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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
6 - CERTIFICATION AND APPOINTMENT FROM ELIGIBILITY LISTS
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6.1
General:
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The
Department Head shall fill position vacancies by appointment
of eligible candidates subject to their satisfactory completion
of the probationary/permanent trainee period.
Positions shall be grouped into two (2) types for the
purpose of appointments: Competitive and Non-Competitive
positions. Vacant positions shall be filled from eligible
candidates on request of the Department Head, recommendation
of the Director of Human Resources and approval of the
City Manager or the City Auditor and Clerk, for their
respective employees.
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6.2
Requisition:
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When
a vacancy occurs in any position or if a new position
or positions are duly authorized, a requisition on the
required form shall be submitted by the responsible Department
Head to the Director of Human Resources for each such
vacancy. The requisition shall state the number of vacancies
to be filled, title, grade and duties, the necessary and
desirable qualifications, and other pertinent information
relative to the positions to which appointments are to
be made. All appointments shall be made from the eligible
lists established by the Civil Service Board and/or the
Director of Human Resources, as required.
As far as possible, a Department Head shall anticipate
any vacancy sufficiently in advance to give the Civil
Service Board or the Director of Human Resources sufficient
time to establish a list of eligible candidates.
Prior to budget preparation, the Department Head shall
advise the Director of Human Resources of any new personnel
requirements for the next fiscal year. If each personnel
requisition receives the tentative approval of the City
Manager or City Auditor and Clerk, for their respective
employees, the Civil Service Board/Director of Human Resources
shall establish lists of eligible candidates for each
class of position where vacancies are anticipated, if
no list of eligible candidates exist.
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6.3
Certification of Eligible Candidates:
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Upon
receipt of a requisition from a Department Head for an
eligibility list of certified eligible candidates, the
Director of Human Resources shall furnish to the Department
Head the entire list of eligible candidates from the Re-employment,
Transfer or Entrance Eligibility Lists, and the Department
Head shall select the most qualified person for the position
from the eligibility list.
If a Department Head finds that the certified eligible
candidates are not the best/fully qualified, he or she
may request a second eligibility list from the Director
of Human Resources and then select the most qualified
person from the list provided.
It shall be the responsibility of the Director of Human
Resources to limit the number of non-Civil Service eligible
candidates on an Entrance Eligibility List to a practical
and reasonable number.
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6.4
Administration of Competitive Positions:
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To
fill vacancies, the Director of Human Resources shall
certify to the Department Head eligible candidates on
the appropriate eligibility list.
A permanent employee may be promoted to a vacancy within
a department without City Career Development competition,
providing the Department Head certifies to the City Manager
or City Auditor and Clerk, for their respective employees
that all other eligible department permanent employees
were considered for the position and that their skills,
abilities and experience were reviewed. Such certification
shall be on the required personnel action papers.
The following employment eligibility lists shall be used
in the sequence indicated if the department vacancy is
not filled by an employee from within the department.
1st Re-employment List
2nd Transfer List
3rd Promotion List
4th Open Competitive List
5th Non-Competitive List
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6.5
Re-employment Eligibility List:
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When a permanent employee whose service is rated as satisfactory
or better is separated from the combined Classified Service
by layoff or voluntary resignation in good standing, his
or her name shall be placed on the suitable re-employment
lists for consideration for re-employment should a vacancy
occur and he or she meets the minimum requirements. The
names of available eligible candidates, not less than
three (3), provided three or more are eligible, shall
be certified to the requisitioning Department Head.
A permanent employee may be re-employed within one (1)
year from the date of separation as prescribed herein.
The eligible employee shall receive permanent employment
status and an adjusted date of hire based on the number
of days between the date of separation and the re-hire
date. The re-employment shall be based on the request
of the Department Head, recommendation of the Director
of Human Resources and approval of the City Manager or
City Auditor and Clerk, for their respective employees.
The re-employment appointment shall be class probationary.
The employee shall nevertheless be entitled to receive
fringe benefits.
If an employee has been laid off for more than twelve
(12) months and has not been re-employed, the employee’s
name shall be removed from the re-employment List.
If there is more than one person on a Re-employment List,
the order of re-employment shall be based on merit first,
and then, on the length of their service prior to layoff.
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6.6
Transfer Eligibility List:
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If
it is found that a person with at least minimum requirements
to fill a position vacancy is not available on the Re-employment
List, then the Department of Human Resources shall survey
the transfer list.
The Department of Human Resources shall maintain suitable
lists of those employees who have given notice in writing
of their desire to be transferred to a position of the
same class in another department.
No person shall be considered for transfer without the
prior approval of their current Department Head. Approval
shall be requested from the Department Head when the employee
initiates the initial request for a transfer.
No employee shall be transferred to a position for which
he or she does not possess the minimum requirements. Eligible
employees must be currently rated as satisfactory or better
to qualify for a potential transfer.
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6.7
Promotional Lists:
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If
at the discretion of the Department Head, there is a necessity
for a promotion, it shall be in coordination with the
Director of Human Resources, and with the approval of
the City Manager or City Auditor and Clerk, for their
respective employees.
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A. |
General
Personnel: If eligible employees are not available on
the re-employment list or the transfer list, the Department
of Human Resources shall determine if there is a current
promotional list of eligible candidates for the position.
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B. |
Civil
Service: If there is no current Civil Service promotional
list or valid re-employment list, for Civil Services positions,
the Civil Service Board shall administer promotional examinations,
as required.
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Upon
receipt of a requisition from the Chief of Police for
an eligibility list of certified eligible candidates for
promotion, the Director of Human Resources shall furnish
to the Chief of Police eligible candidates that have been
certified by the Civil Service Board as follows:
1 to 4 vacancies - add 2 to number of vacancies;
5 to 8 vacancies - add 3 to number of vacancies;
9 to 12 vacancies - add 4 to number of vacancies; etc.
If the candidates on the certified list are not the best/fully
qualified in the opinion of the Chief of Police, the eligibility
list may be rejected and additional promotional eligibility
lists shall be furnished to the Chief of Police by the
Director of Human Resources.
If, after the entire eligibility list has been considered
by the Chief of Police, and none of the candidates are
selected, the the Chief of Police may request re-examination
of eligible civil service candidates.
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6.8
Open Competitive List:
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If
a vacancy cannot be filled through the use of Re-employment,
Transfer or Promotional Lists, the Civil Service Board/Director
of Human Resources shall certify persons from an Open
Competitive Eligible List, appropriate for filling the
position.
If such an Open Competitive List of eligible candidates
is not available or if it does not suffice to fill the
requisition, then a temporary appointment may be made
as provided in these Rules and Regulations.
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6.9
Appointment:
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When
a Department Head finds it essential to fill a vacancy
and the Civil Service Board/Director of Human Resources
is unable to certify eligible candidates for such vacancy
because there is no existing appropriate list or because
no certified eligible candidates are acceptable, the City
Manager or City Auditor and Clerk for their respective
employees may authorize filling the vacancy by means of
a temporary appointment.
Department Heads shall request prior approval of the City
Manager or City Auditor and Clerk, for their respective
employees for all temporary appointments and such approval
shall be attached to the Personnel Requisition Form as
required by Rule 6.2.
A temporary appointment to a position shall expire two
(2) calendar weeks after a list of certified eligible
candidates has been prepared for such position.
If the Civil Service Board/Director of Human Resources
is unable, within the period of two (2) calendar weeks,
to certify an acceptable eligible candidate for the vacancy
in the class of position to which the temporary appointment
was made, the Department Head may recommend to Director
of Human Resources and the City Manager or City Auditor
and Clerk, for their respective employees that the temporary
appointment be continued for a period of three (3) months.
However, under unusual circumstances, the Department Head
may request an extension for not more than twelve (12)
consecutive months in total. In addition, temporary employee
appointments are required to be terminated at the end
of each Fiscal Year. In such event, however, the same
temporary could be re-hired at the beginning of the next
Fiscal Year to complete the term of the approved extension.
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6.11
Emergency Police Appointments:
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In
the event of an emergency rendering it impractical and
undesirable to delay the making of an appointment(s) from
lists certified by the Board and during elections or similar
occasions, the Chief of Police may select and appoint
persons without regard to the rules governing appointments,
but in no case shall such emergency appointments exceed
three (3) days without the written approval of the City
Manager.
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6.12
Full-Time and Part-Time Positions:
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Each
position in the combined Classified Service shall be designated
as either full-time or part-time, as defined in these
Rules and Regulations. Such designation shall be used
in any requisition or communication to the Director of
Human Resources regarding any position.
A permanent employee may be assigned to fill a vacancy
on a temporary basis where such assignment involves neither
a promotion or a demotion. Any permanent employee so assigned
shall return to his former position when the term of the
temporary position is ended or expires.
If a permanent employee is assigned to a temporary position,
he or she shall retain all benefits authorized as a permanent
employee unless the temporary assignment is the result
of a demotion.
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6.13
Administration of Non-Competitive Positions:
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Appointments
to non-competitive positions may be made by the City Manager
or City Auditor and Clerk, for their respective employees
from certified Re-employment, Transfer, Promotion or Non-Competitive
Lists of eligible candidates, furnished in that order
by the Director of Human Resources, as available.
All such appointments shall, as with competitive positions,
be subject to the satisfactory completion of at least
a six (6) month probationary/permanent trainee period
prior to the appointment being made permanent, except
employees eligible for re-employment in accordance with
Rule 6.5.
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