A. 
General. The selection techniques used in the examination process shall be impartial, of a practical nature, and shall relate to those subjects which, in the opinion of the director, fairly measure the capability of applicants to perform duties assigned to the class for which they seek appointment. Examinations will consist of selection techniques which will meet current standards and test fairly the qualifications of the applicant, comply with equal opportunity standards and may include, but not necessarily be limited to, performance and achievement, aptitude tests, other written tests, personal interviews, work samples, medical or other examinations, or any other combination of these or other requirements for the job, provided that such tests shall not be discriminatory.
B. 
Exam Types. All examinations shall be competitive in nature unless prescribed otherwise by the director who shall determine the merits of such variable techniques as, but not limited to, certified promotional examinations based on the singular achievement of an employee, and the needs of the city to hire and promote the most suitable persons. In all cases, the director shall determine whether examinations will be open, open-promotional, or promotional, and shall determine the methods of examining:
1. 
Open Examinations. These examinations are open to anyone who meets specified standards of qualification and shall be the method used in all cases of entry level positions in city service. All open competitive examinations for positions in the classified service shall be published by posting announcements in the human resources office and in such other places as the director deems advisable. The announcement shall specify the title and salary range of the class for which the examination is announced, the nature of work to be performed in general terms, minimum required or desirable qualifications, the date, time, place and manner of making applications, the nature of the examination, the anticipated type of test(s) to be utilized, and other pertinent information deemed by the director to be appropriate or desirable. Special recruitment methods shall be utilized as necessary to ensure that all segments of the labor market reasonably available to the city are aware of each job opportunity.
2. 
Open-Promotional Examinations. These examinations are open to anyone who meets specified standards of qualifications, and may be a promotional opportunity for qualified employees.
3. 
Promotional Examinations. These examinations are restricted to include only regular employees who meet the requirements set forth in the examination announcement as a means of advancing the career service of employees who continue to demonstrate achievement and the ability to assume higher levels of responsibility. Where it is deemed practical, appropriate, and in the best interest of city operations, the director may conduct promotional examinations.
a. 
Insofar as is practical and consistent with the best interests of the city, vacancies in the classified service are to be filled by promotion from within the classified service after a promotional examination has been given and a promotional list established.
b. 
Promotional vacancies in the classified service of sworn police and fire suppression and prevention positions shall be filled by promotional examination if there exist three or more such regular employees who meet the city’s minimum qualifications at the time of the filing deadline. In the event that there are fewer than three employees qualified to participate in or who successfully pass a promotional examination, the director may conduct an open or an open-promotional examination.
c. 
All promotional examinations for positions in the classified service shall be published by posting announcements in the human resources office and in such other places as the director deems advisable for a period of 10 calendar days. The announcement shall specify the class title, salary range, the nature of the work to be performed in general terms, minimum required and desirable qualifications, the filing deadline for submission of applications, and any other information deemed appropriate by the director.
C. 
Ineligible Employees. Employees who are in their initial probation period with the city or who have been demoted or suspended within 12 months of the opening date of the announcement are not eligible to participate in the promotional examination.
(Ord. 3213 § 1, 1998; Ord. 5013 § 6, 2012; Ord. 5674 § 5, 2016)
When it appears to be in the best interests of the city, the director may conduct specified examinations on a continuous basis as applications are received from qualified persons. Official notice of a continuous examination shall be published and posted prior to opening of such continuous examination. A single eligible list shall be maintained, to which names of candidates shall be added as they qualify. The name of a candidate will remain on an eligible list for a minimum of six months. In no case shall the name of any person remain on an eligible list established under this rule in excess of two years.
(Ord. 3213 § 1, 1998; Ord. 5013 § 6, 2012; Ord. 5674 § 6, 2016)
When examinations have been completed and an employment list established, and it is subsequently determined by the director that either there is an insufficient number of available qualified applicants, or that the hiring department has reasonably determined that available candidates do not meet the specific needs of the position, the director may authorize the conducting of a supplemental examination. Employment lists will be consolidated as prescribed in Section 3.05.130 of these rules.
(Ord. 3213 § 1, 1998; Ord. 5013 § 6, 2012; Ord. 5674 § 7, 2016)
Examinations may periodically result in an unusually large number of applicants who meet the prescribed minimum qualifications. When such circumstances arise, the director may limit the number of applicants or candidates to advance by either of the following procedures:
A. 
Applicant Screening. Where two or fewer examination types are deemed appropriate to the position, of which there are one or two vacancies available or normally occurring in a 12-month period, applications may be screened down to a practical and economical number that would likely result in a sufficient number of eligible candidates for the position. The determination of applicant selection for examination shall be based on, but not limited to, such factors as:
1. 
Length, type and level of work experience related to the position;
2. 
Applicability of past work experience to the city’s facilities, special needs, and problems;
3. 
Type, degree and recency of job preparation for prescribed responsibilities, to include certificates, technical training or coursework, and educational achievements.
B. 
Candidate Sequencing. Where two or more examination phases are deemed appropriate to the position, of which there are or reasonably will be a limited number of vacancies, the number of candidates who succeed in passing the first examination phase may be reduced by subsequent testing until a practical and economical number of candidates are placed upon the employment list. Candidates shall be selected for advancement to subsequent testing on the basis of highest scores achieved in each successive examination phase. Other candidates who pass initial examination phases, but do not score high enough for advancement to subsequent tests, shall be placed on a “reserve” listing and shall remain subject to a potential continuation of examinations during the active period of the associated list.
(Ord. 3213 § 1, 1998; Ord. 5013 § 6, 2012)
The director shall determine the manner and methods in which examinations shall be given. The director may recommend a contract with any competent agency or individual for the preparation, administration, or scoring of examinations, and shall arrange for the use of facilities, equipment, and related needs for conducting examinations.
(Ord. 3213 § 1, 1998; Ord. 5013 § 6, 2012)
A. 
Written tests shall be held in the presence of one or more monitors.
B. 
Time limits shall be fixed by the director. Candidates shall be advised of the time limits prior to the commencement of the test.
C. 
Only writing paper or test forms furnished by the monitor shall be used by the candidates.
D. 
Books of reference, equipment or data of any kind shall not be used during any test, unless specifically authorized for the test and candidates are specifically authorized to use such materials.
E. 
Communication between candidates is prohibited.
F. 
Candidates shall not leave the examination room without permission from a monitor.
G. 
All test papers shall be collected by the monitor upon the expiration of the time limit set.
H. 
Should a candidate withdraw from an examination, all test material shall be turned in.
I. 
In case of irregularity in an examination, the director shall make a written report; such report shall be filed with the working papers of the examination.
J. 
The identity of each candidate shall be concealed in all written tests and shall so remain until all parts of the written test have been scored.
(Ord. 3213 § 1, 1998; Ord. 5013 § 6, 2012; Ord. 5674 § 8, 2016)
A. 
General. Except for qualifying/nonqualifying tests, examinations shall be scored on a percentage basis. The specific minimum score percentages shall be determined by the director prior to or following the examination, depending on the need to analyze test results for purposes of validity. Each phase of the examination process shall be assigned a weight based on the job relatedness of the examination content to the prescribed duties of the position.
B. 
Average Scores. An applicant’s score in any examination shall be based upon the weighted average of scores achieved for each part of the competitive examination(s) as provided for in the examination announcement. Failure in any part of the examination process shall result in the disqualification of the applicant from the remaining parts of the examination process.
C. 
Oral Interviews. Oral interview examination scores shall be computed on the basis of averaging the final scores of each rating member of the interview panel. However, the director may disqualify the scores of any rater who has demonstrated prejudicial tendencies or for other just cause at any time in the interview process.
Where the majority of rating members of an interview panel assign a passing or failing score to a candidate, the candidate shall pass or fail the overall interview examination, regardless of whether the averaged score would have resulted in the candidate failing or passing the examination.
D. 
Grading Errors. An error in grading or rating shall be corrected upon the appropriate employment list if called to the attention of the director within 14 calendar days after the mailing of examination results. However, computation of the test scores shall not invalidate or affect any certification or appointment previously made.
E. 
Service Points. Regular employees who are successful in all phases of the examination process leading to eligibility certification on promotional examinations shall be given service points computed from the final filing date set forth in the examination announcement, conditional upon the employee having received at least a satisfactory performance evaluation summary rating within the previous 12 months and a satisfactory attendance record for the same period.
Such service points shall be based on the length of service in the classification(s) immediately below and directly in line with the promotional class as prescribed by the director. Service points shall be added to the final computed examination score for the promotional list on the basis of one-half point for each full year of classified service to a maximum of five points.
F. 
Veterans Preference.
1. 
Veteran Defined. For the purposes of this section, the term “veteran” shall have the meaning set forth in California Government Code Section 18973, as such section may be amended from time to time.
2. 
Hiring Preference. Military veterans who have served during wartime shall be given preference in initial appointment to entry-level positions in city service as defined in the job announcement. Such preference shall apply, provided the veteran applying to the city for entry level employment through an open examination process (nonpromotional), has obtained a qualifying score on all exams given for the position. The passing score of a veteran shall be annotated to indicate that the veteran’s score shall be regarded as five percent higher only for purposes of determining the five ranks, pursuant to Section 3.05.110(B)(4), along with which the veteran’s name shall be certified. No score shall actually be changed and no new rank shall be created as a result of application of a veteran’s preference for certification purposes.
Persons claiming eligibility for a veteran’s preference must submit a copy of Form DD214 or other proof of veteran status, as deemed acceptable by the director, on or before the final filing date for the examination. A veteran who is in the process of separation from military service may file a written statement showing the anticipated date of discharge and certifying that the discharge is for reasons other than dishonorable. Such statements must be filed no later than the final filing date for the examination. A veteran in the process of being discharged shall be entitled to preference pursuant to this rule only if Form DD214 or satisfactory proof of discharge is filed with the human resources department prior to the date of certification for appointment. For purposes of this rule, “reserve” status does not constitute active duty.
(Ord. 3213 § 1, 1998; Ord. 3781 § 1, 2002; Ord. 5013 § 6, 2012; Ord. 5674 § 9, 2016)
Each person taking an examination shall be given written or verbal notice of the results thereof. Applicants passing preliminary examination(s) will be given a final score and rank position number on the employment list where applicable. An error in grading or rating shall be corrected if it is brought to the attention of the director within 14 calendar days following notification of examination results. However, such correction shall not invalidate any certification or appointment previously made, or compel certification or appointment if the position is no longer available.
(Ord. 3213 § 1, 1998; Ord. 5013 § 6, 2012; Ord. 5674 § 10, 2016)
The records of an examination are working papers and not public documents. Information concerning the results of an examination shall not be divulged until after the employment list has been developed. Examination papers of eligible candidates shall be preserved for two years after expiration of the employment list.
(Ord. 3213 § 1, 1998; Ord. 5013 § 6, 2012)
It is the policy of the city to employ persons with physical and mental health consistent with the physical and mental demands of the positions to be filled. It is likewise the policy of the city not to discriminate against applicants due to physical or mental disabilities where such disabilities can be reasonably accommodated. In order to achieve these goals, the city may require job related physical examinations for identified positions pursuant to the following, and related sections of Chapter 3.12. The city may also require psychological examinations for public safety employees and related staff.
A. 
Pre-Employment Physical. No appointment to a probationary position shall be final, certified or completed until applicable physical and psychological examinations of the applicant have been completed and the director has determined that the applicant is fit for duty in accordance with this section.
B. 
Appointments. The director shall be responsible for scheduling appointments with the physician or other medical practitioner appointed by the city for all examinations. The department head shall notify the director whenever a potential appointment is planned and shall inform the designated appointee of the requirement for physical and psychological examinations.
C. 
Notification. The physician or other medical practitioner appointed by the city will conduct the physical or psychological examination in accordance with the city’s medical standards for the position and will promptly advise the director whether the person is medically qualified, conditionally qualified, conditionally disqualified, or medically disqualified. The director will make the final determination regarding medical/physical fitness for appointment or the availability of reasonable accommodation for any physical or mental condition and will notify the department head and the potential appointee of the results and his or her determination.
D. 
Confidentiality. In order to protect patient-physician relationships and protect the potential appointees’ privacy rights, the results of the examination or information derived from it, shall be confidential.
E. 
Applicant Responsibility. It is the responsibility of the prospective appointee to complete the applicable physical and psychological examinations at the time set by the city. Failure to do so or a finding by the director based upon the examination that the person is not fit for appointment shall constitute a basis for not confirming appointment.
(Ord. 3213 § 1, 1998; Ord. 5013 § 6, 2012; Ord. 5674 § 11, 2016)
A. 
Preparation of Employment List. As soon as possible after the conclusion of an examination, the director shall prepare and maintain an employment list consisting of the names of persons successfully passing each of the required examinations, arranged in order of final scores earned, from the highest score down to the lowest qualifying score, rounded off to the nearest hundredth of a whole number. The final score shall be determined by the total of the scores received by each qualifying competitor for each part of the examination, based upon the relative value assigned to each part of the examination before the examination was given. Whenever identical final scores are earned by more than one competitor, the names of these competitors shall be shown as occupying the same position on the employment list by alphabetic listing based on last name.
Candidates whose names appear on an employment list shall be deemed qualified for appointment, pending further review of such qualifying processes as reference checks, medical or psychological examinations, or background investigations.
B. 
Certification of Eligibles. When a vacancy occurs in the classified service, the department head may request that the director certify eligible candidates from among available lists upon approval by the city manager, whereupon the director shall determine whether the vacancy shall be filled by reinstatement, reemployment, promotion, transfer, demotion, or by appointment from an appropriate employment list.
1. 
When an appointment is to be made from an employment list, the director shall certify names from the appropriate list, and the department head shall further review the job-related qualifications of those certified before making selection decisions.
2. 
When an appointment or the filling of a position is to be made from any employment list, the director shall certify to the hiring department a listing of the top ranked persons eligible and available for appointment, including scores of their relative test achievement. Department heads may select appointment choices from among the available and eligible candidates certified.
3. 
The director may certify names from a list for higher classification in order to fill a vacancy in a lower classification, when job duties and qualifications are of a similar nature.
4. 
The number of persons to be certified by the director to the hiring department shall be the top five ranking scores for the initial vacancy and an additional two scores for each additional vacancy to be filled upon the same certification. If there are three or fewer eligible and available persons on a promotional or open list for certification to the hiring department, the director may use discretion in calling for a new examination in order to secure a sufficient number of persons eligible for certification.
5. 
Vacancies in the classified service filled by promotion may be certified by competitive (internal) promotional examination, or by promotional certification by the department head and the director in those cases where only one employee is qualified for the higher level position.
For advancement to occur by promotional certification, the department head must notify the director that an employee meets all prescribed standards of the higher level class, has demonstrated in all respects the ability to satisfactorily perform responsibilities of the higher level class, and is in other ways eligible for certification to the higher level class. Upon a finding by the director that an employee is in all respects eligible for promotional certification, the director may so certify the employee for employment consideration by the department head upon the occurrence of the next vacancy at the higher level position.
(Ord. 3213 § 1, 1998; Ord. 5013 § 6, 2012)
A. 
Types and Duration. The types of employment lists used in appointing persons to vacant positions in the classified service are:
1. 
Reinstatement. Reinstatement lists for employees who have been laid off are outlined in Section 3.07.120 of these rules.
2. 
Demotion. A demotion employment list shall consist of the names of employees who have requested voluntary demotion. The city manager may authorize the filling of any vacancy by demotion of an employee. Upon request of an employee who desires to demote voluntarily to a lower level position for which the employee is qualified, the director may certify the employee eligible for appointment to the lower level position. Requests for voluntary demotion shall be valid for a period not to exceed one year unless withdrawn earlier at the request of the submitting employee.
3. 
Promotion. A promotional employment list shall consist only of the names and examination scores of regular employees who have successfully passed each phase of the examination process, and shall be listed by final rank order. Promotional lists shall be valid initially for a period of six months, except that lists for sworn fire suppression and prevention personnel shall be valid for an original period of one year and may be extended by the director up to two years unless the list is reduced to three or fewer eligible candidates. The director may extend a list with three or fewer eligible candidates in special circumstances upon request from a department head.
4. 
Transfer. A transfer employment list shall consist only of the names of regular employees who have requested transfer to another position having the same classification as any position in which they held regular status within the previous three years. Such transfer requests should be submitted to and on forms prescribed by the director. Transfer lists shall be valid for a period not to exceed one year unless withdrawn earlier at the written request of the submitting employee.
5. 
Reemployment. A reemployment list shall consist only of the names of regular employees who have resigned their employment with the city and were in good standing at the time of resignation. Those employees who submit to the director a written request for reemployment, and the reasons therefor, within two years of their last date of city employment, may be placed on a reemployment list and be eligible for certification to the classification held at the time of resignation. Reemployment lists shall be valid for a period not to exceed one year and may be extended an additional six months by the director. Employees who are reemployed shall be regarded as new employees in all respects, including the serving of a probationary period, except as otherwise provided in these rules.
6. 
Open. An open employment list shall consist of the names of those persons who compete in open and open/promotional examinations, and whose examination scores are such that they achieve placement on the open employment list based on a rank order of highest to lowest qualifying scores. Open lists shall be valid for an initial period of six months and may be extended by the director up to two years unless the list is reduced to three or fewer eligible candidates. The director may extend a list with three or fewer eligible candidates in special circumstances upon request from a department head. Open lists created as a result of continuous examinations shall remain in effect for not more than two years after the administration of the last examination, unless sooner exhausted.
B. 
Priorities. The priorities for utilizing employment lists shall generally be in the same order they are listed in subsection A above. However, nothing in this or related sections is to be construed as limiting the appointment decisions of the department head or city manager. Rather, the priority order of employment lists represents a discretionary guide to the sequence in which certification by the director to the department head may occur until a selection is made.
(Ord. 3213 § 1, 1998; Ord. 5013 § 6, 2012; Ord. 5674 § 12, 2016)
Employment lists pertaining to any given classification may be consolidated in a single list, and the positions of names on the consolidated employment list shall be arranged from highest to lowest earned scores. Eligibles listed on the oldest employment list so consolidated shall not, as a result of such consolidation, have their eligibility extended in any case beyond that period prescribed in Section 3.05.120 of these rules. When employment lists are consolidated, and eligibles listed on the oldest employment list so consolidated are deleted by virtue of elapsed time, the remaining names from a more recent employment list or lists may remain in force and constitute an employment list for a span of time allowable under this chapter.
(Ord. 3213 § 1, 1998; Ord. 5013 § 6, 2012)
Persons listed on a promotional or open employment list who temporarily desire not to be considered for appointment at the time of certification of eligible candidates by the director to the hiring department may request that their name be passed over without altering their position on such list. Requests for waiver will be acknowledged and noted on the applicable employment list. However, only one such request will be accommodated by the city, and subsequent lack of response to appear for employment consideration shall result in removal of the candidate’s name from the appropriate list.
(Ord. 3213 § 1, 1998; Ord. 5013 § 6, 2012)
The name of any person who appears on any employment list may be removed by the director if:
A. 
The eligible candidate requests removal; or
B. 
No response is made to the requirements stated in a notice mailed to the last known address within seven calendar days, except reinstatement notifications which shall have 10 calendar days; or
C. 
The eligible candidate has been certified and passed over three times and has not been appointed, except where the appropriate department head requests continued eligibility for certification; or
D. 
The director determines that the person appearing on an employment list has used fraud or deception during the application or examination process; or
E. 
The eligible candidate fails a background investigation, medical or psychological examination, fingerprint check, or reference check.
(Ord. 3213 § 1, 1998; Ord. 5013 § 6, 2012)
The proper and continuous operations of city departments require the prompt certification of well qualified persons to departments when vacancies occur. In order to assist departmental operations by expediting referral of eligible candidates, it is necessary and in the best interest of the city to utilize open employment lists effectively. To this extent, the director may:
A. 
Extend such open lists to the maximum allowable period set forth in Section 3.05.120(A)(6); or
B. 
Supplement or combine open lists as necessary as provided in Sections 3.05.020, 3.05.030 and 3.05.130.
(Ord. 3213 § 1, 1998; Ord. 5013 § 6, 2012; Ord. 5674 § 13, 2016)