (60) days will be made in 

accordance with Title 5 CFR 335 

A temporary promotion may not be made primarily: 

a. To train or evaluate an employee in a higher grade position. 

b. To give an employee a trial period before permanent promotion. 

c. To decide among candidate for permanent promotion. 

An employee’s leave status or record may not be used as sole criteria for non-qualification for 

temporary assignment, detail or selection process. However, planned extended leave during the 

detail or temporary promotion period may be considered as a factor. 
60

Before a temporary promotion is done within the bargaining unit, the Employer will announce 

the opportunity to the officers within that squad, so officers may express an interest in being 

considered for the opportunity. The Employer agrees to notify the Union in advance of any 

employee whom it intends to place in a temporary detail or promotion that will last for a 

minimum of a pay period. This notice should include an explanation of the purposes of the 

detail. 
61

ARTICLE 26 

HAZARDOUS DUTY 

Section 26.01 General 

The Parties agree that Title 5 C.F.R. Part 550, Subpart 1, App. A, (hereinafter App. A) 

and any changes, alterations or amendments thereto are binding on the parties. The Union will 

be advised of any applicable changes, alterations or amendments that affect the police officers at 

the HQC in a timely manner and a copy provided to all employees. The Parties agree that a 

determination in response to a request for the differential under this Section will be made as 

expeditiously as possible. 

Section 26.02 Policy of Employer 

It is the policy of the Employer to eliminate or to reduce to the lowest level possible all 

hazards, physical hardships, and working conditions of an unusual nature. When such action 

does not overcome the unusual nature of the hazard, physical hardship or working condition, 

hazard pay may be warranted in accordance with App. A. However, the existence of hazardous 

duty is not intended to condone work practices which circumvent Federal safety laws, rules, and 

regulations. 

Section 26.03 Payment of Differential 

Hazardous duty pay will be paid to bargaining unit employees when performing duty 

under circumstances in which an accident could result in serious injury or death, such as duty 

performed on a high structure where protective facilities are not used or on an open structure 
62

where adverse conditions such as darkness, lightning, steady rain, or high wind velocity exist, or 

duty that may not in itself be hazardous, but causes extreme physical discomfort or distress and 

not adequately alleviated by protective or mechanical devices, such as duty involving exposure 

to extreme temperatures for a long period of time, arduous physical exertion, or exposure to 

fumes, dust, or noise that causes nausea, skin, eye, ear, or nose irritation. 

Section 26.04 Notification to Employees 

Employees will be notified when assigned work for which hazardous duty pay is 

indicated. In the absence of such notification, the employee will assume that such pay is not 

applicable. However, if at any time during a job assignment an employee believes that such pay 

is warranted, the employee will call the matter to the attention of his supervisor as soon as 

possible. The supervisor will at that time notify the employee if hazardous duty pay is 

warranted, and, if warranted, will take the necessary steps to pay the employee. However, if the 

supervisor or the Union is uncertain concerning the exposure, he/she or the Union may contact a 

representative of Occupational Health and Safety (OHS) who will investigate and determine if 

conditions warranting hazard pay exist. Normally, the OHS decision will be rendered with two 

(2) weeks or sooner if possible. 

If the Union is dissatisfied with the OHS determination, it may refer the issue to the 

Occupational Safety and Health policy office for a second opinion on the issue of exposure 

and/or degree of exposure; the effect of safety and protective devices, and whether the hazard has 

been abated to practically eliminate the potential for personal injury or illness. Unresolved 
63

complaints regarding hazard pay will be processed in accordance with the grievance procedure in 

this agreement. 

The Union may, at its own expense, and in accordance with the Employer’s Internal 

security practices, utilize its own industrial hygienist to examine the potential exposure.

Section 26.05 Union Notification 

When the Union believes that a work situation warrants coverage under App.A, it will 

notify the Employer of the category, location, and nature of the hazard to justify payment of the 

hazard pay. When the Employer determines or proposes that a local work situation is such that it 

would be included in a payable category as outlined in App. A, it will notify the IBPO Local 

President or his/her designee of the category, location, and nature of the hazard and will provide 

in writing the reason for the payment of the hazardous duty pay. 

When the Employee determines that appropriate protective measures and personal 

protective equipment are such that a hazard has been abated to practically eliminate the potential 

for personal injury or illness, thereby terminating the need for hazardous duty pay, the Union 

President or his/her designee will be notified in writing. The notification will include the 

category, location and nature of the hazard and the reason for the termination of the pay. 

The Union will be provided a copy of any report which served as a basis for the termination of 

pay. 
64

Section 26.06 List of Hazardous Substances 

The Union will be provided with a list of hazardous and/or dangerous substances that are 

present in the workplace and the location of these substances. The police communications center 

will also keep a listing of these hazardous substances and advise bargaining unit officers when 

dispatched to an area where dangerous substance are present. 
65

ARTICLE 27 

SAFETY AND OCCUPATIONAL HEALTH 

Section 27.01 Primary Responsibility 

It is recognized that each employee has a primary responsibility for his/her own safety 

and an obligation to observe safety rules and practices as a measure of protection for the 

employee and others. The Employer will familiarize Employees with Occupational Safety and 

Health Standard Operating Procedures. 

Section 27.02 Protective Equipment 

Protective equipment and safety devices, which the Employer requires employees to use 

or wear, will be provided to the employees at no cost. The Union supports the use of issued 

safety equipment. 

Section 27.03 Employer Determination 

The Employer will have the authority to determine whether any work area conforms to 

applicable safety standards. Whenever the Employer finds that such safety standards have not 

been met, the Employer will determine what protective equipment will be used to protect 

employees and permit them to work safely in the area. 

Section 27.04 Applicable Regulations 

The Employer will make every effort to insure that office space is in compliance with 

applicable regulations. When space allowing more square footage and/or more privacy exits, full 
66

consideration will be given to providing better space to employees. Each office employee will 

have a desk, chair, telephone and appropriate desk supplies. The Employer will make every 

effort to provide prompt maintenance and repair to all essential equipment or replace equipment 

determined by the Employer to be in poor working condition. 

Section 27.05 Employees Not Necessary for Abatement 

Whenever the Employer or its designee concludes on the basis of an inspection or report 

that a condition exists in a work area which could reasonably be expected to cause death or 

serious physical harm, all unit employees not necessary for the abatement of the dangerous 

condition will be withdrawn from that work area. 

Section 27.06 No Operation of Unsafe Equipment 

a. No employee will be required to operate unsafe and faulty equipment. In the event that 

an employee reports to his/her immediate supervisor that an assignment will endanger the 

employee’s health and/or is unsafe, the supervisor will investigate and determine the validity of 

the allegation. Should the supervisor determine that the assignment can be performed safely, the 

supervisor will so inform the employee(s) and the work will proceed recognizing that the 

supervisor has full responsibility for the safety aspects of the job. 

b. If the supervisor has any doubt as to the safety of the work situation, the supervisor 

will request the assistance of Safety office who will inspect the job site along with the supervisor 

or ensure that it is safe before requiring the employee(s) to perform the work. If the employee 

has a reasonable belief that an unsafe condition continues to exist subsequent to the 

determination made by the supervisor, the matter may be referred to the Chief of Security and 
67

Emergency Services, who will notify the Union, confer with Safety Office and take appropriate 

action to resolve the situation. If the issue is not resolved by the Chief of Security and 

Emergency Services, the Union may contact other organizations within the agency or appropriate 

outside officials or organizations, provided that the Union does not interfere with the Employer’s 

effort to investigate any known health and safety concern and the Union promptly provides the 

Employer with all relevant information prior to such outside contact. 

Section 27.07 Prevention of Accidents 

The Union and the Employer will make every effort to prevent accidents of any kind and 

in particular those of a more serious nature involving personal injury and lost time. Should such 

accidents occur, however, a prime consideration will be the welfare and comfort of the injured 

employee. 

Section 27.08 Transportation of Officers 

No police officer will be transported in a cage intended for transporting prisoners. 

Officers when in the scope of duty and/or conducting business in accordance with the Police 

Department’s requests shall be transported at the Police Department’s expense or shall be 

compensated accordingly in accordance with Federal Law. 

Section 27.09 Infected Persons – Employee Exposure 

When an employee believes he/she may have been exposed to individuals infected with 

HIV/AIDS or Hepatitis, other than causal contact, the Employer agrees to provide the employee 

with the appropriate forms and authorization for medical testing or treatment. 
68

Section 27.10 HIV/AIDS/Hepatitis 

The Employer agrees to make HIV/AIDS/Hepatitis awareness and prevention 

information available to all bargaining unit personnel. The is topic may be dealt with in the 

annual police training. 

Section 27.11 Motor Vehicles 

The Employer agrees all motor vehicles will comply with federal safety standards and 

guidance from the Employer’s safety office. The Employer will make reasonable effort to 

ensure that the operators of such vehicles will be trained and properly qualified drivers. 

Employees are responsible for reporting all safety related deficiencies in assigned vehicles to 

their supervisors. 

Section 27.12 Copies of Documents 

The employee will promptly deliver a copy of all documents received by him/her to the 

Employer resulting from any legal action taken against him/her as a result of a vehicular 

accident, if the employee was operating a Government vehicle. 
69

ARTICLE 28 

HOLIDAYS 

Section 28.01

All employees shall be entitled to holidays prescribed by law or applicable order. 

As of the date of this agreement, these holidays are. 

New Year’s Day

Martin Luther King Day 

President’s Day

Memorial Day 

Independence Day 

Labor Day 

Columbus Day 

Veteran’s Day

Thanksgiving Day

Christmas Day 

All eligible employees shall receive pay at their regular hourly rate plus appropriate shift 

differential on all days defined as holiday that they are not required to work, except as provided 

otherwise in applicable law and regulation. Eligible employees working on a holiday within 

their basic workweek will receive holiday pay (two(2)) times their basic hourly rate) including 

appropriate shift differential for all hours worked on such holiday. Inauguration Day is a holiday 
70

for employees employed in the Washington, DC, metropolitan are if it falls on a day within their 

basic workweek. 
71

ARTICLE 29 

SUNDAY PREMIUM PAY AND NIGHT PAY 

Section 29.01

An employee whose regular work schedule, any part of which is on Sunday, is entitled to 

additional pay at the rate of twenty-five (25) percent of his hourly rate of basic pay. An 

employee whose work schedule falls within the hours after 6pm and before 6am shall be 

compensated with Night Shift Differential. 
72

ARTICLE 30 

RULES, REGULATION AND STATUTES 

 

Section 30.01 Rules, Regulations and Statutes 

The Employer will make available to the Union updated a soft copy of all applicable 

DOD instructions, policies and personnel rules and regulations via website access or email 

attachment. The Employer will also make available to the Union a soft copy of all DOD laws 

and citations, Federal Criminal Statutes, and Virginia criminal and traffic statutes that is 

maintains. 
73

ARTICLE 31 

CONTRACTING OUT 

Section 31.01 Procedures 

The Employer will inform the appropriate IPBO Officials when it exercises its discretion 

to contract out work, which, as performed by the contractor, could be reasonably expected to 

impact adversely upon conditions of employment of bargaining unit employees. Example of 

such adversely impact include, but are not limited to, reduction-in-force, downgrading, or 

reassignments. 

Section 31.02 Notification to the Union 

When the Employer has decided to contract out such work, it will provide to the Union 

officials such information pertaining to the contract and the decision as is available and 

allowable for release under applicable law and regulation. 

Section 31.03 Employer Studies 

In the event that the Employer decides to have a study performed to resolve questions 

pertaining to contracting out such work, the IBPO Designee will be involved in the study to the 

extent permitted by law. 
74

Section 31.04 Negotiations 

When a determination has been made that the contracting out of such work has or is 

expected to have an adverse impact, the Union may requested negotiations thereon and 

negotiations will be held in accordance with this Agreement. 

Section 31.05 Exceptions 

The Employer agrees to abide by applicable Federal Laws, rules, and regulations with 

respect to contracting activities. However, any dispute concerning the application or 

interpretation of OMB Circular A-76 shall not be subject to the negotiated grievance procedure. 
75

ARTICLE 32 

GRIEVANCE PROCEDURE 

Section 32.01 

Grievance means any complaint: 

A. By any unit employee concerning any matter relating to the employment of the 

 Employee; 

B. By the Union/Local concerning any matter relating to employment of unit employees; 

C. By any unit employee, the Union/Local or the Employer concerning: 

 1. The effect or interpretation, or a claim of breach of this Agreement; or 

 2. Any claimed violation, misinterpretation or misapplication of any law, rule, or 

 Regulation affecting conditions of employment. 

This negotiated grievance procedure shall be the sole procedure available to the Union, the 

Employer and the unit employees for resolving grievances over the interpretation or application 

of this Agreement, its amendments, supplements, or for unit employees, over any dissatisfaction 

with their working conditions. 

The Parties may negotiate procedures involving the use of Alternative Dispute Resolution in 

connection with this Agreement. 

Section 32.02. 

This Article establishes the exclusive procedure available to the employees in the unit, the Union 

and the Employer for resolving all grievances which fall within its scope. 
76

(a) The following are excluded from coverage of this grievance procedure: 

 (1) A claimed violation relating to prohibited political activities (Subchapter 

 III of Chapter 73 of Title 5); 

 (2) Retirement, life insurance, health benefits, 

 (3) A suspension or removal in the interest of national security, 5 USC 7532; 

 (4) Any examination, certification or appointment of candidates for Federal 

 Employment; 

 (5) The classification of any position which does not result in the reduction in 

 Grade or pay of an employee; 

 (6) Non-selection for promotion from a group of properly ranked and certified 

 Candidates; 

 (7) Termination of probationary employees; 

 (8) Proposed disciplinary/adverse actions; 

 (9) Matters appealable to the Merit Systems Protection Board; 

 (10) Equal Employment Opportunity Complaints 

 (11) Termination of temporary appointments; and 

 (12) Disapproval of honorary or discretionary awards (although matters regarding 

 how the overall awards program is administered may be grieved). 

Section 32.03. 

Grievances may be initiated by: 

(a) an employee either singularly or jointly; 
77

(b) the Union; or 

(c) the Employer. 

Regardless of Union membership, employees shall not be precluded from bringing matters of 

personal concern to the attention of appropriate officials in accordance with applicable law, rule, 

regulation, or established agency policy. 

Section 32.04. If two or more employee initiate identical grievances, the Union will select one 

of the grievances as representative for processing and the decision made on the representative 

grievance will be equally applicable to all of the other identical grievances. 

Section 32.05. Union grievances shall be filed in writing and submitted to the Chief of Security 

and Emergency Services with a copy to the Human Resources Officer. The Chief of Security 

and Emergency Services shall respond in writing within (20) calendar days of receipt for the 

grievance. 

Section 32.06. Employer grievances shall be filed in writing with the Local President. The 

Local President shall respond in writing within (20) calendar days of receipt of the grievance. 

Section 32.07. The processing of employee grievances shall be as follows: 

(a) Step 1. Informal Stage: The purpose of this step in the grievance procedures is to 

resolve the issue giving rise to the grievance at the lowest level. An employee with a grievance 

will first inform orally or in writing to the first level of authority in his/her supervisory Chain of 
78

Command (immediate supervisor), of the nature of the grievance within (30) calendar days after 

the grievant is aggrieved or becomes aware of a grievable situation. An employee may choose to 

bring the informal grievance to the next higher supervisory level if desired. This timeframe may 

be extended by mutual consent of all parties. The grievant and the Union Official will be 

informed of the findings in writing within (7) calendar days from the date upon which the 

grievant presented the grievance. 

 

(b) Step 2. Formal Stage. If the grievance cannot be resolved at the informal level, the 

grievance may be forwarded in writing to the Chief of Security and Emergency Services within 

(21) calendar days of the grievant’ s receipt of the decision at the informal stage. The grievance 

shall be presented in writing, signed by the grievant or his/her representative and shall identify: 

(1) the specific nature of the grievance, including any part of a collective 

 bargaining agreement that is alleged to have been violated; 

(2) the date of the occurrence or awareness of the facts and circumstances 

 leading to the grievance; 

(3) the corrective relief sought; 

(4) the date of receipt of the Informal Stage decision; 

(5) the identity of the representative, if any 

The Chief of Security and Emergency Services or his/her designee shall conduct an inquiry and 

may meet with the grievant and his/her representative within 20 calendar days following receipt 
79

of the formal grievance. A written decision will be given to the grievant and his union 

representative, if any within (15) calendar days after the closing date of the inquiry. 

(c) If the grievant is not satisfied with the Step 2 decision, the Union may request 

arbitration pursuant to the provisions on arbitration in the Arbitration article. 

Section 32.08. The time limits of any section in this grievance procedure may be extended by 

agreement between the parties. A grievant may withdraw the grievance at any time. Failure of

the Employer to observe the time limits for any step in the grievance procedures will entitle the 

grievant to present the grievance to the next step. Failure of the grievant to observe the time 

limits for any step in the grievance procedures will entitle the Employer to reject the grievance 

for untimeliness, although the grievant may request an extension of the time before the deadline 

expires, with the reasons why the grievant will not be able to meet the deadline. 

Section 32.09. Full and open sharing of information pertinent to a grievance shall be the goal of 

the Union and the Employer, within the limits prescribed by law. Requests for information by 

the Union will be put in writing and submitted to the HQC Labor Relations Officer in Human 

Resources. Each request will clearly identify the information being requested. 

Section 32.10. If the grievant(s) resigns, dies, or is separated from the unit by any action other 

than removal before a decision is reached on the grievance and no compensation issues are 

involved, action will be stopped and all interested Parties will be notified that because of the 
80

separation, the case will be closed without decision. The Union reserves the right to pursue any 

grievance that is in the common good for other employees of the unit. 

Section 32.11. The grievant, and any employee called as a witness in grievance procedures will 

be granted official time if appropriate to the extent necessary to participate in the proceedings. 
81

ARTICLE 33 

ARBITRATION 

Section 33.01 

If the Employer and Union fail to settle any grievance processed under the negotiated grievance 

procedures, such grievance may be submitted to arbitration upon written request by either the 

Employer or Union within (30) calendar days after issuance of the final decision. Only the e 

Employer or the Union can submit a grievance to arbitration. 

Section 33.02. 

Within (15) working days from the date of the request for arbitration, the requesting party will 

notify the Federal Mediation and Conciliation Service (FMCS) to provide a list of (7) impartial 

persons qualified to act as arbitrators. This procedure may also be done jointly upon agreement 

of the parties. The Parties will set a date to determine an arbitrator within (15) working days 

after receipt of said list. The Parties will alternately strike one arbitrator’s name from the list of 

(7) until one name remains, who will be duly selected arbitrator. The parties will alternate who 

strikes the arbitrator first. In the alternative the parties may agree to mutually select an arbitrator 

from the FMCS list without striking arbitrators. 

Section 33.03

The arbitration fee and expenses of the arbitrator shall be borne equally by the parties. Where 

the Union and the Employer mutually request a transcript, the cost will be shared; otherwise the 
82

party requesting the transcript shall bear the expense. The Union and the Employer shall share 

equally the expenses of any mutually agreed upon services.. 

Section 33.04 

. 

. 

The arbitration hearing will be held on the Employer’s premises during normal working hours. 

The Union representative, the grievant, and any employee called as a witness will be granted 

official time to the extent necessary to participate in the official proceedings. As necessary, duty 

hours of participants will be changed to meet the needs of an arbitration hearing. The intent is 

that an employee shall not suffer a loss of pay or benefits as a result of his/her participation in an 

arbitration proceedings. However, overtime will not be paid for participation in arbitration 

hearings. 

Section 33.05

Unless mutually agreed to, procedural issues will not be bifurcated from the merits of the matter 

at arbitration. 

Section 33.06

The arbitrator will be requested to render a decision within thirty (30) calendar days following 

the conclusion of the hearing. 

Section 33.07.

The arbitrator’s decision is binding on the parties. However, either party may file an exception 

to the decision with Federal Labor Relations Authority (FLRA) in accordance with the Act. 
83

Section 33.08.

The arbitrator’s will not change, modify, alter, delete or add to the provisions of this Agreement. 

Such right is the prerogative of the Parties only. 
84

ARTICLE 34 

UNION DUES WITHHOLDING 

Section 34.01 – A Police Officer of the Union may make a voluntary allotment for payment of 

Union dues by submitting a completed Standard Form 1187 through the Union at any time to be 

properly processed by the Employer. The properly submitted allotment will be effective the first 

full pay period after receipt of the form. 

Section 34.02 – The Union agrees to distribute the form to its members; to certify as to the 

amount of its dues; and to inform and educate its members on the program for allotments for 

payment of dues, and the uses and availability of the required form. The Employer will provide 

access to the Dues Withholding Form (SF 1187) via the DLA website, www.hr.dla.mil.

Section 34.03 – An allotment will be terminated when the employee leaves the unit as a result of 

resignation, retirement, promotion out of the bargaining unit, or other separation from the rolls of 

the activity; when the dues withholding agreement between the activity and the labor 

organization is suspended or terminated; when the employee has been suspended or expelled 

from the labor organization. 

Section 34.04 – The Union will notify the DLA Human Resources Office , in writing when a 

member who has authorized dues withholding is suspended or expelled from the Union. 
85

Section 34.05 – A Police Officer may not revoke a dues withholding allotment for a period of 

one year from the effective date of the allotment. Police Officers who have dues allotments in 

effect for one year may revoke their dues withholding effective the first pay period following the 

anniversary date of their signing the allotment form, provided a Standard Form 1188 (Revocation 

Form) is received by the DLA Human Resources Office 5 working days prior to the anniversary 

date. Standard Form 1188 may be obtained from the DLA Labor Relations Specialist; a copy of 

the completed form will be send to the Union within 5 working days of receipt. 

Section 34.06 –Subsequent to the first year of dues withholding, a Police Officer must submit 

any and all requests to terminate existing dues allotments, between February 15-28th. An 

employee may voluntarily submit a Standard Form 1188 which shall become effective the first 

pay period after March 1st. Management shall provide the Union a copy of the revocation form 

request within 5 working days of receipt. 

Section 34.07 – The remittance of the dues withheld will be made payable to the IBPO Local 815 

and forwarded to the Comptroller Division, National Office, IBPO Local 815, 159 Burgin 

Parkway, Quincy, Massachusetts, 02169, within a reasonable period following the day on which 

the related salaries were paid to the members of the Union. A listing of employees’ names and 

amount of dues withheld shall accompany each payment. The IBPO Washington DC Regional 

Office and the IBPO National Office will receive a copy of the listing. 

Section 34.08 – Nothing in this Agreement shall require an employee to become or remain a 

member of a labor organization or to pay money to the organization, except pursuant to 
86

voluntary, written authorization by a member for the payment of dues through payroll 

deductions. 

Section 34.09 – In accordance with statute, the Union will not be charged any service fee for the 

deduction of Union membership duties. 

Section 34.10 – Changes in the amount of regular dues may be made not more frequently than 

once every twelve months. The National Office of the IBPO agrees to advise the Management in 

writing of the changes in regular dues. The authorized change will become effective no later 

than the beginning of the second pay period after receipt of the written notice of the increase in 

dues. 
87

ARTICLE 35 

 

PROCEDURES FOR SUBSTANCE TESTING 

 

Section 35.01 

The Parties recognize the DLA drug-testing program as the current program 
88

ARTICLE 36 

 EMPLOYEE RECORDS/PRIVACY ACT 

Section 36.01. General

The Employer will not maintain any system of personnel records other than those authorized by 

the Office of Personnel Management (OPM) and those Agency systems published in the Federal 

Register in compliance with the provisions of the Privacy Act of 1974. 

Section 36.02. Official Personnel Folder (OPF)

A. The Official Personnel Folder is the official repository for records affecting an employee's 

status and Federal service. DLA currently uses an Electronic OPF. The folder provides the basic 

source of factual data about the employee's Federal employment history. It is used primarily by 

the servicing DHRC Office in screening qualifications for RIF placement, determining status, 

computing length of service, and other information needed in providing personnel services. 

Normally, OPFs are not used to determine qualifications for Merit Promotion. 

B. The Employer shall provide for the maintenance of an OPF for every employee. Upon 

request, employees will be informed as to the location of their OPF. The Employer uses an 

automated OPF for newly generated documents and maintains the records in accordance with 

statutes and regulations. 
89

C. Material will be filed in the OPF in compliance with applicable rules and regulations of the 

OPM. 

D. Employees and their designated representative shall be permitted to review any document 

appearing in the employee's OPF upon request. If the representative seeks to review the OPF 

without the employee present, the employee must provide written authorization to the Employer. 

E. Authorized personnel, not employed by the Employer, may inspect an employee's OPF only 

after producing appropriate credentials. As required by the Privacy Act of 1974, an accurate 

accounting will be made for disclosure of information from the OPF, and upon request, the 

information from this accounting will be made available to the employee. 

F. Employees, upon request, shall be advised of the length of time the Employer intends to 

maintain unfavorable material in the OPF. A written counseling for conduct may only be 

retained for a period of no longer than 12 months unless there is an additional occurrence within 

that period; then it may be retained up to 18 months, and will not be filed in the employee’s 

Official Personnel Folder (OPF). 

G. Records of charges placed in the OPF determined to be unfounded will be removed. Such 

charges will not be considered a factor in connection with any future personnel actions. 

H. When a notation concerning counseling, oral admonishment, disciplinary action, adverse 

action, etc. is entered into the supervisor’s files, the entry will be discussed and the employee 
90

will be advised of his or her right to make written comments. Initialing or signing the document 

does not confer agreement. Supervisory notes relied upon in counseling an employee about a 

performance or conduct issue, or used in initiating a disciplinary action, will be shown to and 

discussed with the employee at that time. 

Section 36.03 General

Employees and/or their authorized representative will have the right and be granted a 

reasonable amount of time to examine any of their personnel records on duty time in the 

presence of a management official. 

Section 36.04 Access to Personnel Records

Access to personnel records of the employee by the employee or the authorized 

representative will be granted within two (2) working days of the request if such records are 

maintained on the premises in which the employee is located and are immediately available. If 

the records are not so maintained as available, the Employer will initiate prompt action to obtain 

the records from their location. No records will be reviewed by a representative of the employee 

without prior written consent of the employee. 

Section 36.05 Supervisory Notes

a. Supervisors may retain “supervisory” notes commonly called “memory joggers”. All of 

the following conditions must exist for the notes to be considered “memory joggers”. The notes 

must be: 

1. Retained as a memory aid by the supervisor. 
91

2. For the Supervisor’s personal use.

3. Provided to no other person, except those with a need to know in the course of official 

business. 

4. Retained or discarded at the supervisor’s discretion.

b. These notes are considered mere extensions of the supervisor’s memory and are not 

subject to the Privacy Act. However, if any of the conditions are broken, these notes are no 

longer mere extensions of the supervisor’s memory and become records subject to the Privacy 

Act. 

c. These personal personnel notes or memory joggers will not be used to circumvent proper 

disclosure to the employee nor may they be used to retain information that should properly be 

contained in a system of records. 
92

ARTICLE 37 

SEVERANCE PAY 

Section 37.01 General 

An employee is entitled to be paid severance pay in accordance with 5 U.S.C. 5595 and 

governing regulations. 
93

ARTICLE 38 

OUTSIDE EMPLOYEMENT 

Section 38.01 General 

Employees may engage in off-duty employment provided the following conditions are 

met: 

a. The off-duty employment is not in conflict with the Joint Ethics Regulation, DOD 5500.7-R 

or prevailing personnel regulations and directives. 

b. Such employment will not interfere with the individual’s duties as a member of the Police 

Department and has been approved by the individual’s supervisor.

c. The employment must have no hint of conflict of interest, either financially or by authority. 

d. Employees may serve as regular/reserve civilian law enforcement officers so long such 

service is in a personal capacity and does not interfere with their regular duties. 
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ARTICLE 39 

PERFORMANCE MANAGEMENT SYSTEM 

Section 39.01 Inadmissible Comments 

A number of factors must not be included in an employee’s performance appraisal. The 

following subjects are inadmissible in any part of a Performance Appraisal Report: 

a. Reference to race, color, religion, sex (except for titles of address, first names, or 

personal pronouns), national origin, age, political affiliation, marital status, sexual orientation, or 

references to spouse or family. 

b. Mention of the specific nature of a disability or medical problem, such as physical 

handicap, alcoholism, or drug abuse. 

c. Mention of initiation of, involvement in, or participation in grievance or EEO procedures 

except when an appropriate authority has determined that an employee has committed a 

discriminatory action. 

d. Non-participation in employee organizations or activities. 

e. Recommendations on reclassification of the rated employee’s position to a higher or 

lower grade. 
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f. Reference to previous performance ratings or events or performance outside the rating 

period. 

Section 39.02 Grievances 

An employee who disagrees with his/her performance appraisal should first discuss it 

with the rating and/or reviewing officials when the report is being prepared. If those officials 

agree, a revision should be made in the appraisal. A grievance may be filed under this 

Agreement concerning a completed appraisal report on the grounds that the report has not been 

completed in accordance with instructions. Performance standards and critical element cannot 

be grieved or appealed. Where an employee becomes the subject of a reduction in grade or 

removal action as a result of an unacceptable performance appraisal, the employee may grieve or 

appeal the resultant performance-based or adverse action, but not both. 
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ARTICLE 40 

BASIC WORKWEEK 

Section 40.01 Basic Workweek 

a. When it intends to change the shift structure, the Employer will meet with the Union to 

discuss options as they relate to work schedules and shift relief, and negotiate as needed. 

Although mission requirements are paramount, the Employer will consider Union input and 

impact on the workforce. 

b. Employees moved between shifts will have a minimum of fourteen (14) day advance notice, 

except when the Employer would be seriously handicapped in carrying out its functions or when 

costs would be substantially increased. 

c. After the Parties have met in accordance with the above, if the Employer seeks change(s) to 

the work schedule and shift relief, the Employer will notify the Union and meet in accordance 

with Article 4. 

d. The Employer will present schedule and shift options for consideration. 

Section 40.02 Shift Relief

a. Hours of work for each of the regular work shifts will be in accordance with Section 40.01. 

Shift hours may vary under this agreement in order to more efficiently meet local conditions. 

The Employer will post normal shift hours a year in advance. 

b. All employees are expected to be on time at the start of their shift. 

c. Employees may be required to continue duty beyond their normal work schedule to complete 

any assignment or event in progress including preparation of necessary reports. 
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d. In the event of adverse weather conditions where an employee cannot be released due to 

oncoming shift coverage being not available, volunteers will be sought and utilized to maintain 

the security of the facility and grounds. The volunteers will be equitably distributed in the 

overtime status to provide coverage. “Equitably” refers to equity in opportunity for the overtime, 

not necessarily equal numbers of hours of overtime work. During the off time of the overtime 

volunteers, appropriate accommodations will be provided for by the agency, at no cost to the 

employee. The agency will also pay the employee, if the employee is required at the direction of 

the Employer to be ready at all times to perform work, in accordance with governing regulations. 

The Employer will not change an employee’s work schedule solely to avoid the payment of 

overtime. 

e. In the event of adverse weather conditions, where the safety of the employee is jeopardized 

due to conditions beyond either the Employer’s and/or the employee’s control, and where the 

employee cannot safely travel nor is the Employer willing to transport the employee to work, 

then the employee is considered in a liberal leave status as a result. 

Section 40.03 Current Records 

All employees will provide the Employer with a current, working telephone number and 

address for emergencies. 
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ARTICLE 41 

OVERTIME

Section 41.01

A. Payment for overtime hours worked or granting compensatory time off shall be 

decided by the individual employee working overtime and shall be in accordance with 

applicable laws and regulations. 

B. Except for emergency situations, as determined by the approving official, overtime 

work shall be scheduled in advance and approved in writing prior to the date on 

which the overtime is to be worked. Where circumstances preclude the advance 

scheduling, overtime work may be approved orally and the oral approval reduced to 

writing prior to the submission of the Time and Attendance Report. 

C. Overtime may be necessary to support mission needs. When the need for overtime 

arises, the Employer will solicit volunteers from an approved qualified list of 

employees based on seniority. The Employer will make available to the Union, upon 

request, current records of overtime offered and worked. 

D. Overtime assignments shall not be made as a reward or punishment. 

E. In the event time is limited or insufficient volunteers are obtained through the 

procedure in paragraph C, employees may be required to work overtime if mission 
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needs require. In the event mandatory overtime is necessary, the supervisor will give 

due consideration to an employee’s request to be excused based upon unavoidable 

personal hardship. 

Section 41.02.

A. Overtime shall be distributed in a fair and equitable manner. 

B. When employees works overtime, such overtime will be paid in increments of 15 minutes.

C. Employees shall be paid differential and premium pay in addition to the overtime 

compensation in accordance with applicable regulations. 

D. Overtime will be offered to Bargaining Unit Employees who normally perform the work. 

E. Bargaining Unit employees who are scheduled and report to work in an overtime status and 

are cancelled on the day of the assignment shall be compensated 2 hours of overtime pay 

regardless of work. 

F. Bargaining Unit employees that are called back, will be called for a minimum of 4 hours of 

work, if appropriate work is available. 
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Section 41.03.

Special Events 

Employees will be given at least two week notice for scheduled special events when the 

Employer is aware of the special event which requires overtime. The employee will be given the 

maximum extent of notification possible. 
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ARTICLE 42 

DISCIPLINARY ACTIONS 

Section 42.01 Scope 

For the purpose of this Article, disciplinary actions are written reprimands and 

suspensions of fourteen (14) calendar days or fewer. 

Section 42.02 Standard 

Disciplinary actions may not be taken against an employee except for such cause as will 

promote the efficiency of the service. Disciplinary actions must be supported by a 

preponderance of evidence and must be consistent with applicable laws and regulations 

governing such actions. Disciplinary actions must be determined on the merits of each 

individual case. 

Section 42.03 Prior Measures 

When the Employer determines that discipline of an employee is appropriate, the 

Employer may consider informal actions (i.e. letters of caution, oral admonishments) before 

taking disciplinary action. However, the Employer need not initiate informal action before 

taking disciplinary action. 
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Section 42.04 Letter of Reprimand 

Letter of reprimand will be made a part of the employee’s Official Personnel Folder 

(OPF) and will be removed after one (1) year. However, the Employer may remove a letter of 

reprimand from the employee’s OPF at an earlier date.

Section 42.05 Procedures 

The Employer will follow these procedures when proposing and deciding to suspend an 

employee under this Article: 

a. Give the employee advance written notice stating the specific reasons for the 

proposed suspension. In cases where a disciplinary action is proposed for reasons of offduty misconduct based upon the severity of the offense, based on valid evidence and not on 

hearsay, the Employer’s written notification will contain a statement of the nexus between the 

off-duty misconduct and the efficiency of the service. 

b. When requested, provide the employee with a copy of the information relied upon to 

support the proposed disciplinary action. 

c. Grant the employee a reasonable amount of duty time to prepare his response to the 

proposed suspension. 

d. Give the employee the opportunity to reply to the notice orally and/or in writing 

within seven (7) calendar days from the date the employee receives notice of the proposed 

suspension. The Employer may consider a written request from the employee to extend the reply 

period. 

e. Consider the employee’s reply.
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f. Give the employee a written decision letter concerning the proposed suspension. 

Normally, the decision will be made by a management official of higher level than the official 

who issued the notice of the proposed suspension. The decision letter will be issued prior to the 

effective date of the suspension, and will contain the Employer’s findings with respect to each 

specification made against the employee in the notice of proposed action and the dates of the 

suspension. The Employer also will include a statement in the decision letter advising the 

employee of his rights to challenge the suspension. 

Section 42.06 Right to Union Representation 

Upon request, an employee is entitled to Union representation at any examination by the 

Employer in connection with an investigation if the employee reasonably believes that the 

examination may result in disciplinary action against the employee. 

Section 42.07 Right to File Grievance 

An employee against whom a disciplinary action has been taken may challenge that 

action in accordance with Article 34 of this Agreement. 
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ARTICLE 43 

ADVERSE ACTIONS 

Section 43.01 Scope 

a. For the purpose of this Article, adverse actions are suspensions of more than fourteen 

(14) days, reductions in grade or pay, furloughs or thirty (30) days or less and removals as 

defined in 5 U.S.C. Chapter 75. 

b. The provisions of this Article do not apply to the removal of probationary or term 

employees. 

c. The Employer will take an adverse action for such cause as will promote the 

efficiency of the service. 

Section 43.02 Appropriateness of Action 

The Employer and the Union agree that every situation warranting adverse action is 

different. In deciding what action may be appropriate, the Employer will give due consideration 

to the relevant facts in a particular case, and each case must be considered individually. In 

determining an appropriate penalty the “Douglas Factors” will be considered.

Section 43.03 Procedures 

The Employer will follow these procedures when proposing and deciding to take adverse 

actions against an employee under this Article: 
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a. Give the employee at least thirty (30) calendar day advance written notice stating the specific 

reason for the proposed adverse action unless the proposed action is being taken under the 

“crime provision” (5 C.F.R. 752.404).

b. In cases where an adverse action is proposed for reasons of off-duty misconduct, based upon 

valid evidence and not hearsay, the Employer’s written notification also will contain a statement 

of the nexus between the off-duty misconduct and the efficiency of the service. 

c. When requested, provide the employee with a copy of any information relied upon to support 

the proposed adverse action. 

d. Grant the employee a reasonable amount of duty time to prepare his response to the proposed 

adverse action. The Employer may consider a written request from the employee for additional 

duty time to prepare his response. 

e. Give the employee the opportunity to reply to notice orally and/or in writing within ten (10) 

calendar days form the date the employee receives notice of the proposed adverse action. The 

Employer may consider a written request from the employee to extend the reply period unless 

the proposed action is being taken under the “crime provision” (5 C.F.R. 752.404), in which case 

a request for an extension of the reply period will not be considered. 

f. Consider the employee’s reply.

g. Give the employee a written decision letter concerning the proposed adverse action. 

Normally, the decision will be made by a management official of a higher level than the official 

who issued the notice of the proposed adverse action. The decision letter will be issued prior to 

the effective date of the adverse action, and will contain the Employer’s findings with respect to 

each specification made against the employee in the notice of proposed action.. The Employer 
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also will include a statement in the decision letter advising the employee of his rights to 

challenge the adverse action. 

Section 43.04 Right to Union Representation 

Upon request, an employee is entitled to Union representation at any examination by a 

representative of the Employer in connection with an investigation if the employee reasonably 

believes that the examination may result in disciplinary action against the employee. 

Section 43.05 Correction of the Record 

If an adverse action is canceled, all documentation relative to that action ( or proposed 

action) in the employee’s OPF will be destroyed. The Employer will not destroy any 

documentation required to be preserved under laws, rules, or regulations. 
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ARTICLE 44 

PROMOTIONS WITHIN THE BARGAINING UNIT 

Section 44.01 Objective

The objective of the merit promotion program is to assure that qualified and available 

candidates are provided fair and systematic consideration and opportunities for selection for 

promotion based on merit. The promotion program will conform to all merit system principles 

and will afford fair consideration for all employees. All qualification requirements will be 

posted on the vacancy announcements at the time the announcements are made. Normally, all 

promotion plan announcements for bargaining unit positions will be open for a minimum of 

fourteen (14) days before the closing date of the announcements. 

Section 44.02 Submission of Applications

All applications for promotions within the bargaining unit must be submitted on or before 

the closing date of the announcement. All applications must be submitted through electronic 

means and must be received by midnight of the closing date. 

Section 44.03 TDY /Leave Status

Where a bargaining unit employee is in an approved leave/TDY status and wishes to be 

considered for an announcement while he/she is on leave/TDY, the employee will: 

a. Ensure that his/her resume is in the USAJOBS Application Manager System. 

b. Monitor the job announcement postings in order to apply for desired openings while on 
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leave or TDY. 

c. Any interview process for promotion shall include all qualified internal candidates and not 

exclude any person(s) due to being on approved TDY or leave. 

 

Section 44.04 Applicable Rules and Regulations

Promotions will be made in accordance with applicable laws, regulations, directives, and 

this Agreement. In the event where the agency hires from the outside at a higher pay grade than 

is posted, this shall be considered a promotion and have to adhere to the Merit Service Principles. 

Section 44.05 Information to the Union

Upon request and demonstration of a particularized need, the following information will 

be made available to the Union: 

a. Whether the employee was considered for the promotion and, if so, whether he/she 

was found eligible on the basis of the minimum qualification requirements for the 

position. 

b. Whether the employee was one of those in the group from which selection was 

made, i.e., one of the most qualified candidates available and appeared on the 

promotion list. 

c. Who was selected by the agency for promotion. 

d. A certificate is only valid in accordance with OPM guidelines (currently 90 days). 
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ARTICLE 45 

WEAPON QUALIFICATION 

Section 45.01 Mandatory Qualification 

The Employer recognizes that proficiency in the use of firearms and non-lethal weapons 

instruction in the use of force is the highest priority. Employees will be afforded the opportunity 

to qualify with their firearms in accordance with qualification guidelines set forth in FLETC 

standard/Practical Pistol Course (current edition). Mandatory qualification requirements to 

include specific failure to qualify and remedial training guidance is also delineated in DLA 

Policy handbook. (current edition). Non-lethal weapon requirements are promulgated in the 

DLA Handbook (current edition) 

Section 45.02 Familiarization Fire 

The employer shall allow a minimum of four (4) FAM fires prior to Qualification. 

Section 45.03 Failure to Qualify 

An officer is given three (3) attempts to qualify during any firearm qualification period. 

If an employee remains unqualified at the end of any qualification/requalification period, he will 

not be issued a weapon until he passes the qualification test, must turn in his service used 

weapon, and his duties will be adjusted accordingly. 
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Section 45.04 Remedial Training 

Should an officer fail to qualify, he shall be given a minimum four (4) hours of additional 

instruction to include the fundamentals of marksmanship and dry-firing, and will be required to 

fire the course again. Should an individual again fail to qualify after additional instruction, 

authorization to carry firearms will be revoked and a written notice of this revocation will be 

made. The officer will then receive an additional four (4) hours of remedial instruction to 

include the fundamentals of marksmanship, dry-firing, and simulator, if available, and provided 

one (1) additional opportunity to qualify. Should the employee still not achieve qualification 

after these there (3) attempts (1 attempt = 3 courses of fire), administrative action will be taken to 

permanently remove the individual from duties requiring the carrying of the firearm. Carrying a 

firearm is a condition of employment. 
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ARTICLE 46 

OFFICIAL CREDENTIALS 

Section 46.01 Administration of Official Credentials 

 

The Employer will provide each Police Officer, OPM Position Classification, Series GS0083, with official credentials. The issuance of credentials will take place prior to completion of 

established Police Training. An oath will be administered to all officers who have successfully 

met their training requirements. 

The loss, misplacement, or theft of official credentials, including badge, shall be reported to the 

Employer no later than twenty-four (24) hours after discovery of loss, misplacement, or theft. 

The Union will be notified of changes in police credentials, and it may request negotiations. 

Section 46.02 Misuse of Official Credentials 

Employees shall only use official credentials, in a law enforcement capacity, for the 

official discharge of duties within employees’ area of responsibility. Misuse outside the assigned 

area of responsibility or hours of work will subject employees to adverse administrative action. 

Misuse is defined as, but not limited to, off-duty use of credentials in a law enforcement 

capacity, for personal gain, or improper influence, outside the area of responsibility. 

 
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114

ARTICLE 47 

LAST CHANCE AGREEMENTS 

Section 47.01 Employer Right

The Employer may offer a last chance agreement to an employee receiving a proposed 

removal. Last chance agreements are strictly the right of the Employer. 

Section 47.02 Employee Representation

The employee has the right to a representative present at all meetings that include the 

employee at which the last chance agreement is discussed. 

Section 47.03 No Modification 

a. Last chance agreements will not in any way modify or otherwise change this 

Agreement. 

b. Neither the termination nor any issue of termination under this Article will be subject 

to the grievance procedure and arbitration provisions of this Agreement. 

c. The Employer will give notice to the Union when a last chance offer is made. The 

Union will have the opportunity to be present during last chance discussions with the 

employee, if the employee so requests. 

Section 47.04 Alternative Discipline 

a. If the Employer agrees, the employee will be offered the opportunity to enter a 

written agreement that specifies an alternative to the discipline that would normally 
115

be imposed. This alternative may include an abeyance agreement which waives or 

mitigates the selected penalty subject to the employee's satisfaction of certain 

conditions over a stated period of time. Such conditions will include a waiver of 

appeal rights, and some activity to correct the underlying problem. Such activities 

may include substance abuse treatment, an anger management program, visits to 

EAP, or mediation to resolve interpersonal issues. 

b. Alternative discipline is only available for the first instance of misconduct warranting 

a disciplinary action. Alternative discipline is not appropriate in the following 

instances: 

1. Misconduct that warrants removal; 

2. Criminal offenses; 

3. Misconduct where statute dictates the penalty; and 

4. Misconduct where the employee's continued presence in the workplace may: 

A. pose a threat to the employee or others; 

B. may result in loss of or damage to Government property, or; 

C. may otherwise jeopardize legitimate Government interests. 

c. The parties to this Agreement acknowledge and agree that alternative discipline is for 

the mutual benefit of the parties and does not establish any precedent. The Union 

shall not introduce or refer to alternative discipline agreements during discipline 

discussions, or during grievance processing, arbitration, or litigation. Alternative 

discipline is an exclusive option of the Employer and may be exercised when the 
116

Employer determines. 
117

ARTICLE 48 

USE OF FORCE IN THE COURSE OF DUTY 

Section 48.01 Training 

The Employer’s policy on Use of Force is provided to bargaining unit employees during 

annual use of force training. 

Section 48.02 Policy 

DLA policy on use of force and response to use of force incidents is set forth in DLA 

Policy Documents #20-004, “Use of Force”; #20-005, “Pepper Aerosol Restraint Spray”; #40-

004, “Major Crime Scenes”; and #40-005, “Police Shooting Incident Procedures”. The 

Employer will negotiate any proposed revisions to such policies with the Union. 

 
118

 

ARTICLE 49 

CRITICAL INCIDENT STRESS SITUATIONS 

Section 49.01 Purpose 

The Employer agrees to provide employees’ access to the Employee Assistance Program 

(EAP). EAP will be available to employees that have experienced work-related critical incident 

stress situations, such as on-the-job accidents, incidents involving fatal use-of-force, acts of 

terrorism, bomb threats, exposure to toxic materials, prolonged rescue or recovery operations and 

natural disasters. The purpose of participation in the program is to assist employees in managing 

the common disruptive physical, mental and emotional factors that affect employees’ well-being 

as a result of critical incident stress situations. 

Section 49.02 Procedures 

Employees may request in advance time from duty to participate in EAP. Such request 

will not be unreasonably denied but for operational requirements. The time for the first visit 

under this Article will be considered on duty. A maximum of two (2) hours will be granted. 

Should the first absence exceed two (2) hours or subsequent visits be deemed necessary by the 

EAP counselor, the employee may submit an appropriate request to his/her supervisor for 

additional time. 
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ARTICLE 50 

EDUCATION 

Section 50.01 Policy 

It shall be the policy of the Employer to encourage employees in self-development. 

Under this program, the Employer can assist the employees by funding tuition for course taken 

through colleges, universities, and/or other learning institutions. 

Section 50.02 Application for Funding 

Employees may apply for funding. Procedures and timeframes for the Tuition Assistance 

program can be found at the DLA Human Resources website (www.hr.dla.mil), under Workforce 

Development. 
120

ARTICLE 51 

FITNESS STANDARDS 

Section 51.01 Physical Readiness

The Employer and the Union agree that it is mutually beneficial to ensure that each assigned 

employee is physically capable of performing the essential sustainment training skills. 

Employees shall be given up to three (3) hours per week to conduct physical training on duty 

time, in addition to a reasonable transition time for police officers to appropriately prepare for 

fitness. Prior to enacting any change in fitness standards, the Employer will notify the Union in 

accordance with Article 4 and negotiate the changes of the program to the maximum extent 

permitted by law. 

Section 51.02 Testing

Police officers are required to take and pass a fitness test on an annual basis. In the event a 

current officer does not pass the fitness test, he or she will be afforded an opportunity to retest 

within 90 days, If the officer fails the retest, he or she will be afforded one additional test within 

90 days. Upon a third failure within the test cycle, the Employer will make a determination 

regarding termination of the officer. 

When an officer has an injury or illness and cannot take the fitness test, he or she will not be 

tested until 90 days after he or she is medically cleared to return to duty. 
121

The physical fitness testing will be conducted by a designated test administrator. As an 

arrangement to ensure proper conducting of the fitness tests, test administrators will receive 

training as a physical fitness coordinator through the Cooper Institute, the Federal Law 

Enforcement Training Center, or other source as approved by the Employer. 

All employees who do not meet the Agency’s Physical Fitness Standards may choose to consult 

with the Physical Training Coordinator. 
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ARTICLE 52 

COLLATERAL DUTIES 

Section 52.01 

The Employer and the Union agree that it is mutually beneficial to ensure that any officer or 

Sergeant successfully performing collateral duties (i.e.; FTO Training Instructor, Weapons 

Instructor) and while assigned as a member of an operations shift, (i.e.; Squads, A, B, C, D, or 

Power shift) will be considered for recognition by the Employer through the awards programs 

developed on a yearly basis. The recognition is in order to further promote the Employer retains 

the individuals that set an example to the rest of the Agency. 
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ARTICLE 53 

DEVELOPMENT AND TRAINING 

Section 53.01 Training Opportunities

a. In-house and off-the-job education and training opportunities consistent with job 

related goals should be afforded to employees. To the extent possible, the Employer 

will provide such opportunities consistent with available resources, and access to such 

opportunities will be provided similarly for all employees in the bargaining unit. 

b. Each employee will have the opportunity to develop a job related individual 

development plan for career development. Such a plan may include goals, which are 

consistent with the existing and projected needs of the Employer and the employee. 

c. Consistent with budgetary constraints, the Employer will provide the opportunity for 

additional law enforcement training when available. The Employer will pay for 

training tuition and retain employees in a paid duty status. Failure to complete the 

program due to misconduct may be grounds for discipline. 

d. The decision to select an employee for training will be based on departmental needs. 

The decision to grant or deny requests rests solely with the Employer. Although nongrievable, the reason for non-selection will be given to the employee if requested. 

e. The Parties understand that due to the nature of Federal Law Enforcement Training 

Center notification, employees recommended to participate may be required to depart 

for the course within no less than 7 calendar days notice. Volunteers may agree to 

shorter notice. 
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Section 53.02 Posting of Opportunities

The Employer will provide information on law enforcement training opportunities of 

which it is aware to bargaining unit employees and the Union by way of email. 

Section 53.03 Reasonable Efforts

The Employer and the Union recognize that each employee is responsible for applying 

reasonable efforts and initiative in increasing his/her potential through self-development and 

training. Employees are therefore encouraged to take advantage of training and educational 

opportunities that could enhance their efficiency on the job and provide skills needed for 

advancement. To those ends, the Employer will give reasonable consideration to approving 

requests for training. 

Section 53.04 Annual Discussion

The supervisor and employee will annually discuss the training needs of individual 

bargaining unit employees, consistent with the needs of the Employer, and the developmental 

potential aspirations of the individual employee. To assist in this effort, the Employer agrees to 

make accessible information on available Employer training. When employees make timely 

application for training courses or are required by the Employer to attend such courses, they will 

be provided with the maximum notice possible of their selection or non-selection. The reason 

for non-selection will be given to the employee if requested. An annual Individual Development 

Plan (IDP) will be prepared for each employee. 
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Section 53.05 Training Certificates

Employees are responsible for providing certificates of any training course to the 

Employer. When employees provide evidence that they have satisfactorily completed a training 

course during the period of their Government employment, it will be placed in the employee’s 

Training Folder. Employees are responsible for updating their resume to reflect any additional 

training. 

Section 53.06 Union’s Training Representative

The Union may designate a training representative who will meet with a representative of 

the Employer to discuss training programs for the bargaining unit employees. The Union 

representative may be given access to any training brochures, catalogs, schedules, and course 

descriptions maintained by the Employer. 

Section 53.07 Shift Work

Shift work will not be used as a basis for disapproving required training. 

Section 53.08 Training on Different Duties

When bargaining unit employees are trained at the Employer’s direction on different 

duties from those previously performed, the Employer will make efforts to use the employee’s 

skills and potential. 
126

ARTICLE 54 

REDUCTION IN FORCE 

Section 54.01 - A Reduction in Force (RIF) occurs when the Employer releases an employee 

from his or her competitive level by separation, demotion, furlough for more than 30 days, or 

reassignment requiring displacement, because of lack of work or funds, reorganization, or other 

unusual circumstances covered in Part 351, Title 5, Code of Federal Regulations. 

Section 54.02 - When the Employer becomes aware of the need for a RIF, it will attempt to 

minimize the adverse effect on bargaining unit employees through appropriate means, such as 

reassignment, attrition, voluntary separation incentive payments, early retirement, use of vacant 

positions for placement, waiver or modification of qualifications requirements for job 

placements, and positive placement efforts. 

Section 54.03 - The Employer and the Union share a mutual interest in assisting employees who 

are adversely affected by a RIF. The parties agree that placement efforts are a priority, and are 

most effective when employees are actively involved in those efforts. The Employer will 

support job search efforts by affected employees, and will approve use of annual leave for this 

purpose, unless work requirements do not permit the employee’s release. The Employer will 

give consideration to reasonable amounts of duty time for resume preparation, job interviews, 

etc. for employees who are adversely affected by a RIF. The Employer will contact and aid the 

appropriate state unemployment service concerning all affected employees for job placement and 

re-training services.
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Section 54.04 - Prior to announcing a RIF to employees, the Employer will notify the Union in 

writing from Human Resources, to permit it to request negotiations over appropriate 

arrangements for employees who are adversely affected. When practicable, this notice will be at 

least 90 days prior to the effective date of the RIF. Affected employees will be notified not less 

than 60 calendar days prior to the effective date of the RIF. To the extent practicable, RIF 

notices will be delivered in person. 

Section 54.05 - Using the procedures in Part 351, Title 5, Code of Federal Regulations, the 

Employer will make a best offer of employment to each employee adversely affected by the RIF, 

when possible under those regulations. The Employer will provide information to affected 

employees to assist them in understanding the RIF and how and why they are affected. 

Employees shall respond to offers of employment in writing within 10 calendar days after receipt 

of a written offer. Failure to respond within the specified time period shall be considered 

rejection of the offer. Employees will have the right to review relevant documents, such as 

competitive levels and retention registers, as may be applicable to the employee. 

Section 53406 - Employees for whom no positions are found may be counseled on the benefits 

to which they may be entitled, including information on discontinued service retirement, when 

applicable. 
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ARTICLE 55 

DURATION AND EFFECT 

Section 55.01 Duration/Renewal 

This Agreement shall remain in full force and effect for a period of there (3) years from 

the date of agency head approval. This Agreement will automatically be renewed for one (1) 

year period thereafter unless either Party requests renegotiation. A request for renegotiation 

must be submitted in writing no sooner than one hundred and eighty (180) but not later than sixty 

(60) days prior to the initial termination date of the Agreement, or subsequent yearly termination 

dates thereafter. 

Section 55.02 Renegotiations 

When the renegotiation of this Agreement is pending or in progress and the Parties are 

unable to complete such renegotiation by the termination date of the Agreement, the terms and 

conditions of this Agreement shall continue in effect until a new Agreement is approved. 

Section 55.03 Changes to the Agreement 

Any Article in this Agreement may be reopened only by mutual consent. A request for 

revision of the Agreement by either Party will be in working and include a summary for the basis 

of the request. Only those articles specifically and mutually agreed upon prior to reopening 

negotiations will be submitted to renegotiation. If, during the duration of this Agreement, a law 

issued from a higher authority or a decision of a court of competent jurisdiction invalidates or 

requires amendment to any part of this Agreement, the Parties agree to meet within a reasonable 

time to negotiate substance and/or impact and implementation of the mandated change. 
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ARTICLE 56 

EFFECTIVE DATE 

Section 56.01 Agreement 

This Agreement will become effective upon approval by the Department of Defense, or 

on the 31st day after execution of the Agreement, whichever comes first. In addition, any 

amendments arrived at by negotiation under Section 03.06 of this Agreement shall require 

similar approval. 

Section 56.02 Employer Review 

If the Department of Defense disapproves of any provision of this agreement in the 

review process, the Parties may renegotiate the disputed provision with the rest of the agreement 

remaining unchanged, or the Union in the alternative may file a petition for review of the 

disapproval with the Federal Labor Relations Authority in accordance with FLRA regulations. 

In accordance with 5 U.S.C. 7114(c)(3), if the Employer does not complete review of the 

Agreement with in thirty (30) days statutory period after it has been signed by the chief 

negotiators, the entire agreement will become effective subject to the provisions of applicable 

law, rules, and regulations. 

 

 
130

ARTICLE 57 

COPIES OF AGREEMENT 

Section 57.01

The Employer will post this Agreement on its Human Resources website (www.hr.dla.mil) for 

easy access by all employees. 

In addition, the Employer will provide the Union with 30 printed copies of this Agreement for its 

use. The expenses for printing those copies will be borne by the Employer. 
131

APPENDIX A

OFFICIAL TIME FORM 

NAME OF UNION OFFICIAL: ________________________ 

TIME AND DATE FOR WHICH OFFICIAL TIME IS REQUESTED: ___________________ 

















Negotiations over the impact and/or implementation of changes in conditions of 

employment of bargaining unit employees which occur during the term of this 

Agreement. 

Investigation, preparation, filing and processing grievances in accordance with the 

Negotiated Grievance Procedure. 

Attendance at management-initiated meetings, not otherwise described in this 

Agreement, when invited. 

Participation on committees or panels as authorized by this Agreement. 

Preparation for and participation in proceedings before the Federal Labor Relations 

Authority (FLRA) in accordance with FLRA's rules and regulations, and other third 

party hearings. 

Participation in formal discussions. 

Assisting an employee, when designated as their representative, in preparing a response 

to a proposed disciplinary or adverse action. 

Other (State reason):___________________________________________________ 

 _____________________________________________________________________ 

REQUESTOR’S SIGNATURE AND DATE: ________________________________ 

SUPERVISOR’S ACTION (SIGNATURE AND DATE): 

Approve: ___________________________ Disapprove:________________________* 

* If disapproved due to workload reasons, indicate time and date when approval can be granted: 

_______________________ 

Time Union representative departed:__________ 

Time Union representative returned: __________ 
132

GRIEVANCE 

PLEASE PRINT OR TYPE 

Name of Grievant 

Name of IBPO Representative 

Representative’s Phone Grievant’s Work Phone Grievant’s Classification

Article(s) and Section(s) Number(s) of Contract Violation 

Statement of Grievance (Give Times, Dates, Who, What, When, Where, Why, How), Be 

Specific 

(continue on separate page if necessary) 

Remedy Requested 

Representative’s Signature Date 

Grievant’s Signature Date 
133

The original of this form must be submitted at every step. Once a decision has been made, the 

original must be returned to the representative, along with any written response to the grievance. 

If there is no response or if the original is not returned to IBPO timely, the IBPO may advance a 

copy of this form to the next step. 

INFORMAL STEP 

DISCUSSION WITH IMMEDIATE SUPERVISOR OR NEXT HIGHER SUPERVISOR 

Identify Management Official Receiving Grievance 

Date Delivered Management 

Signature 

Date of Meeting Date of Mgmt. Reply 

(see attached) 

Requested Remedy Granted (Yes/No) Grievance Resolved (Yes/No) 

FORMAL STEP 

Identify Management Official Receiving Grievance 

Date Delivered Management 

Signature 

Date of Meeting Date of Mgmt. Reply 

(see attached) 

Requested Remedy Granted (Yes/No) Grievance Resolved (Yes/No) 

NOTICE OF INTENT TO ARBITRATE 

Identify Management Official Served with Notice 

Date Delivered Signature of Management Official 

GRIEVANCE TRACKING 

 

 

 

1

st Step 

 

 

from ____/____/____ to ____/____/____ 

2

nd Step from ____/____/____ to ____/____/____ 

Arbitration from ____/____/____ to ____/____/____ 

Disposition Date Final Disposition of Grievance 

Notification Date Grievant Notified By Method of Notification 
134

APPENDIX C 

UNION REQUEST FOR INFORMATION 

(Under Section 7114(b)(4) of the Statute) 

Date: _____________________________ 

Name of the Requesting Union: IBPO, Local 815 

Union Contact: _______________________________________________________________ 

 Name Phone Number 

 ________________________________________________________________ 

 Mailing Address, Email Address or Fax Number for sending response 

Agency Contact:_______________________________________________________________

 Name Phone Number 

Information Requested: Provide a description of information requested, to include whether 

personal identifiers such as names or other matters identifying individual employees are to be 

included or may be deleted. 

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________ 

Particularized Need: Provide specific statements explaining exactly why the requested 

information is needed. Explain exactly how the union intends to use the requested information 

and how that use of information relates to the union’s role as the exclusive representative. 

Include a specific statement for each type of information requested, as well as the time period(s) 

encompassed by the request and the need for personal identifiers, if applicable.

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________ 
135

Privacy Act: Do you know if the requested information is contained within a system of records 

under the Privacy Act? (If so, identify that system of records.) 

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________ 

Public Interest: If you know or think the requested information is within a system of records 

under the Privacy Act, describe how disclosure of the requested information, including any 

personal identifiers and the time period encompassed by the request, would shed light on the 

agency’s performance of its statutory duties or otherwise inform citizens of the activities of the 

Government. 

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________ 

Other Matters: Other matters related to the request for information. (Discuss any other 

matters not listed above which relate to the union’s information request and which may assist the 

agency in responding to the request.) 

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________ 

Please contact me if the agency requires further clarification of our request or wants to meet to 

discuss the request, or a format or means of furnishing this information, or the issues giving rise 

to this request. 
136

APPENDIX D 

AGENCY RESPONSE TO UNION REQUEST FOR INFORMATION 

(Under Section7114(b)(4) of the Statute 

Date of the Information Request: _______________________________ 

Date Information Request Received by the Agency: ___________________________ 

Date of Agency’s Response: ________________________________________ 

Name of Requesting Union: IBPO, Local 815 

Agency Contact: __________________________________________________________ 

 Name Phone Number 

Union Contact: ____________________________________________________________ 

 Name Phone Number

Information Requested: Agency’s understanding of the information requested. (Include the 

time periods encompassed by the request and whether personal identifiers are being requested 

or may be deleted.) 

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________ 

Non-disclosure Interests: Specific statements explaining any countervailing non-disclosure 

interests.

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________ 

Privacy Act: Is the requested information contained within a system of records under the 

Privacy Act? (If so, identify that system of records.) 

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________
137

Privacy Interest: If within a system of records, would the disclosure of that information 

implicate privacy interests? If so, specifically describe the nature and significance of those 

privacy interests. 

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________ 

Disclosure Format: In what format is the agency willing to disclose the requested information? 

(Include whether the agency would disclose the requested information with personal identifiers 

deleted.) 

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________ 

Prohibited by Law: If disclosure of the requested information is prohibited by law, identify the 

specific provisions of that law and specifically explain why disclosure is prohibited by that law. 

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________ 

Normally Maintained: If the information is not normally maintained by the agency provide 

specific statement explaining why the requested information is not normally maintained. 

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________ 

______________________________________________________________________________

______________________________________________________________________________ 

Reasonably Available: If the information is not reasonably available, provide specific 

statements explaining why the requested information is not available.

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________ 
138

Statutory Exemption: If the information constitutes guidance, advice, counsel, or training for 

management officials or supervisors relating to collective bargaining, provide a specific 

statement explaining why the requested information falls into this category.-

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________ 

Need Further Information: The union request is not specific enough to permit the agency to 

make a reasoned judgment as to whether the information must be disclosed under the Statute. 

To make this determination, the agency requires specific answers to the following questions: 

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________ 

Other Matters: Provide any other matters not listed above which relate to the union’s request 

for information and which may assist the union in understanding the agency’s response.

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________ 

The agency is willing to discuss the request, or a format or means of furnishing this information 

to the union, or the issues giving rise to this request.