Santa Ana Municipal Code § 9-37 Promotional seniority credit

Footnotes:

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Cross reference— Examination leave, § 9-134.

Editor's note— Ord. No. NS-2232, § 1, adopted Sept. 19, 1994, set out provisions repealing § 9-31, which pertained to scheduling of vacancies and derived from Code 1952, § 2204; Ord. No. NS-277, § 2, adopted Sept. 3, 1957; and Ord. No. NS-994, § 1, adopted Dec. 1, 1969.

Whenever an examination is to be given, the executive director of human resources shall give sufficient public notice to ensure an adequate number of applications are received from qualified individuals. Notices for open competitive examinations shall be posted on a bulletin board at the city hall, readily available to the public, in the office of the executive director of personnel services and in the departments where exist classifications for which examinations are being held, and in such other places as may attract qualified candidates. The notices will contain sufficient information relative to the examination to indicate to interested candidates the duties and prerequisites of the position, together with dates, salaries and pertinent benefits. Promotional examinations will be published by means of notices posted in the departments containing qualified candidates and in the office of the executive director of human resources.

(Code 1952, § 2205; Ord. No. NS-277, § 2, 9-3-57; Ord. No. NS-2034, § 6, 1-2-90; Ord. No. NS-2232, § 1, 9-19-94; Ord. No. NS-2946, § 3, 6-5-18)

Applications to take examinations shall be submitted in the manner and/or on forms approved by the executive director of personnel services. They must be received in the office of the executive director of personnel services prior to the hour and date established in the examination announcement or, in the case of continuous recruitment, prior to the time the recruitment is deemed closed.

(Code 1957, § 2206; Ord. No. NS-277, § 2, 9-3-57; Ord. No. NS-2034, § 7, 1-2-90; Ord. No. NS-2232, § 1, 9-19-94)

All examinations shall be competitive and impartial and shall be suitable to test fairly the relative capacities of the persons examined to discharge the essential functions of the positions to which they seek appointment.

(Code 1952, § 2209; Ord. No. NS-277, § 2, 9-3-57; Ord. No. NS-2034, § 8, 1-2-90; Ord. No. NS-2232, § 1, 9-19-94)

Examinations shall be assembled or unassembled and, further, they may be written or oral, or in the form of a practical demonstration of skills or any combination of these. Any investigation of education, experience, character or identity, and any test of knowledge, skill, ability, physical or mental fitness which, in the judgment of the city manager, fairly tests the relative capacities of the applicants to perform the essential functions of the position to which they seek appointment may be employed.

(Code 1952, § 2210; Ord. No. NS-277, § 2, 9-3-57; Ord. No. NS-994, § 1, 12-1-69; Ord. No. NS-2034, § 9, 1-2-90; Ord. No. NS-2232, § 1, 9-19-94)

Vacancies in positions of the higher classifications in the civil service of the city shall, as far as practicable, be filled by promotion of employees occupying positions of lower classifications having duties and responsibilities which can reasonably be considered as affording training and experience for the performance of the duties of the higher classification; provided that the city manager may hold examinations for positions of such higher classifications on the basis of open competitive examinations or both open and promotional competitive examinations in the manner provided in the civil service rules and regulations. Eligibility for promotional examinations shall be subject to civil service rules and regulations.

(Ord. No. NS-1659, § 1, 11-15-82; Ord. No. NS-2034, § 10, 1-2-90; Ord. No. NS-2232, § 1, 9-19-94)

Promotions shall be based on competitive examination. The examinations shall be open, promotional, or both open and promotional. In each case of an examination for a higher classification, the city manager shall determine which positions in a lower classification are appropriate for advancement to the higher classification. If the number of employees considered eligible for promotion is less than three (3), the city manager may determine that an open or a combination of open and promotional examinations be held to create an eligible list. In the event that a combined open and promotional examination is to be held as provided herein, employees holding regular full-time or part-time civil service status in any one (1) of the classifications considered appropriate for advancement, and actually in the employment of the city at the time of the examination, will be placed at the top of the eligible list if they have an overall examination grade of eighty (80) percent or more, prior to inclusion of preferential credits.

(Code 1952, § 2211; Ord. No. NS-277, § 2, 9-3-57; Ord. No. NS-1659, § 2, 11-15-82; Ord. No. NS-2034, § 11, 1-2-90; Ord. No. NS-2232, § 1, 9-19-94; Ord. No. NS-2285, § 4, 5-6-96)

Seniority credit shall be given on promotional examinations where all applicants are regular employees of the city and on combined open and promotional examinations as provided in section 9-36. This credit shall be given those employees who attain a passing grade and shall be one-half of one (0.5) percent for each complete year of service to the city but not to exceed five (5) percent of the maximum possible grade.

Full-time or equivalent part-time hours of service in the promotional ladder within the same occupational field shall apply in the computation of this credit. Such service completed prior to a break in continuous city service shall not apply unless the break in service was concluded by reappointment, as provided in section 9-114.

(Code 1952, § 2215; Ord. No. NS-277, § 2, 9-3-57; Ord. No. NS-994, § 1, 12-1-69; Ord. No. NS-1094, § 2, 11-15-71; Ord. No. NS-2232, § 1, 9-19-94; Ord. No. NS-2285, § 5, 5-6-96)

In all examinations for entrance into the civil service of the city, veterans who attain a passing grade shall be allowed an additional preferential credit of five (5) percent, and disabled veterans obtaining a passing grade shall be allowed a preferential credit of ten (10) percent of the maximum possible grade for such examination. The term "veteran" means a person who has served on active duty in the armed forces of the United States in time of war or armed intervention (and prior to the cessation of hostilities, as declared by the President or the Congress of the United States) for a period of at least ninety (90) days and has received an honorable discharge or release from active duty.

(Ord. No. NS-1659, § 3, 11-15-82; Ord. No. NS-2232, § 1, 9-19-94)

The executive director of human resources shall determine the manner and methods and by whom examinations are to be administered. No person shall be permitted to take an examination unless an application has been submitted in accordance with the terms of the public notice for the particular position.

(Code 1952, § 2212; Ord. No. NS-277, § 1, 9-3-57; Ord. No. NS-2232, § 1, 9-19-94; Ord. No. NS-2946, § 3, 6-5-18)

In examinations where the executive director of human resources considers it appropriate, education, experience and personal qualifications of the candidates shall be evaluated on the basis of interviews conducted by a board composed of persons known to be interested in the improvement of public administration and in the selection of efficient personnel according to merit system principles. In classifications requiring technical knowledge, at least one (1) of the members of the board shall be familiar with the technical aspects of the work in the classification for which the applicant will be examined. The board mentioned in this section shall consist of at least two (2) persons.

Each member of the board will submit a report in writing on forms supplied by the executive director of human resources, and these reports will be made available to the appointing authority for those candidates who have been certified as eligible for appointment. The boards described in this section will be known as qualification appraisal boards.

(Code 1952, § 2217; Ord. No. NS-277, § 2, 9-3-57; Ord. No. NS-2034, § 12, 1-2-90; Ord. No. NS-2232, § 1, 9-19-94; Ord. No. NS-2946, § 3, 6-5-18)

The minimum grade or standard determining eligibility shall be based upon all factors in the examination, including educational requirements, experience, and other qualifying elements as shown on the application of the candidate or other verified information. Each section of the examination shall be graded independently. Weights of sections shall aggregate to one hundred (100). Veterans' preference and seniority shall not be considered sections. When applicable, veterans' preference and seniority points shall be added to the general average, and the resulting sum shall be used in determining the order or band in which the name of the candidate shall appear on the eligible list. Failure in one (1) section may be grounds for declaring the applicant as having failed in the entire examination and as disqualifying for subsequent parts of an examination as shall be determined by the executive director of human resources. All applicants in the same examination shall be accorded uniform and equal treatment in all phases of the examination procedure.

(Code 1952, § 2214; Ord. No. NS-277, § 2, 9-3-57; Ord. No. NS-2034, § 13, 1-2-90; Ord. No. NS-2232, § 1, 9-19-94; Ord. No. NS-2946, § 3, 6-5-18)

Seventy (70) percent shall be used to represent the minimum score which competitors shall be required to attain, but such seventy (70) percent may be an adjusted score, when adjudged necessary by the executive director of personnel services, based upon consideration of the test, the quality of the competition and the needs of the city. Any such adjusted score shall be established before the identification of the competitor's examination papers.

(Code 1952, § 2216; Ord. No. NS-277, § 2, 9-3-57; Ord. No. NS-2232, § 1, 9-19-94)

During the five (5) working days commencing with the first working day after a written test has been completed, a candidate may file with the executive director of human resources an appeal against any item of the test or any part of the test, citing the items or the parts against which the appeal is directed and the reasons for such an appeal. An eligible list resulting from such test shall not thereafter be established until all the disputed items have been reviewed by the executive director of human resources and corrected if found to be wrong, or the appeal denied. Decisions of the executive director of human resources shall be subject to review by the city manager upon written request by the candidate filed with the executive director of human resources within five (5) working days of the decision.

(Code 1952, § 2217; Ord. No. NS-277, § 2, 9-3-57; Ord. No. NS-2034, § 14, 1-2-90; Ord. No. NS-2232, § 1, 9-19-94; Ord. No. NS-2946, § 3, 6-5-18)

During the five (5) working days beginning with the day after notice of placement on the eligible list has been mailed, a candidate may file with the executive director of human resources a request to review the score assigned to each component of the examination. If the candidate believes an error has been made in any computation of his or her scores, including computation of score assigned to each examination component, determination of weighted scores, or in the summing of weighted scores, he or she may make application, in writing, to the executive director of human resources for an adjustment of his or her score. However, in such application the candidate must state specifically and particularly wherein he or she believes error has been made. Any error that may appear shall be corrected, and any change in the standing of candidates as a result thereof shall be made by the executive director of human resources within five (5) working days after the appeal period. All conclusions in connection with appeals shall be approved or disapproved by the city manager and shall be subject to review by the personnel board upon written request by the candidate filed with the board within five (5) working days after the candidate has been notified of the decision of the city manager.

(Code 1952, § 2218; Ord. No. NS-277, § 2, 9-3-57; Ord. No. NS-2034, § 15, 1-2-90; Ord. No. NS-2232, § 1, 9-19-94; Ord. No. NS-2946, § 3, 6-5-18)

All examination materials submitted by competitors are confidential records which may be open for inspection only for the purposes and under the conditions set forth in these rules and regulations. Applications and examination records shall be kept during the life of the eligible list. Examination materials and applications of certified candidates shall be open for inspection by the appointing authority to which the candidates have been certified, during such time as said materials are on file.

(Code 1952, § 2221; Ord. No. NS-277, § 2, 9-3-57; Ord. No. NS-2034, § 16, 1-2-90; Ord. No. NS-2232, § 1, 9-19-94)

Upon completion of any examination, the city manager shall cause to be prepared and shall approve eligible lists with the persons who passed such examination being listed as follows:

(a) For promotional only exams, candidates who passed such examination shall be listed on the promotional eligible list in relative order of the score received, from highest to lowest.

(b) For open exams, candidates who passed such examination shall be placed on the open eligible list in three (3) groups or bands, as follows:

Band A: Candidates shall be placed in this band if their adjusted scores are equal to or higher than ninety (90.00) percent.

Band B: Candidates shall be placed in this band if their adjusted scores are equal to or higher than eighty (80.00) percent but less than ninety (90.00) percent.

Band C: Candidates shall be placed in this band if their adjusted scores are equal to or higher than seventy (70.00) percent but less than eighty (80.00) percent.

Within each band, names of candidates shall be listed in alphabetical order.

(c) For combination open and promotional exams, promotional candidates who passed such examination shall be placed on the promotional eligible list if they achieve the minimum required score, as provided in section 9-36.

(Ord. No. NS-1659, § 4, 11-15-82; Ord. No. 2034, § 17, 1-2-90; Ord. No. NS-2232, § 1, 9-19-94)

Such eligible lists shall remain in effect for the time period listed below, unless within such period the executive director of human resources shall not be able to certify for appointment the number of persons required under the provisions of this chapter.

(a) Eligible lists for classifications designated as "local police/fire safety" members of the public employees' retirement system shall be in effect for two (2) years.

(b) Eligible lists for all classifications which are not included in subsection (a) above shall be in effect for six (6) months, but may be extended in six-month increments with the approval of the city manager to allow for a maximum life of list of two (2) years.

(Ord. No. NS-2034, § 18, 1-2-90; Ord. No. NS-2232, § 1, 9-19-94; Ord. No. NS-2946, § 3, 6-5-18)