certification delegation information session - mma.org as a selection instrument when aa has an...

Certification DelegationInformation Session

Fall 2009Civil Service Unit

Human Resources Division

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Overview of Topics The Certification – Entry-Level Appointments

Applicants Mark & Responding to Vacancies Background Investigation, Reference Checking and

Interviews Selection and By-pass Reasons and Removal Appointment and Documenting Certification Process

Departmental Promotional Delegation

Post-Selection Audit Guidelines

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The Certification AA files a requisition with HRD

Form 13

HRD issues names from the eligible list – thisis a certification

The number of names certified is determinedby the number of vacancies reported by the AA PAR .09 formula 2(N) + 1= total names on cert Will not break a tie

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The CertificationOrder of Recalls and Appointments

Reinstatement – MGL c.31 § 39

Disability Retirees

Reemployment – MGL c. 31 § 40

Roster Certifications – DepartmentalReserve/Intermittent lists for entry-level hires

Open Competitive

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The Certification

Certification mailed to AA postcards sentto all candidates from HRD

Certification process for entry-levelappointments – 12 weeks Extension must be documented in writing No extension/appointments beyond eligible

list expiration/revocation

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The CertificationSigning the CertificationCandidates have 8 business days to sign the

certification Information on postcard

During sign-in period If certification not available written statement from

candidate If candidate not able to sign, a proxy may sign on

behalf i.e. power of attorney, parent, spouse

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The CertificationCertification OrderCh. 534 decisions, Civil Service CommissionCh. 402A, children of police/firefighter died on

dutyDisabled Veterans with residency preferenceCh. 402B, children of police/firefighter,

permanently/totally disabled on dutyVeterans with residency preferenceNon-Veterans with residency preferenceApplicants w/o residency preference

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The CertificationCertification Order - MGL Chapter 31 § 25To qualify for residency preference candidates

must have resided in the municipality for theentire twelve-month period immediatelypreceding the date of the examination.

A non-resident hired from certification has ninemonths after his appointment to establish hisresidence within such city or town or at any otherplace in the commonwealth that is within tenmiles of the perimeter of such city or town.

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The Certification

Roster CertificationsFilling permanent fulltime vacancies

Re-employment – roster – open competitive

Names certified by AA in order of theirseniority date AA responsible to notify candidates of

vacancy

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The CertificationRoster CertificationsAfter three declinations/failures to respond:

Candidate no longer eligible for certification topermanent full-time positions

♦May remain permanent Reserve/Intermittentofficer under MGL Chapter 31 § 60a

♦ Employee can face termination under MGLChapter 31 § 41 – 45

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The CertificationRoster CertificationsProbationary Period

If the reserve or intermittent employee actually works30 days during the first six months of employment,that employee is considered tenured

If the employee has not worked 30 days during thefirst six months, then the probationary period extendsto eighteen months from the initial date ofemployment shown on the Authorization ofEmployment Form 14. (MGL Chapter 31, § 34).

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Applicants’ Marks

Current provisions of Federal ConsentDecree and Public Records Divisionpreclude scores on certifications

Candidates with tie scores are identifiedby “Tie” and “Tie End” Candidates within the tie are listed

alphabetically

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Applicant’s Responding

Once sign-in period has expired, reviewnumber of candidates

If number of candidates is below 2n+1 Fax signed certification to HRD Request additional names

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BACKGROUND INVESTIGATIONS,REFERENCE CHECKING AND INTERVIEWS

Results from background investigations, referencecheck and interviews may be used as part ofselection process Complete and accurate records to be maintained by AA

HRD does not review candidates ability to possess agun permit (police officer candidate) nor courtrecords for public safety positions

Use of tobacco products prohibited

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Medical Exam All medical examinations must be conducted in

accordance with the guidelines and requirementscontained within the HRD Physician's Guide - Initial-Hire Medical Standards and the Regulations for InitialMedical and Physical Fitness Standards Tests forMunicipal Public Safety Personnel

Examining physicians must record the results of amedical examination on the Medical Examination Formprovided by HRD Pages 1 and 6

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Medical Exam con’tA candidate is allowed 1 re-examination if

he/she fails the initial examination

Failure of the medical examination twice isremoval of the candidate from the selectionprocess

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PHYSICAL ABILITIES TEST (PAT)Candidates must pass the PAT administered

by HRD for entry-level appointments1 retest is permitted if failure of PAT after a

16-week preparation period. The retest can occur prior to the end of the 16-

week period but a waiver must be signed by thecandidate

Failure of the PAT twice removal of thecandidate from the selection process

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Psychological ScreeningUsed as a selection instrument when AA

has an approved psychological screeningplan with HRD

Based upon results of psychologist andpsychiatrist grounds for removal fromselection process

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AA utilizing medical, PAT, and psychologicalplans must insure that such screening is initiatedonly after a conditional offer of employmenthas been made to selected appointees, asrequired by MGL Chapter 151B

AA questions applicant’s right to minority,residency, or veteran’s status must notify HRD

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Selection, Bypass and Removal

Chapter 31, § 27

NON-CONSENT DECREE COMMUNITIES

Selection reasons for candidates ranked loweron the certification

Bypass reasons for candidates ranked higher on certification

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SELECTION REASONS may address:Work experienceAccomplishments/Skills/Education Interview resultsPersonal characteristicsCommitment to type of workVolunteer service/Community InvolvementDirectly related work experience in communityOther positive job-related reasons for selection

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Selection, Bypass and RemovalBYPASS REASONS (Non-selection) may address: Results of Interview Background Information Check - Reference check, job

performance, military record, etc. Convictions of felony, misdemeanor Refusal to complete application or to comply with a

request for information Charge of felony or Misdemeanor and CWOF Departmental incident/record Medical incapacity Other negative reason that would make candidate

unsuitable for position Military candidates cannot be bypass due to their

service obligations

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Removal of ApplicantsPAR.03

Most serious Proof of actions generally of a

criminal nature (i.e. convictionof a felony)

Candidate for removal givenopportunity for a hearing

Results in removal ofcandidate’s name from all civilservice lists

PAR.09 Less serious Appointment would be

detrimental to public interest(i.e. conviction of a non-felony,domestic violence, CWOF,etc.).

Appointing Authority mustsubmit written statementrequesting PAR .09 removaland substantiating reasons indetail.

Results in removal ofcandidate’s name from eligiblecert list for requestingmunicipality, and notification tocandidate.

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AA must notify Candidate not selected Selection reasons forwarded to all candidates

not selected Bypass and removal reasons only forwarded

to effected candidate and selection reasons ofthose candidates selected

Documents to be forwarded to HRD Removal of candidate PAR .03 and .09 Challenge of minority, residency and veteran

status

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Appeal Process

Bypass/Non-selection Appeals Ch. 31 §2(b) AA notifies bypassed candidates of their

appeal rights in writing• Candidates have sixty calendar days to file

with the Civil Service Commission• Only information utilized in selection process will

be allowed at the hearing

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Appeal Process Legal representatives for AA’s municipal department and appellant

may appear for pre-hearing conference Motions for dismissal may be submitted Resolution under Chapter 534 of the Acts of 1976, as amended

by chapter 310 of the Acts of 1993 relief explored

Case may proceed to full hearing

Decision rendered by CSC Case dismissed Relief granted and explained in an order www.mass.gov/csc

Orders implemented by HRD and AA

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AppointmentAfter AA has reviewed all documentation

of selection process The Notice of Employment form should

contain the names, social security numbers,dates of birth, addresses, and effective datesof employment

The Notice of Employment form is forwardedto HRD♦Note: PAR .09 requires candidate performing job

duties within 30 days of employment date onNotice of Employment form

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Departmental PromotionalDelegation

HRD establishes eligible list from exam

Entire eligible list is sent to AA When vacancy occurs AA generates a certification

from eligible list AA must notify all candidates on certification Certification process for departmental promotional –

3 weeks

HRD will notify AA in writing of any additionalcandidates added to eligible list

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INSUFFICIENT CANDIDATES Not enough candidates signed willing to accept♦Additional names certification generated♦AA notifies “additional name” candidates of

vacancy Not enough names on the eligible list (short list)♦AA may chose to make a selection of those

candidates on the list♦AA may chose to provisional promote permanent

employee in next lower title

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Forms to be submitted to HRDAA must submit requisition to be included

in the next examination to be held Provisional promotion

Employee eligibility for DepartmentalExams

Posting Certificate for DepartmentalExams

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DOCUMENTATION OF THECERTIFICATION PROCESS

Notice of Employment form All fields are filled out signature of Appointing Authority (AA) and candidate(s) Effective employment date cannot be earlier than date candidate passes the PAT Effective employment date reflective of incumbent performing the job duties of title Forward to HRD (entry-level only)

Form 16 (Certified Lists) Signed by AA Mark on right-hand side if candidates “failed to respond”, “declined appointment”, etc.

Form 16-II Should include all candidates who signed willing to accept Must be signed by AA

Selection/Bypass Reasons Any letters of declination or withdrawal received from applicants Selection reasons as required by MGL Ch. 31, § 27 Written reasons, signed by the Appointing Authority, for the by-pass or removal of candidates willing to

accept and higher on the list than those selected Request for removal forwarded to HRD

PAT Results Copy of form or statement advising what date candidates passed

EMT Verification form

Residency Verification Form

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POST-SELECTION AUDITGUIDELINES

HRD conducts regular audits of allselection process steps Requests will be made via on-site visits,

phone calls, email and/or facsimile. On-line audit, AA must provide

documents within 5 business days Concerned parties will be notified of

HRD’s findings in writing

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Website What’s available today on-line

Apply for Exams online News & Updates Civil Service Forms PAT schedule Certification Delegation Process Legal Guides & Publications Civil Service Contact List

Appointing Authority On-Line Access Email account for AA – [email protected]

User id is Defaultaa Password is defaultAA

• User id and password are case sensitive

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Civil Service ContactsHRD Main Number 617-727-3777

Fax Number 617-727-0399

Sally McNeely, Director of Civil Service [email protected]

Bruce Howard, Customer Service Director [email protected] 617-878-9755

Phil Ierardi, PAT Program Coordinator [email protected] 617-878-9756

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Civil Service Contacts

Municipal Public Safety ContactsCommunities A – LNuwanda Evans 617-878-9749

[email protected]

Communities M - ZLuz Henriquez [email protected]

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Questions & Answers

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