CIVIL SERVICE

COMMISSION

(sample)

ORAL EXAM PROCESS

Note: The following is suggested guidance for an oral examination. Prior to implementing, this and all procedures should be reviewed by your solicitor to assure legal compliance.

INDEX TITLE PAGE INDEX 02 INTRODUCTION 03 PREPARING FOR THE ORAL EXAM 04 Information for the Civil Service Commission 04 Information for the Oral Exam Board 06 THE ORAL EXAM 08

Introduction 08 Tips 09 After the Oral Exam 10

CALCULATING THE SCORE 11 POLICE OFFICERS EVALUATION SHEET 12 SCORE TALLY SHEET 13 POLICE OFFICER ORAL EXAM (Sample Questions) 14 SAMPLE QUESTION THAT SHOULD NOT BE ASKED 19 ADA COMPLIANCE CHECKLIST 20 BASICS REGARDING PRE-OFFER INQUIRIES 21 NOTES 22

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INTRODUCTION The Civil Service Commission has three core responsibilities in

performing their duties as civil service commissioners. They are:

1. To write, amend and approve municipal civil service rules and regulations to be further approved by the municipal appointing authority.

2. To assure, by oversight, that a merit based hiring process is carried out in compliance with state law and the adopted or amended civil service rules and regulations approved by the civil service commission and the appointing authority of the municipality.

3. To provide a “due process” right for all those police officers and firefighters who are hired and promoted in compliance with the civil service rules and regulations and the state law.

One of the essential oversight responsibilities of the Civil Service Commission is to assure that the oral exam process is administered in a fair and equitable manner, by competent individuals, dedicated to providing that fair and equitable process. This following “Oral Exam Process” pamphlet provides a resource for civil service commissions to follow in “carrying out” their duties in assuring the oversight administration of the oral exam process.

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PREPARING FOR THE POLICE ORAL EXAMINATION Information For The Civil Service Commission How should the Civil Service Commission be involved in the process?

1. The proper role for the civil service commission is to serve as an oversight authority for administration of the various components of the examination process, including the oral exam process.

2. The civil service commission should not be involved directly in the

administration of any of the tests or background investigations. Why should the Civil Service Commission not conduct the Oral Exam:

1. Because of due process problems, members of the civil service commission should never directly participate in the oral exam process whether as an examiner or observers.

2. Simply put, the civil service commission would be adjudicating the

challenge to the oral exam board that was the same board that administered or was involved in the oral exam administration.

3. The civil service commission when conducting a hearing should not

have independent knowledge of the appeal and must weigh the evidence from both sides of the challenge and not be “tainted” by having prior knowledge or being involved in the process.

What is the roll of the civil service commission in the Oral Exam Process? 1. To appoint the Oral Exam Board. (Police Chief can be resource)

2. Prior to any oral examination the Civil Service Commission should to meet with the Oral Examination Board, they have appointed, to assure that the Oral Examination Board understands the entire oral examination process and to be assured that the oral examination will be administered and constructed in a professional manner that is outlined further in this process.

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Who should conduct the oral exam? Generally, those you have confidence in - 1. At least one member should have police/fire management experience

– Depending on the position advertised. .Ex. Police Chief for Police/Fire Chief for Fire (Not the local municipal police chief or fire chief).

2. Upstanding member of the community – not a municipal official.

3. Outside consultants that have experience in conducting oral exams. Note: Having three Police Chiefs / Fire Chiefs is common.

When should the oral exam be conducted? 1. The oral exam is generally conducted after the written test and the

physical agility test.

2. You should always check your rules and regulations as some rules indicate that only a certain number or percentage of candidates that pass the written test and the physical agility test shall be provided an oral exam.

3. If this is the case, the above process should only be instituted if the procedure is in your rules and regulations and not be arbitrarily determined, if not in your rules and regulations.

How should the oral exam process be administered? The following information is provided to assist the Civil Service Commissioners in overseeing the oral exam process to assure that the process is administered in a professional manner and one that hopefully contributes to hiring and promoting the most qualified candidates and as much as possible, eliminates legal challenges.

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Information for the Oral Exam Board

1. Plan…..2. Prepare…..3. Practice…..4. Procedure/Process 1. Plan

The three member oral examiners should meet prior to the day of the oral exam to organize the process to be used. Determine or know how many candidates and how they will be notified. Determine or Know where the oral exam will be held. Compile or know the schedule of the time and place for the oral exam. Define the estimated time allotted for each of the candidates. Decide the time slots for each of the candidates. Determine who is going to “chair” the oral board and welcome the candidate. Determine who is going to ask the questions - If all the board members are going to ask questions, the chairperson should ask the first and last question. Determine how many questions are to be asked. Define the types of questions to be asked.

2. Prepare

Become familiar with the job description and essential function of the job. Prepare the specific questions to be asked – Are they Bonifide Occupational Qualifications (BFOQ). Prepare the specific types of questions to be asked and put them in written form – Know why you are asking a question. Decide what you hope to learn from each question. If you don’t know why you are asking a question, don’t ask it – Develop the criteria/consensus answer to be judged for each question and insert the language after each question. Review the questions to make sure that they are not improper or illegal questions – Are they BFOQ? Know the questions not to ask or perceived as illegal questions Identify/review the scoring chart to be used.

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3. Practice Review all of the “Prepared” components to be sure everything is in

place for the actual oral exam. Do a run-through on the prepared oral exam process to include the questions, anticipated answers and scoring.

4. Procedure/Process

Arrive an hour early to again review procedure with the other two oral

examiners. Outline again the process to be used. Review the questions and “consensus” answers Who is going to be the Chairperson? If all the board members are going to ask questions, the Chairperson should ask the first and last question. Review who and what answers each of the members of the board will be asking. Have room well lighted. Make sure you have an extra room for those candidates arriving prior to their scheduled time. Post appropriate notices advising candidates when they arrive. Post notice on oral exam room that “Oral Exam is in Process – Do Not Enter.”

07 THE ORAL EXAM

(Introduction)

ORAL EXAMINATION COVERSHEET

Instructions:

To be read by the Chairperson of the Oral Board to each candidate

I would like to thank you, on behalf of [Municipality] for

your interest in the position. This oral examination will consist of approximately twenty (20) minutes. You will be evaluated solely on the basis for your responses to this board today. To provide an adequate basis for evaluation, you are encouraged to present your answers completely and comprehensively. The board will read the questions to you so that the same questions are asked in the same manner to all candidates. The board will be taking notes while you are providing responses, so don’t let that bother you as it will have no bearing on your score. If you need a question repeated, please feel free to ask, it will not have any affect your score. Please relax and be candid in your answers.

Finally, because of the competitive nature of the examination process, you are cautioned not to discuss any of these questions with anyone.

08 THE ORAL EXAM

TIPS

This is not an interview, it is an oral exam and should not be referred to as an interview Chairperson should greet the candidates and introduce the examiners or each examiner should introduce themselves If all board members are to ask the questions, the Chairperson should ask the first and last question Try to make the applicant relax and you are likely to get more candid answers and information Have questions and “consensus” answers written/typed out in front of you Keep the questions as brief and to the point as possible Speak loudly and clearly so that the candidate can understand the questions Be open minded as there may be more than one correct answer. You may be closing your mind to other ways of looking at things. Ask each candidate the same question. Do not prod the candidate for an answer, but you may ask the candidate to expand on an answer. Repeat the question if you feel the candidate may not have understood it. If applicant volunteers information that may “fringe” upon the area of discriminatory factors – politely change the conversation – Do not take into account in the scoring. Don't rate the candidate during the oral exam - It may encourage snap judgments that may change after the interview is over. Notes should reflect the candidate’s answers in regards to the thoroughness, knowledge, analytical ability, problem solving ability, etc. Don’t take extensive notes during the oral exam. Note your points, based on your observations in regards to the questions, not on personal or physical features. Notes should include actual examples of answers given.

09 Tips (Con’t)

Proper notes help to establish best qualified candidates and can establish non-discriminatory reasons you did not offer the job to other candidates. Do not “doodle” or make other notations on the answer sheet or scoring sheet as these sheets can be subpoenaed if there is a challenge to your questions, selections or non-sections.

THE ORAL EXAM

(After The Oral Exam) Each panel member should independently review his/her notes

immediately after the candidate leaves the room. Notes, if properly documented should help in rating the candidate. Statements made by the candidate should be included in the notes to support specific ratings. Notes should then be evaluated to determine a final score for each category on the rating sheet. Each panel member should record ratings/scores on an individual rating sheet and sign the rating form. (See example later). One member of the panel should have the responsibility of recording the scores of each panel member and calculating the final average score. (See “Calculating the Scores” on the following page.) The panel may have the responsibility of calculating the weighted score for the written test and the oral exam to determine the final score for the candidate, that will determine the ranking for the candidate Caution: Because of the subjectively of an oral exam, before failing a candidate, – be prepared to substantiate why.

10 CALCULATING THE SCORE (Using the Scoring Sheet on the next page)

1. Each Oral Examiner should rate the candidate based on a 100% perfect score for

each evaluating category. Total Possible Score 500%. The Oral examiner should then divided their score by 5 (5 evaluating categories). This is the final score for the oral examiner.

2. After each Oral Examiner tallies their score, that score should be added together

with the scores of the other oral examiners. (Same as above) 3. The totals should then be divided by the number of Oral Examiners that have

participated. This will give you the average and the final score for the applicant. 4. This score is then multiplied by the “weighting factor”. 5. This score is then added to the score of the written test (weighted score) to obtain

the final score (without Veterans Preference). 6. Veterans Preference Points (if any) are then added to this final score. 7. This represents the final score that will identify the eligibility list. The scores

(those who have passed) should be posted (name and score) and each candidate should be notified of their score.

DEFINITION OF RATING FACTORS (Rating Sheet)

INADADEQUATE - Candidate does not meet the established standards for this factor. PASSABLE - Candidate barely meets the established standards for this Factor. AVERAGE - Candidate meets the established standards and is not noticeably deficient or proficient in respect to this factor. ABOVE AVERAGE - Candidate exceeds some of the established standards of this Factor. OUTSTANDING - Candidate exceeds most, if not all, of the established standards of this factor.

11 POLICE OFFICERS EVALUATION SHEET Name of Police Department: _________________________________ Name of Candidate: ________________________________________ Police Position Applied for: __________________________________ EVALUATION

FACTORS INADEQUATE Deficient In Acceptable Standards For This Factor

0-69

PASSABLE Barely Meets Acceptable Standards For This Factor

70 - 75

AVERAGE Meets But Not Noticeably Deficient or Proficient For This Factor

76-84

ABOVE AVERAGE

Exceeds Acceptable Standards For This Factor

85-94

OUTSTANDING Exceeds Most If Not All Acceptable Standards For This Factor

95 - 100

EFFECTIVE VERBAL COMMUNICATIONS a. Skill in understanding another

person’s meaning b. Skill in presenting clearly,

concisely, and logically

KNOWLEDGE OF THE POSITION a. Planning b. Work assignment c. Experience/Training d. Potential, if not experienced

or trained

JUDGEMENT a. Analytical ability b. Problem solving ability c. Innovative ability d. Objectivity e. Resourcefulness f. Common sense

LEADERSHIP a. Identify and control problems b. Influence people c. Emotional control d. Tact and personal bearing

INTERPERSONAL RELATIONS a. With fellow officers b. With supervision c. With public

COLUMN TOTALS

Total Score

Total Score: _____Divided by 5 =Final Score_______

Comments: ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ RATER __________________________________________________ Date: ________________________

12 SCORE TALLY SHEE

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POLICE OFFICER ORAL EXAM

CANDIDATE

WRITTEN

SCORE

ORAL SCORE

VETERAN

POINTS

FINAL SCORE

RANKING

(SAMPLE) QUESTIONS (Generally, 10 questions should be selected for the Oral Exam)

1. Police work has been characterized at times as being a “thankless” job. It entails long hours, dangerous activities, dealings with many unpleasant and unsavory people and irregular working hours and conditions. Conceding that these conditions are true, why do you desire to become a police officer?

(Note: Look for interests consistent with police officer’s responsibilities, i.e. working with people, assisting those in need, working out of doors, a sense of doing good, career in a professional area. Do not penalize the candidate who expresses a desire to be a police officer because of job security.) Excellent ______ Good______ Satisfactory ______ Poor ______ Comments:

2. What in your opinion do you consider to be the proper use of power and authority

by police officers? (Note: Look for aggressiveness, role identity, misuse of power and authority, relationship of authority to responsibility, and accountability for the power and the authority.)

Excellent ______ Good______ Satisfactory ______ Poor ______ Comments:

3. Police officers are often required to intervene and resolve neighborhood and family

problems and conflicts. Suppose you as a newly appointed police officer have responded to a complaint concerning a family fight. Upon your arrival, there is evidence that there has been a fight, but neither the husband nor wife wants to file a complaint or press charges against the other. How would you handle this situation?

(Note: Look for resourcefulness of candidate in recommending action, questioning techniques, separate, as a group, etc., final decision and overall conflict resolution technique. Candidates who have not completed basic police training should not be penalized if they are not familiar with current laws relating to domestic violence.) Excellent ______ Good______ Satisfactory ______ Poor ______ Comments:

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4. One of the many areas of your patrol zone has a group of rowdy and troublesome bars and saloons located inside its jurisdictional boundaries. You receive a radio dispatch that a fight is in progress in one of these bars involving two or more persons. How would you proceed to handle this situation when notified en route that “back up” is not imminent?

(Note: Look for caution indicators, interception methods, (separating combatants, listening to both sides, etc.) how to stop immediate brawling, i.e., physical intervention, and final recommendation. Be alert for premature reliance upon lethal weapons.) Excellent ______ Good______ Satisfactory ______ Poor ______ Comments:

5 Suppose you stop a “reputable and highly influential” member of the community

for a serious moving violation. The citizen advises you that you should overlook his violation and allow him to move on because he considered it to be minor. He also warns you that if you do not follow his advice, he will have your job. How would you handle this situation? (Note: Look for signs of wavering in resolving this problem. Be alert for resentment in the officer because of the citizen’s reaction. Look for communications skills)

Excellent ______ Good______ Satisfactory ______ Poor ______ Comments:

6. Police officers are required to make reports on almost every activity, investigation or response they are involved in. To make an accurate and factual report, what should be included as the essential elements of a general police report? (Note: Look for Who, What When, Where, Why & How.) Excellent ______ Good______ Satisfactory ______ Poor ______ Comments:

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7. Suppose you were assigned as a patrol officer to a partner who you suspect to be untrustworthy. You are eventually made personally aware of some illegal activities that your partner has engaged in during the normal tour of duty. How would you handle this situation as a newly appointed police officer?

(Note: Look for rationale, wavering, commitment to the organization, double standards, etc). Excellent ______ Good______ Satisfactory ______ Poor ______ Comments:

8. Police officers are required to respond to many situations where their authority is not defined. How would you handle a situation when you determine upon arrival that you had no real authority in the matter under investigation? Can you cite an example?

(Note: Look for analysis and rationale. Look for other responses including referrals to other agencies.) Excellent ______ Good______ Satisfactory ______ Poor ______ Comments:

9. Under what conditions is a police officer permitted to use deadly force? Under the appropriate circumstances would you be able to use deadly force?

(Note: Look for extreme answers in either direction. Look for candidates that have

not thought of this possibility. Excellent ______ Good______ Satisfactory ______ Poor ______ Comments:

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9. You are not a police officer. You take your vehicle in for repairs to a local garage. You agree with the mechanic that the costs of the repairs should not exceed $150.00. He assures you that he will call you if there is a problem and the vehicle will be ready in one day. After two days you have not heard from the garage and your attempts to telephone the mechanics have not been successful. On the third day you go to the garage and the mechanics says to you that there was a problem with your vehicle but he thinks he has it fixed, however the cost is around $450.00 and the job will take one more day. What do you do in this situation?

(Note: Look for ability to remain calm and question the reasons. Legal remedies for the disagreement and discrepancies.) Excellent ______ Good______ Satisfactory ______ Poor ______ Comments:

10. You’re newly appointed police officer. Your training officer tells you that he is not feeling well and is going to stop at the local hospital. Once at the hospital you learn that he is going to be admitted. He advises you to take the patrol car directly back to the station and report to the lieutenant. On your way back to the station you come around a curve and observe a serious accident scene. No emergency personnel are on the scene. A tractor-trailer transporting cattle has over turned and the animals are roaming about the highway. The driver is not visible. A vehicle has also lost control and struck a utility pole, which was sheared off and power lines are down across the vehicle and the road. The driver appears to have a bleeding head wound and appears unconscious. A motorcycle collided into the rear of the car and the operator is lying on the road with a possible broken leg and is screaming for help. What do you do and give a detailed explanation.

(Note: Look for ability to organize a plan of action to include caring for injured notification of authorities, requesting back taking actions to secure the scene to prevent further accidents etc.) Excellent ______ Good______ Satisfactory ______ Poor ______ Comments:

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11. You are not a police officer. You are at home when you hear a loud crash outside. You look out and see that a car with four juveniles has crashed into your neighbor’s car. Your neighbor goes out to talk with juveniles. It appears that the juveniles think this is funny that your neighbor is upset with and they begin to argue. Your neighbor runs to his house and comes back with a baseball bat. It appears there will be a confrontation. What do you do, if anything in this situation?

(Note: Look for attempts to calm the situation, get description of the actors and notify authorities etc.)

Excellent ______ Good______ Satisfactory ______ Poor ______ Comments:

12. You are a newly appointed officer. You and your sergeant are scheduled to speak

with a citizens group concerning a rash of burglaries that have been occurring. You will be observing the sergeant, who will be addressing the group. Fifteen minutes before you are to meet him he calls and says that he cannot make it. He advises you to go without him and do your best. You have very little knowledge about the burglaries of the community. How do you handle this?

(Note: Look for ability to organize a plan of action that gives the citizens what they want and that are very supportive of the police department. Not to make excuses and make the department look bad.) Excellent ______ Good______ Satisfactory ______ Poor ______ Comments:

13. How do you view policing in a multi-cultural community as opposed to a community that is not multi-cultural ? (Note: Look for sensitivity to the diversity and tolerance of all ethnic groups and customs. Excellent_______Good_______Satisfactory________Poor_______ Comments:

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SOME QUESTIONS THAT SHOULD NOT BE ASKED ON APPLICATION OR ORAL EXAMINATIONS:

Have you had or been treated for _________________ conditions or diseases? (Followed by a checklist of various conditions and diseases.)

List any conditions or diseases for which you have been treated in the past three years? Have you ever been hospitalized? If so, for what conditions? Have you ever been treated for any mental conditions? Is there any health-related reason you may not be able to perform the job for which you are applying? Have you had a major illness in the last five years? How many days were you absent from work because of illness last year? Pre-employment questions about illness may not be asked, because they may reveal the existence of a disability. However, an employer may provide information on its attendance requirements and ask an applicant if they will be able to meet these requirements. Do you have any physical defects which preclude you from performing certain types or work? If yes, describe such defects and specific work limitations. Do you have any disabilities or impairments which may affect you performance in the position for which you are applying? Are you taking prescription drugs? Have you ever been treated for drug addition or alcoholism? Have you ever filed for Worker’s Compensation insurance? Where a visible disability exists such as a wheelchair or missing limb, you may not ask questions about: the nature of the disability the severity of the disability the condition causing the disability any prognosis or expectation regarding the condition or disability whether the individual will need treatment or special leave because of the disability

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ADA COMPLIANCE CHECKLIST

Review your police officer job descriptions. Be certain that job descriptions and job

standards to make them specific and unambiguous. Identify job duties that cannot be performed by persons with disabilities. Decide if these functions are essential to the position. Failing to identify essential functions invites litigation. Review all employment application for and materials. All hiring materials, including those only for staff use, should be revised to eliminate all references to an applicant’s medical history, physical, or mental disabilities. Workers’ Compensation history, and physical appearance. Still, a job application form may ask applicants to identify any reason why they cannot perform an essential function of the job. Review your job ads. The police officer job advertisements should not refer to nonessential or marginal requirements. Focus on function-related questions. Asking if an applicant can lift more than 60 pound where a job requires heavy lifting is okay. Do not use visual impressions of an applicant’s disability. Recording these impressions on the applicant’s file or using a special code to designate a disability could lead to discrimination charges. Do not make medical judgements. Review the testing requirements. Employment tests and testing procedures must be altered to accommodate disabled applicants. Employers may have to provide readers, create Braille forms, and adjust testing procedures or locations to assist these applicants. Be ready to work with the disabled applicant in accommodating the disability. This might include conducting a simulated test or an individual’s ability to do a task and to access work sites and public areas.

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BASICS REGARDING PRE-OFFER INQUIRES

An municipality may not make any pre-employment inquiries about a disability, or about the nature or severity of a disability on application forms job interviews background or reference checks

May not make any medical inquiry on conduct any medical examination prior to making a conditional offer of employment. May ask a job applicant questions about ability to perform specific job functions, tasks, or duties, as long as these questions are not phrased in terms of a disability. Questions need not be limited to the “essential” functions of the job. May ask all applicants to describe or demonstrate how they will perform a job, with or without accommodation. If a known disability would not interfere with performance of job functions, an individual may only be required to describe or demonstrate how he/she will perform a job if this was required of all applicants for the position.

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Notes:

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