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| Human
Resources |
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| City
Handbook |
Compensation
Plan |
Job
Descriptions |
Rules
and Regulations |
| Personnel
Rules and Regulations |
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RULE
4 - APPLICATIONS FOR EMPLOYMENT
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4.1
Examinations:
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Appointments,
promotions and other personnel actions requiring the application
of the merit principle shall be based on systematic job-related
tests and/or evaluations.
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4.2
Examination Types:
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There
shall be three (3) general types of examinations:
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Open
Competitive
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Promotional
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Non-Competitive
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4.3
Open Competitive Examinations:
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A. |
Character
of Examination: The Civil Service Board and/or the Department
of Human Resources may use any combination of selection
techniques as follows:
Written examination shall include a written demonstration
of each competitor's job-related knowledge and skill in
the field for which the test is being held and which may
include job-related tests of skills and ability, the use
of English and mathematics, general educational attainments
or other bona fide job-related occupational qualifications.
Oral interview may be used in lieu of or to supplement
the written examination or to obtain information regarding
the job-related abilities of the competitors that are
not readily obtained in a written examination. Such oral
interviews may include, but not be limited to, tests or
demonstrations of job-related skills or job-related fitness
for the position, such as the ability to get along with
people, and other job-related qualifications.
Performance tests may include such tests of performance
as necessary to determine the job-related ability and
manual skills of each competitor to perform the work involved.
Such tests may be either competitive or qualifying.
Rating of job-related education may be based upon information
in the application form or such other data as may be secured
through the interview or from other sources and shall
be subject to investigation as to information provided
by verification at the discretion of the City.
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B. |
Scoring:
The Civil Service Board, the Chief of Police and/or the
Director of Human Resources shall determine a final score
for each competitor's examination, computed in accordance
with the value for the several parts as established and
set forth in the announcement. The failure in any part
of an examination shall disqualify the competitor in the
entire examination. All applicants for the same position
shall be accorded equal treatment in all phases of the
examination procedure.
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4.4
Notice of Examination:
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The
Department of Human Resources shall give public notice
of entrance examination into City employment for both
the Civil Service and General Personnel System. Such notices
shall be given by publication at such times as deemed
necessary.
Such notices shall be given appropriate circulation. Copies
may be posted in other public buildings or distributed
among public officials and other individuals or organizations
at the discretion of the Director of Human Resources.
Further notice of examination may be given in any recognized
news media including, but not limited to, radio, television,
magazines, periodicals, general or special circulation
area newspaper(s) as may be required to secure a wide
variety of qualified applicants.
Public notices shall specify the title of the classification,
the minimum qualifications required, the compensation
of the positions, or any other pertinent information such
as the closing date, location and manner of filing applications,
and the location and date of examination, if applicable.
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4.5
Eligibility:
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To be considered eligible to compete in an examination,
an applicant must meet the class specification requirements
as set forth in the public announcement, and complete
and file the application form as prescribed on or before
the identified closing date.
The Department of Human Resources shall determine if applicants
meet the minimum job requirements to take an examination
and shall notify applicants of their eligibility by exception.
Only those applicants who fail to meet the minimum qualifications
will be notified of their ineligibility. All other candidates
will be processed for further consideration.
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4.6
Disqualification of Applicants:
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The
Civil Service Board and/or the Department Human Resources
may refuse to examine an applicant or, after examination,
may disqualify an applicant, or may remove his or her
name from any eligibility list, or may refuse to certify
an eligible applicant to a list, if the applicant:
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A. |
Is
found to lack any of the preliminary requirements established
for the entrance positions;
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B. |
After reasonable accommodation and consideration of bona
fide occupational requirement is so physically disabled
as to be unable to perform the job-related duties of the
position applied for by the applicant;
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C. |
Is
addicted to the use of narcotics or the habitual use of
intoxicating liquors;
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D. |
Has
within recent years been convicted of a criminal offense,
which is reasonably related to the job duties involved,
or has committed any other violation of law which might
either bring discredit to the City or affect the performance
of any duty which would be required of the applicant;
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E. |
Has
been dismissed from any public service (Military, Federal,
State, County, Municipal) for delinquency, misconduct
or other similar cause where the reasons for dismissal
are reasonably related to the job duties involved;
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F. |
Has
used or attempted to use political pressure or bribery
to secure any advantage in examination or appointment;
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G. |
Has
made false statement of material fact in his or her application;
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H. |
Has
directly or indirectly obtained information regarding
the examination to which, as an applicant, he or she is
not entitled;
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I. |
Has
taken part in the administration or correction of the
examination;
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J. |
Has
violated any of the provisions of these Rules and Regulations;
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K. |
Has
been certified on the same eligibility list more than
two (2) times;
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L. |
Is
lacking in any other basic job requirements and/or performance-
related qualifications.
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A
disqualified applicant shall be promptly notified and
given the reason or reasons for such disqualification,
refusal or removal. The applicant shall have up to seven
(7) calendar days from the date of notification to present
an appeal in writing to the Department of Human Resources
for review.
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4.7
Conduct of Examination:
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The
Civil Service Board and/or the Department of Human Resources
shall make all reasonable efforts to preserve the anonymity
of candidates in conformance with relevant law.
When an eligibility list is established, each candidate
shall be notified of his or her relative place on the
eligibility list or of his or her failure to attain a
place on the eligibility list and may contact the Department
of Human Resources to identify their relative place on
the eligibility list.
If the Civil Service Board and/or the Department of Human
Resources finds that the conditions under which an examination
was held were not such as to be equally fair to all candidates,
they may order that the completed examination, or any
part thereof, be canceled and that a new examination be
held.
The candidate with the highest final earned rating shall
rank first and the other candidates shall be ranked in
the order of the relative earned rating attained.
Whenever two or more candidates have equal final earned
ratings, their names shall be listed on employment eligibility
lists in the order that their applications for employment
were received by the Department of Human Resources.
In connection with promotional examinations, candidates
with equal ratings shall be placed on the promotional
eligibility lists in order of their dates of employment
with preference given to those with the longest continuous
service record.
A manifest error in any examination, if called to the
attention of the Department of Human Resources within
seven (7) calendar days after the, completion of the eligibility
list shall be corrected and the candidate affected shall
be notified. The Civil Service Board and/or the Department
of Human Resources may establish a revised list of eligible
applicants, if applicable. The names of new eligible applicants
will be placed on the eligible list in rank order. The
ranking will be determined by the rating earned by the
eligible applicants.
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4.8
Review of Examination:
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Any
examinee shall be permitted to review his or her test
papers and the score assigned thereto under the following
conditions:
All phases of the examination must have been completed
and the eligibility lists established.
Written request from an examinee for such review must
be received by the Director of Human Resources within
seven (7) calendar days after notification.
Such review shall be permitted only in the Department
of Human Resources during normal business hours. The Director
of Human Resources shall safeguard all official applicant
records in accordance with relevant ordinances and statutes.
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4.9
Appeal From Results of Examination:
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When
an applicant questions the validity of the basis for his
or her rejection or the accuracy of the score for any
phase or phases of an examination, the following procedure
shall apply:
Within seven (7) calendar days after review of an examination,
as provided above, an applicant may appeal the result
of that examination to the Civil Service Board or the
General Personnel Board, as applicable.
The appeal must be in writing and shall include a detailed
statement of the item(s) of the examination related to
the exception.
The Department of Human Resources shall present the appeal
to the respective Board at its next regular meeting for
review and recommendation.
Any error found shall be corrected, and appropriate action
as determined by the Director of Human Resources shall
be initiated.
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4.10
Promotional Examination:
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A
promotional examination shall be conducted in the same
manner as open competitive examination and under the same
general requirements as to selection techniques, subject
to the following additional requirements:
A person is eligible for promotional examination if he
or she satisfies all of the announced requirements prior
to the closing date provided in the official announcement
of the examination.
Such person must hold permanent status in the Service.
Such person must meet the minimum requirements established
for the examination.
His or her current service merit rating must be satisfactory
or better.
Notices of promotional competitive examinations shall
be circulated in all departments of eligible applicants.
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4.11
Non-Competitive:
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When
the Director of Human Resources or his or her designee
finds that there are not enough applicants in the General
Personnel System to justify a formal test, he or she may
recommend to the City Manager or the City Auditor and
Clerk, for their respective employees that, in the particular
case, the selection for an eligibility list for the position(s)
vacant will be non-competitive and based upon qualifications,
experience, training, interviews and reference checks
of eligible applicants.
Upon approval, the Director of Human Resources shall proceed
to make the selection for an eligibility list for consideration
by the Department Head.
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4.12
Police Department Applications, Qualifications and Examinations:
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A. |
Applications:
(1) Applications for examination for appointment into
the Civil Service of the City shall be furnished by the
Department of Human Resources of the City of Sarasota.
(2) Applications when filed must be accompanied by certificates
or such other evidence as to citizenship, health, previous
employment, training, fitness and such other information
as may be required to determine the applicants' merit and for the Civil Service.
(3) The Department of Human Resources, upon request of
the Board, will present all requested findings of examinations
to the Board for evaluation.
(4) The Board will establish the day each month for reviewing
all material pertaining to prospective eligible applicants.
(5) The Board will establish a revised list of eligible
applicants at each monthly meeting:
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| a. |
Names
and positions of new eligible applicants will be
placed in the appropriate sequence as determined
by the average of the numerical ratings of graded
examinations and tests.
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Eligible
applicants whose scores are identical will be placed
on the eligible list based on the date of the earliest
application.
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B. |
Entrance
Qualifications:
(1) All applicants must meet the minimum entrance qualifications
specified in the related class or grade specifications.
In addition, applicants must meet the following requirements:
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Police
applicants must be citizens of the United States.
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Applicants
must be a high school graduate or possess a G.E.D.
equivalent as designated by the Civil Service Board.
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Applicants
with military service in the Armed Forces of the
United States must have earned an Honorable Discharge.
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Vision
(both eyes with vision as shown below):
Police
Farsighted - Uncorrected 20/100
Corrected 20/30
Nearsighted - Uncorrected 20/100
Corrected 20/30
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C. |
Types
of Examinations:
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Original Entrance:
Examination for original entrance into the Civil
Service shall be held to secure qualified persons
to fill vacancies or to anticipate the needs of
the Civil Service.
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Promotional:
Promotional examinations for eligible employees
shall be held to fill Civil Service vacancies of
the City. Notices of competitive promotional examinations
shall be given by conspicuous posting of bulletins
in the offices of the departments whose employees
are eligible to compete for not less than one (1)
week prior to such examination.
The Board, with the assistance of the Chief of Police
shall determine the factors to be considered in
each promotional examination. Among others, such
factors as efficiency, physical capability, merit ,
fitness and industry shall be considered and the
weight given each factor shall be established by
the Board.
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D. |
Scope
of Examination:
Examinations may consist of job-related written and oral
tests, investigation of training and experience, job-related
tests of knowledge, manual skill and physical fitness
or any combination thereof. No credit shall be allowed
for service rendered under a temporary or emergency appointment.
With the approval of the Board, examinations may be non-competitive
for positions which require peculiar and exceptional qualifications
of a scientific, managerial, professional or educational
character, or in case the character of the work or the
conditions of employment or compensation make it impracticable
to secure through competitive assembled tests a sufficient
number of qualified eligible applicants to meet the needs
of the service.
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E. |
Procedures
for Examinations:
The Civil Service Board shall be responsible for the conduct
of all Civil Service promotional (Police) examinations.
The Board shall consult, when necessary, with the Chief
of Police concerning the qualifications required for their
departments. Such examinations shall be free from the
influence and participation in any manner of the Chief
of Police.
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No
person shall be admitted to an examination whose
application therefore has not been presented
and
accepted in accordance with these Rules and Regulations.
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Identification of persons taking competitive written
examinations shall be concealed through the use
of identification numbers instead of names on all
test papers; and said identification numbers shall
be recorded on cards or separate sheets of paper,
enclosed in an envelope and sealed on the day of
examination; and the identity of each candidate
shall remain concealed until all the test papers
of all candidates have been rated. In case such
test papers bear the name or any other identifying
mark other than that assigned by the identification
card, the test shall be rejected and the applicant
so notified.
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The
Board shall see that proper precautions are taken
to prevent any unauthorized person from seeing in
advance questions or any other material to be used
in any test, unless such question or other material
is available for all applicants. They shall also
take action to prevent the identification by other
examiners, if there be any, prior to the completion
of the rating of the work of all examinees, of any
examinee's work in all tests requiring the concealment
of identity.
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When
any examinee is found using any forbidden, unfair
or extraneous sources of information, books, pamphlets,
memoranda or notes to assist him in answering the
questions or doing the assigned work, the Chief
Examiner shall take such material from the examinee
and shall make a written statement of the circumstances
to be submitted along with the test papers or other
work of the examinee to the Board which shall take
such action as it considers the circumstances warrant
and may disqualify the examinee.
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Whenever,
in the opinion of the Board, the conditions under
which any test or portion of test has been conducted
were not such as to be fair to the examinees, they
may order that such test or portion of tests be
re-administered.
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F. |
Results
of Examinations:
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In all examinations, the minimum grade or rating
through which eligibility may be earned shall be
determined by the Board with the assistance of the
Chief of Police. Such final grade shall take into
consideration all factors of the examination, including
where the Board considers it appropriate, credits
for training, experience, past service with the
City and other qualifying factors as shown in the
application of the person examined by oral examinations
or by other verified information. The failure in
one part of an examination may be grounds for the
Board to declare the applicant as failing in the
entire examination or as disqualifying him or her
for subsequent parts of the examination.
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As
soon as the final ratings of an examination for
promotion have been completed, an eligibility list
shall be established showing the relative position
of the examinees. Such list shall be signed by the
Director of Human Resources and sent to the Chief
of Police who shall cause the list to be posted
in the department where it shall be available to
each examinee. Test papers and such marking thereon
of each person examined shall be available and open
to his or her own personal inspection for thirty
(30) days after the date of examination in the Human
Resources Department of the City during business
hours at any time such inspection will not interfere
with the work in the service. If a manifest error
in the marking of any examination is called to the
attention of the Board within thirty (30) days after
the posting of an eligible list resulting from such
examination, such error shall be corrected, provided
that any appointment or certification made within
ten (10) days shall not be invalidated by any such
correction.
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G. |
Maintenance
of Test Records of Examinees:
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Test
papers and other work of examinees whose names appear
on the eligible list resulting from an examination
shall be maintained for the term of said eligible
list, and term of said eligible list is hereby fixed
at one (1) year from date of examination, unless
determined otherwise by the Civil Service Board,
the Director of Human Resources.
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The
applications, examination papers and other work
of examinees who receive ratings less than the minimum
required in any test or group of tests and whose
names are not, therefore, placed on the eligible
list resulting from the examinations shall be maintained
for a period of three (3) months or for such period
of time designated by Federal and State Laws, whichever
is longer, and transferred to Central Records for
final disposition as may be scheduled.
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H. |
Postponement
and Cancellation of Tests:
All examinations shall normally be held upon the dates
fixed by the Board. Any examination may be postponed by
the Board because of an inadequate number of applicants,
because of nonattendance of special examinees or for other
sufficient cause. The Board may also cancel any examination,
the holding of which becomes unnecessary because of change
in the personnel requirements of the Chief of Police.
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I. |
Police
Medical Examinations:
If a candidate is regarded by the Examining Physician
as physically or mentally unfit by reason of a condition
not specifically listed in the medical standards as cause
for rejection, he shall, nevertheless, be rejected and
a full statement of the reasons shall be given to the
Board in the report of medical examination. Even though
a candidate has no organic defects or pathological condition,
he may be rejected if, in the judgment of the Examining
Physician, he is not sufficiently well developed physically
or mentally to perform the strenuous tasks which a Police
Officer is called upon to do on occasion. Candidates shall
not be accepted subject to the performance of surgical
operation for the removal or cure of defects or medical
treatment for correcting defects of the eyes, heart, lungs
and the like.
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4.13
Re-examination:
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Any
candidate who fails a written examination may be re-examined
for the same class of position, providing there is at
least five (5) work days between examinations within a
period of thirty (30) days, and one (1) time within the
next sixty (60) days, or as may otherwise be determined
by the City Manager, the Civil Service Board, or the Department
of Human Resources. The Director of Human Resources may,
at his or her discretion, permit applicants who fail a
performance/agility-type test to be re-examined within
a week or at the convenience of the candidate.
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4.14
Reconsideration of Disqualified Applicants:
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Candidates who fail to be certified on an eligibility
list or who are disqualified as specified in Rule 4.6
of these Regulations shall be eligible to resubmit their
application provided they can show proof of their eligibility.
Otherwise, there shall be a waiting period of no less
than six (6) months before the applicant can reapply.
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4.15
Disqualification to Take Examination:
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Any
permanent employee who is dismissed for misconduct or
delinquency or who resigns while charges are pending shall
be disqualified from making application for re-employment
in the City.
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4.16
Waiver of Minimum Entrance Qualifications in Individual Cases:
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The
Civil Service Board may modify or waive the minimum entrance
qualifications of an applicant which are required for
the class or grade specification for entry level (second
class) Civil Service positions provided that such variances
or waiver shall not adversely affect the applicant's performance
of the required duties.
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