Rule 111A

Position-Based Testing

 

Applicability:        Rule 111A shall apply to examinations designated to the Position-Based Testing Program and shall apply to employees in all classes except the Uniformed Ranks of the Police and Fire Departments, and MTA Service-Critical positions or classes.

 

 

                   Article I:  Civil Service Commission Policy Related to

Position-Based Testing

 

Sec. 111A.1          Purpose

 

Sec. 111A.2          Merit Based Examinations

 

Sec. 111A.3          Diversity of Workforce

 

 

                   Article II:  Examination Provisions

 

Sec. 111A.4          Application of Position-Based Testing

 

Sec. 111A.5          Civil Service Commission Rules for Position-Based Testing

 

Sec. 111A.6          Responsibilities of the Human Resources Director

 

 

                   Article III:  Examination Announcements

 

Sec. 111A.7          Examination Announcements

 

Sec. 111A.8          Reissuing of Examination Announcements

 

Sec. 111A.9          Correction of Examination Announcements

 

 

                   Article IV:  Examination Applicants and Applications

 

Sec. 111A.10        Definition of Applicant

 

Sec. 111A.11        Qualifications of Applicants

 

Sec. 111A.12        False Statements by Applicants

 

Sec. 111A.13        Promotive Applicants

Sec. 111A.14        Veterans Preference in Examinations

 

Sec. 111A.15        Change of Address

 

Sec. 111A.16        Custody of Examination Applications

 

Sec. 111A.17        Confidentiality of Applicant Information

 

 

                   Article V:  Examinations

 

Sec. 111A.18        Adequacy of Examinations

 

Sec. 111A.19        Examination Rating Panels

 

Sec. 111A.20        Establishing Cutoff Scores and Number of Eligibles

 

Sec. 111A.21        Cheating in Examinations Prohibited

 

Sec. 111A.22        Review of Ratings by Examination Participants

 

 

                   Article VI:  Administration of Eligible Lists

 

Sec. 111A.23        Eligible Lists for Certification Purposes Only

 

Sec. 111A.24        Posting of Tentative Eligible List Examination Score Report

 

Sec. 111A.25        Maintenance of Eligibility

 

Sec. 111A.26        Management of Eligible Lists

 

Sec. 111A.27        Rosters of Eligibles Established by Other Authorities

 

 

                   Article VII:  Certification of Eligibles

 

Sec. 111A.28        Certification

 

Sec. 111A.29        Certification of Eligibles – Minimum Allowable Certification Rule

 

Sec. 111A.30        Establishment of the Certification Rule for Position-Based Testing

 

                   Article VIII:  Appeals of Examination Processes

 

Sec. 111A.31        Substance of Appeals

 

Sec. 111A.32        Timeliness of Appeals

 

Sec. 111A.33        Continuance of Examinations with Appeals Pending

 

Sec. 111A.34        Authority to Rule on Appeals

 

Sec. 111A.35        Appeals to the Civil Service Commission

 

Sec. 111A.36        Appeals to the Human Resources Director

 

 

 

Rule 111A

Position-Based Testing

 

Article I:   Civil Service Commission Policy

 Related to Position-Based Testing

 

Applicability:        Article I, Rule 111A shall apply to examinations designated to the Position-Based Testing Program and shall apply to employees in all classes except the Uniformed Ranks of the Police and Fire Departments, and MTA Service-Critical positions or classes.

 

Sec. 111A.1    Purpose

 

      111A.1.1   The Civil Service Commission recognizes the importance of reducing the time it takes to make permanent civil service appointments and reducing reliance on provisional and other forms of temporary hiring.  Therefore, the Position-Based Testing Program is being established with the goal of adopting eligible lists resulting from merit-based examination processes within sixty (60) days from the posting of the examination announcement.  

 

      111A.1.2   It is the policy of the Civil Service Commission that examination processes in the City and County of San Francisco under the Position-Based Testing Program are conducted in an efficient and fair manner to ensure that the best-qualified individuals are selected to perform service for the City.

 

Sec. 111A.2    Merit Based Examinations

 

      111A.2.1   It is the policy of the Civil Service Commission of the City and County of San Francisco that all persons shall have equal opportunity in employment as expressed in Rule 103 Equal Employment Opportunity.

 

      111A2.2    All applicants for positions in the classified service shall submit to verifiable competitive examinations based on merit and fitness as shown by appropriate tests.  Job-related criteria shall be utilized in all phases of the examination and employee selection process without regard to race, sex, sexual orientation, gender identity, political affiliation, age, religion, creed, national origin, disability, ancestry, marital status, parental status, domestic partner status, color, ethnicity, medical condition (cancer-related),  Acquired Immune Deficiency Syndrome (AIDS), HIV, and AIDS-related conditions, other non-merit factors or any other category provided by ordinance.

 

      111A.2.3   All forms of cheating, improper aid or hindrance are prohibited.

 

 

Sec. 111A.3     Diversity of Workforce

 

      111A.3.1   Subject to existing law, it is the policy of the Civil Service Commission to achieve a work force that is fully reflective of the diversity of the City and County of San Francisco.

 

      111A.3.2   When there is underrepresentation of an ethnic or gender group for a specific class or occupational category, the Human Resources Director may take appropriate legal actions to correct or mitigate the under- representation.

 

      111A.3.3   The Civil Service Commission endorses and supports the broadening of the Rules governing the certification of eligibles from civil service eligible lists and considers this broadening as an increase in opportunities for appointing officers to select employees who are best suited to perform the duties of specific positions and to provide greater opportunities to maximize diversity of the work force.

 

 

 

Rule 111A

Position-Based Testing

 

Article II:   Examination Provisions

 

Applicability:        Article II, Rule 111A shall apply to examinations designated to the Position-Based Testing Program and shall apply to employees in all classes except the Uniformed Ranks of the Police and Fire Departments, and MTA Service-Critical positions or classes.

 

Sec. 111A.4    Application of Position-Based Testing

 

                        The term Position-Based Testing as used in this Rule shall apply to any examination that has been designated by the Human Resources Director to be included in the Position-Based Testing Program.  Inclusion of classes in the program may be based on: the number of positions in the subject class, functions of position(s), hiring needs of departments, and other relevant criteria as may be determined by the Human Resources Director.

 

Sec. 111A.5    Civil Service Commission Rules for Position-Based Testing

 

      111A.5.1   All examination provisions for Position-Based Testing are specified in Rule 111A.  Provisions specified in Civil Service Commission Rule 105.12.1, 105.12.4 and 105.20 do not apply to the Position-Based Testing Program.  Examination provisions specified in Civil Service Commission Rules 110, 111 Articles I and II, 112 Articles I – IV, and 113 Articles II and VI, do not apply to the Position-Based Testing Program.

 

      111A.5.2   Pursuant to its Charter authority, the Civil Service Commission may independently inquire into the operation of the Position-Based Testing Program to determine compliance to its Rules, regulations, policies, and procedures and respond to Inspection Service requests.

 

Sec.111A.6     Responsibilities of the Human Resources Director

 

      111A.6.1   The Human Resources Director shall establish procedures, requirements and standards to implement the Rules and policies of the Civil Service Commission concerning the Position-Based Testing Program and to improve the City’s ability to make prompt hires of best-qualified applicants.  Nothing in this Rule is intended to extend to the Human Resources Director the authority to change Civil Service Commission policy or to cause or permit the Human Resources Director to take any action not in compliance with the law.

 

Sec.111A.6     Responsibilities of the Human Resources Director (cont.)

 

      111A.6.2   The Human Resources Director shall administer and rule on all matters concerning the Position-Based Testing Program.  The decision of the Human Resources Director related to Position-Based Testing Program matters under this Rule is final, unless this Rule expressly provides for appeal to the Civil Service Commission.

 

      111A.6.3   The Human Resources Director may initiate audits or investigations of the Position-Based Testing Program for compliance with Civil Service Commission policies and Rules, compliance with Department of Human Resources policies and procedures, or for other business reasons.

 

 

Rule 111A

Position-Based Testing

 

Article III:   Examination Announcements

 

Applicability:        Article III, Rule 111A shall apply to examinations designated to the Position-Based Testing Program and shall apply to employees in all classes except the Uniformed Ranks of the Police and Fire Departments, and MTA Service-Critical positions or classes.

 

Sec. 111A.7    Examination Announcements

 

      111A.7.1   The examination announcement shall be the official notice of an examination and shall provide the qualifications, dates and other particulars regarding the selection procedure. Applicants must be guided solely by the terms of the examination announcement.

 

      111A.7.2   City and County of San Francisco examination announcements shall be officially posted at the Department of Human Resources.

 

Sec. 111A.8    Reissuing of Examination Announcements

 

                        The Human Resources Director may reissue an examination announcement to extend the application-filing period or in response to an appeal.  When reissued for these reasons, an examination announcement is not open to an appeal.

 

Sec. 111A.9    Correction of Examination Announcements

 

                        Examination announcements may be corrected by the Human Resources Director with respect to clerical errors, misprints and incorrect wording by posting notice of such corrections. Additional time shall not be allowed for appeal of the substantive provisions contained in the original examination announcement.

 

 

Rule 111A

Position-Based Testing

 

Article IV:   Examination Applicants and Applications

 

Applicability:        Article IV, Rule 111A shall apply to examinations designated to the Position-Based Testing Program and shall apply to employees in all classes except the Uniformed Ranks of the Police and Fire Departments, and MTA Service-Critical positions or classes.

 

Sec. 111A.10  Definition of Applicant

 

                        An applicant is a person who has filed an application for examination within the time limits and under the conditions specified on the examination announcement.

 

Sec. 111A.11  Qualifications of Applicants

 

   111A.11.1    Every applicant for an examination must possess and maintain the qualifications required by law and by the examination announcement.

 

   111A.11.2    City and County employees shall receive credit only for the duties of the class to which appointed or assigned unless sufficient and credible documentation is provided to verify performance of other duties.  Employees may receive credit for duties not usually performed by incumbents in a class if their employee file contains contemporaneous documentation that the duties were assigned and performed.  Credit for duties not usually performed by incumbents in a class based on non-contemporaneous documentation shall require the approval of the Human Resources Director.

 

Sec. 111A.12  False Statements by Applicants

 

                        Relevant false statements, whether intentional or unintentional, made or permitted by any applicant on the application or in any phase of the examination or hiring process shall be good cause for the exclusion of such person from any examination, or the removal of the applicant's name from the eligible list, and may be good cause for removal or discharge from the City and County service.

 

Sec.111A.13   Promotive Applicants

 

                        Applicants for promotive-only or combined promotive and entrance examinations shall meet the requirements of the examination announcement under which they apply.  If otherwise qualified, City employees with six (6) consecutive months (1040 hours) of verifiable experience in any job classification in any appointment type qualify as promotive applicants.

Sec.111A.14   Veterans Preference in Examinations

 

   111A.14.1    The Human Resources Director shall establish the procedures for veterans preference in examinations in accordance with applicable law.  The Human Resources Director shall establish the definitions of veterans preference and applicants entitled to veterans preference in examinations in accordance with applicable law and Civil Service Commission Rules.

 

   111A.14.2    Any individual applicant for entrance employment with the City and County of San Francisco wishing to receive veterans preference credit  as provided in Civil Service Commission Rules must notify the Department of Human Resources of his/her veteran status at the time he/she submits the initial job application or as specified on the examination announcement.

 

Sec. 111A.15  Change of Address

 

                        The Department of Human Resources must be notified in writing (including e-mail) by the applicant of any change of address, e-mail address or telephone number.  Notice of change to the Post Office and/or an employee's current department only does not meet the notification requirement.

 

Sec. 111A.16  Custody of Examination Applications

 

                        Examination applications and supporting documents become the property of the Department of Human Resources when received.  Return of such documents shall require the approval of the Human Resources Director.

 

Sec. 111A.17  Confidentiality of Applicant Information

 

                        Applicant information, including names of applicants on eligible lists shall not be made public, unless required by law.

 

Rule 111A

Position-Based Testing

 

Article V:   Examinations

 

Applicability:        Article V, Rule 111A shall apply to examinations designated to the Position-Based Testing Program and shall apply to employees in all classes except the Uniformed Ranks of the Police and Fire Departments, and MTA Service-Critical positions or classes.

 

Sec. 111A.18  Adequacy of Examinations

 

                        The Human Resources Director shall approve the adequacy of the examination to rate the capacity of the applicants to perform the job.  Examinations may include, but are not limited to one or more testing devices such as written examinations, oral interviews, performance exercises, assessment centers, successful completion of requirements imposed by other authorities for the award of certification, licensure, academic recognition (e.g. degree, course completion), placement on a roster as provided in Sec. 111A.27, or any other devices or methods to determine merit and fitness for tested positions.

 

Sec. 111A.19  Examination Rating Panels

 

                        The Human Resources Director shall make every reasonable effort to ensure diversity of the qualified raters.

 

Sec. 111A.20  Establishing Cutoff Scores and Number of Eligibles

 

The Human Resources Director shall establish a cutoff or passing score and shall determine the number of persons who shall constitute the eligible list.

 

Sec. 111A.21  Cheating in Examinations Prohibited

 

   111A.21.1    Any action that constitutes cheating, improper aid, hindrance, fraud, or collusion in any part of the examination process is prohibited.  The following are some specific actions that are expressly prohibited: relevant false statements by applicants on the application or during the selection process;  the use or attempted use of materials not authorized by the scheduling notice to candidates to report for the examination;  defeating, deceiving or obstructing any person in respect to his or her right of examination;  falsely marking, grading, estimating, or reporting upon the examination or proper standing of any person examined hereunder, or aid in so doing; making any false representations concerning the examination or the person examined; or furnishing to any person any special or secret information for the purpose of either improving or injuring the prospects or chances of any person of being appointed, employed or promoted.

Sec. 111A.21  Cheating in Examinations Prohibited (cont.)

 

   111A.21.2    Any person cheating, attempting to cheat, or assisting in cheating or hindering other persons in any phase of the examination process shall be prosecuted to the full extent of the Charter and other laws.  Actions to be taken include elimination from the examination process, dismissal and ineligibility for future employment and such other appropriate action as may be recommended by the Human Resources Director.

 

Sec. 111A.22  Review of Ratings by Examination Participants

 

   111A.22.1    Examination participants shall have a minimum period of five (5) working days to review their own examination ratings to confirm the accuracy of the calculation of their scores and/or rankings. The identity of the examiner giving any mark or grade shall not be disclosed.

 

   111A.22.2    The Human Resources Director shall establish the procedures for Review of Ratings.

 

Rule 111A

Position-Based Testing

 

Article VI:   Administration of Eligible Lists

 

Applicability:        Article VI, Rule 111A shall apply to examinations designated to the Position-Based Testing Program and shall apply to employees in all classes except the Uniformed Ranks of the Police and Fire Departments, and MTA Service-Critical positions or classes.

 

Sec. 111A.23  Eligible Lists for Certification Purposes Only

 

   111A.23.1    The names of examination participants passing all phases of an examination described by the terms and conditions of the examination announcement shall be placed on an eligible list.  Eligible information, including names on eligible lists shall not be made public, unless required by law; however, an eligible list shall be made available for public inspection upon request once the eligible list is exhausted or expired and referrals resolved.

 

   111A.23.2    The Human Resources Director shall establish the duration of an eligible list and/or durations of eligibility of individuals on the eligible list.  Eligibles will be notified of the duration of the eligible list and/or durations of eligibility of individuals.

 

Sec. 111A.24  Posting of Tentative Eligible List Examination Score Report

 

   111A.24.1    At the beginning of the inspection period the Tentative Eligible List Score Report shall be posted and made available for public inspection.

 

   111A.24.2    Changes in an eligible list because of clerical or computational errors shall not change the date of adoption of the eligible list.

 

   111A.24.3    The Human Resources Director may adopt an eligible list pending the resolution of any appeal, and may certify to the appointing officer the names of eligibles available for appointment in accordance with the established certification rule.  Resolutions of appeals shall not affect earlier hires from the eligible list.

 

Sec. 111A.25  Maintenance of Eligibility

 

                        Eligibles who fail to possess or maintain the qualifications required by law and/or by the terms of the examination announcement under which they participated shall forfeit their eligibility.  The Human Resources Director is authorized to remove eligibles from an eligible list who have failed to maintain qualifications and/or may restore eligibles to an eligible list based on qualifications or to comply with Civil Service Commission Rules, policy and/or action.

Sec. 111A.26  Management of Eligible Lists

 

   111A.26.1    The Human Resources Director shall have the right to correct errors on an eligible list or amend an eligible list as a result of the outcome of an appeal or if required by Civil Service Commission Rules or other legal requirements. Corrections and/or amendments of the eligible list shall not affect earlier hires from the eligible list.

 

   111A.26.2    The Human Resources Director may extend the duration of an eligible list or eligibility periods for individuals on the eligible list based on the needs of the City or merit factors. Any extension of the eligible list or eligibility period shall occur prior to the expiration date with the exception of correcting errors.  The maximum duration of the eligible list shall not exceed forty-eight (48) months.  Affected eligibles will be notified of the extension of the eligible list or eligibility period.

 

   111A.26.3    The Human Resources Director may authorize the merging of eligible lists in the same class or different classes.  Affected eligibles will be notified of the merging of eligible lists.

 

   111A.26.4    The Human Resources Director may cancel an eligible list, or make optional the use of an eligible list based on the needs of the City or merit factors such as inability of eligibles to meet job specific qualifications or requirements.  Affected eligibles will be notified of the cancellation of eligible lists.

 

   111A.26.5    The Human Resources Director may approve the use of an eligible list for permanent civil service appointments to other positions in the same or similar classes.

 

Sec. 111A.27  Rosters of Eligibles Established by Other Authorities

 

   111A.27.1    By mutual agreement with the affected employee organization, appropriate rosters of eligibles established by other recognized authorities, such as the State of California, may be utilized to fill positions, or as the basis for establishing eligible lists.

 

   111A.27.2    The Human Resources Director shall determine the criteria and standards for approving the use of rosters established by other authorities.  In assessing appropriateness, the Human Resources Director shall ensure that placement on a roster does not require membership in an organization.

 

   111A.27.3    The use of such rosters shall be specified on the examination announcement and shall not be subject to appeal to the Civil Service Commission.

 

 

Rule 111A

Position-Based Testing

 

Article VII:   Certification of Eligibles

 

Applicability:        Article VII, Rule 111A shall apply to examinations designated to the Position-Based Testing Program and shall apply to employees in all classes except the Uniformed Ranks of the Police and Fire Departments, and MTA Service-Critical positions or classes.

 

Sec. 111A.28  Certification

 

                        The Department of Human Resources shall certify to the appointing officer the names of eligibles available for appointment in accordance with the established certification rule.  Except for circumstances beyond the control of the Department of Human Resources, the initial Notice of Certification to eligibles shall be issued within fifteen (15) business days from the date of adoption of an eligible list.

 

Sec. 111A.29  Certification of Eligibles – Minimum Allowable Certification Rule

 

   111A.29.1    The minimum (i.e. most restrictive) certification rule shall be the Rule of Three Scores.

 

   111A.29.2    The most restrictive formula for application of the Rule of Three Scores shall be:

 

                        1)    When there is one (1) approved personnel requisition on file for a class, the Department of Human Resources shall certify to the appointing officer the number of scores equal to the number of the certification rule.  For example, three (3) scores will be certified for a position with a certification Rule of Three Scores.

 

2. When there are two (2) or more approved personnel requisitions on file for the same class, the number of scores certified shall be equal to the number of positions to be filled plus the number of scores in the certification rule minus one.  For example, if twelve (12) requisitions are to be filled under a Rule of Three Scores, the number of scores certified is 12 + 3 – 1 = 14.

Sec. 111A.30  Establishment of the Certification Rule for Position-Based Testing

 

   111A.30.1    The Human Resources Director and/or representative is authorized to discuss and pursue agreement with employee organizations as to the certification rule applicable to an eligible list resulting from an examination in the Position-Based Testing Program, provided however, that the minimum rule cannot be fewer than the Rule of Three Scores.

                        Nothing in this Section is intended to change the scope of bargaining specified by Charter or applicable law.

 

   111A.30.2    Unless agreed between the employee organization representing the class and the Human Resources Director, the Rule of Three Scores shall be used exclusively, except as set forth in Rule 113, Article III.

 

   111A.30.3    The Certification Rule shall be specified as a term of the examination announcement.  Appeals of the Certification Rule shall not be permitted.

 

 

 

Rule 111A

Position-Based Testing

 

Article VIII:  Appeals of Examination Processes

 

Applicability:        Article VIII, Rule 111A shall apply to examinations designated to the Position-Based Testing Program and shall apply to employees in all classes except the Uniformed Ranks of the Police and Fire Departments, and MTA Service-Critical positions or classes.

 

 

Sec. 111A.31  Substance of Appeals

 

   111A.31.1    An action by the Department of Human Resources under Rule 111A may be appealed by a party alleging injury by that action as provided in this Article VIII.  For each appeal the appellant must state the specific grounds upon which the appeal is based, cite the specific Civil Service Commission Rule or Department of Human Resources Policy that the appellant contends was violated by the action which is the subject of the appeal, provide facts including available documents to support the appeal, and demonstrate a rational relationship between the alleged injury suffered by the appellant as a result of the action being appealed and the alleged violation of Rule or Policy.  Failure to meet all of the above requirements to support the appeal may be sufficient grounds for denial of the appeal by the Civil Service Commission.

 

   111A.31.2    An appeal that objects to ratings or rankings based solely on the candidate’s belief that he or she is entitled to a higher or passing score shall not be considered.  Neither the Human Resources Director nor the Civil Service Commission shall substitute his, her or its judgment for the judgment of qualified raters.

 

Sec. 111A.32  Timeliness of Appeals

 

                        Protests and appeals that are not submitted within the prescribed time limits shall not be considered.

 

Sec. 111A.33  Continuance of Examinations with Appeals Pending

 

                        The Human Resources Director may proceed with any and all phases of the Position-Based Testing process pending an appeal.

 

Sec. 111A.34  Authority to Rule on Appeals

 

   111A.34.1    Civil Service Commission

 

                        Appeals to the Civil Service Commission may occur at three (3) points in the examination process: (1) after the examination announcement has been issued, (2) after the examination has been administered and prior to the posting of the Tentative Eligible List Score Report and (3) after the merging of eligible lists in different classes.  Appeals of the examination announcement may be based only on challenges to the position description and/or the minimum qualifications.  Appeals after the examination administration may be based only on claims of inconsistency in examination administration, bias of raters and/or failure of raters to apply uniform standards.  Appeals of merging of eligible lists in different classes may be based only on claims of substantial differences in the knowledge, skills and abilities required to perform the essential functions of the positions.  Decisions of the Civil Service Commission on these examination matters will be final.

 

   111A.34.2    Human Resources Director

 

                        All other appeals may be made to the Human Resources Director whose decision will be final.

 

Sec. 111A.35  Appeals to the Civil Service Commission

 

   111A.35.1    Appeals of the Examination Announcement

 

                        1)    The standard of review for appeals under this Section shall be abuse of discretion in establishing the position description, the minimum qualifications and/or the certification rule when the certification rule was not reached by mutual agreement with the employee organization representing the tested class.  In determining abuse of discretion, the Civil Service Commission must find that the Human Resources Director made decisions beyond his/her authority or had no rational basis for his/her decision.

 

                        2)    Appeals under this Section must be submitted directly to the Executive Officer of the Civil Service Commission and must be received in the Civil Service Commission office by close of business on the fifth (5^th) business day after the examination announcement issuance date.

 

                        3)    Appeals must be in writing and shall include a statement of the specific component(s) or item(s) of the examination announcement being contested and specific reason(s) why adoption of the cited portions of the examination announcement constitutes abuse of discretion by the Human Resources Director.  To the extent possible, all supporting documentation must be submitted with the written appeal.