Examples of Inspection Service
An employee participated in an examination process and when he reviewed his examination materials during the inspection period, he realized that he had not received promotive points. Civil Service Commission staff reviewed the eligible list to confirm that the employee was on the list; verified that the employee was eligible to receive promotive points, but had not received them; and reviewed the scores for all other eligibles to determine if they were eligible for and/or had received promotive points. Upon confirmation that the employee and other eligibles were entitled to receive promotive points, the department was directed to amend the eligible list to add promotive points to the employee's total score and to the scores of other eligible employees.
#2 Inspection Service - Merit System: Hiring, Separation and Classification of Employees
In response to letters from affected employees alleging irregularities, an inspection service request to address merit system questions regarding the hiring, separation and classification of employees, the Civil Service Commission acted to proceed on the inspection service in order to determine whether:
- the department followed Rules, regulations, policies, and procedures on hiring, separation and classification;
- relatives of the appointing officer appointed or separated, or affected by classification of positions.
Public Hearings were convened and the matter was considered by the Civil Service Commission.
The Civil Service Commission directed the Executive Officer to request records and information on appointments, separations, as well as, into all changes to, amendments of or creation of class specifications for positions in the department since the appointing officer started. The Executive Officer request for records directed the department and the Department of Human Resources to provide the necessary records to conduct its inquiry, investigation, analysis, and findings.
A Draft Final Finding of Fact Report was prepared and submitted by the Executive Officer for consideration by the Civil Service Commission reflecting a review, analysis and summary of the records submitted by the department and the Department Human Resources, as well as, unsolicited letters and interviews from current and former employees of the department and other applicable records. The Report compared the actions taken to determine compliance to applicable Charter provisions, Rules, regulations, policies, and procedures on hiring, separation and classification.
The Civil Service Commission considered the Draft Final Finding of Fact Report with staff recommendations, sworn testimony from current and former employees, public comment and took the following action:
- Adopt the Amended Draft Final Finding of Fact Report as amended to include the sworn testimony summary and official transcripts of the hearing held by the Civil Service Commission.
- Direct that the Human Resources Director assign a Special Monitor to review the merit system activities in the department and to regularly report to the Civil Service Commission on the appointment, separation, classification and related merit system activities.
- Direct the Special Monitor to coordinate a classification audit of positions in the department.
- Adopt a schedule of Reports to the Civil Service Commission to be placed on the agenda for Civil Service Commission review and possible action. The Special Monitor shall provide to the Civil Service Commission regular reports on the appointment, separation, classification, and related merit system activities on a semi-annual basis for two fiscal years.
- Direct the Special Monitor to set up the mechanism to allow the return of interested and available laid off employees currently employed by the City to vacant approved requisitions in the applicable class as they become available.
- Forward to the Office of the City Attorney to provide guidance to the Civil Service Commission, the Department of Human Resources and all City departments on the application of San Francisco Campaign & Governmental Conduct Code Section 3.212 Decision Involving Family Members.
- Direct the Human Resources Director to further clarify the procedures on Oral Authorizations, start work dates and appointment dates.
- Forward to the Office of the Controller and Department of Human Resources a request for review of procedures utilized to coordinate Oral Authorization, start work dates, appointment dates, and payroll.
- Direct the Human Resources Director to further clarify and remind all departments of the requirements to complete Notices of Probationary Period Status, Notice to Provisional Appointee, Notice of Exempt Appointment, and, Leave of Absence forms to accept another position in the City service.
- Direct the Human Resources Director and Executive Officer to review the 1996 guidelines on exempt appointments and make recommendations to the Civil Service Commission.
- Direct the Human Resources Director to issue a reminder to all departments of the ability of the department head to make assignments balanced by the right of employees to perform certain duties in a specific class.
- Encourage the Human Resources Director to utilize available resources, i.e. orientation, "Guidebook to New Department Heads," etc. to inform department heads and managers of the City's employment system.