Managers Guide to Working in a Merit System - Santa Cruz County ...

I understand the process, but I’m still unsure if there are advantages in itfor me?Working with a Personnel Commission can be confusing for both thenewcomer and the seasoned administrator. The key to eliminating confusionis to work with the Commission staff and let them help guide you throughthe various processes. What you gain from the process is a well-defined jobthat you can fill with employees who have demonstrated the ability toperform the job before entry. You’re not left with the guesswork that comesfrom interpreting a resume which may or may not be true. You don’t have todeal with arbitrary salary setting – explaining to employees why someoneelse is paid more or less for the same job they perform. You don’t have toscreen and interview an endless number of applicants before making a hiringdecision. Up-front work performed by Commission staff pays off for you inthe final product –qualified staff.The important thing to remember is that school districts and county officesof education are a public trust, and as such, are subject to greater publicaccountability than the private sector. Civil Service agencies came to lifebecause of a need for fair and equitable treatment to all in the public service.As a manager you work with many pieces of the employment puzzle:collective bargaining contracts, state and federal laws, etc. The preliminaryhiring processes are left to the professional personnel experts. PersonnelCommission and staff processes are open to all and subject to review, asthey should be. With today’s litigious environment, serving the public trustin an open and fair manner has never been more important.PERSONNELCOMMISSIONReferencesMany components go into what you see as the Personnel Commissionproduct. For those interested in details of what goes into determining theprocesses of Merit/Civil Service, we suggest the following reading materialsCalifornia Education Code, Sections 45100 – 45460Federal Uniform Guidelines for Employment Selection ProceduresState of California Department of Fair Employment & Housing laws“Staffing the Public Sector, A Guide to Principles, Methods & Resources”by Albert P. Maslow, Ph.D.A MANAGER’S GUIDETO HIRING STAFF IN AMERIT SYSTEM1Revised 1/12

What is a Personnel Commission and why do we have one?Personnel Commissions and Civil Service Commissions were formed at theState and Federal levels as a response to “patronage” systems wheregovernment employees were hired as a result of election paybacks forpolitical support. This “spoils system” allowed for arbitrary hiring and firingof employees and failed to hold employees accountable to the public trust,though paid through citizens’ taxes.What is the responsibility of the Personnel Commission in a County Officeof Education?The California Education Code is very specific about the employmentprocesses and practices for classified employment. The PersonnelCommission is tasked with fulfilling the mandates of the Education Code. Inaddition to the mandated functions of the Code, Santa Cruz County Office ofEducation has delegated some authority in other areas, which the PersonnelCommission carries out on behalf of the County Office. Theseresponsibilities are spelled out in the SCCOE Merit Rules.In practical terms, what is the Santa Cruz County Office of EducationPersonnel Commission responsible for?In a nutshell, the Personnel Commission is responsible for the classificationof new and existing jobs, recruitment and testing of candidates foremployment, and the certification processing of candidates for hiring.How do I hire the person I want at the salary I want to pay?Whether or not you can do this will depend on the results of the followingactivities. The merit system works with you to identify the needs of yourdepartment – that’s the classification portion. A staff member trained inclassification and compensation practices works with you to define your jobneeds, the duties and responsibilities of the job, skills, knowledge andabilities needed to do the job, and the typical training and experiencerequired to successfully meet the needs of the job. If a job classificationalready exists that matches your job needs, it, and its current salary range areused. Otherwise the Point Factoring Committee “points factors” the jobdescription to determine a fair compensation package for a newly createdclassification.After you’ve defined the job, a Personnel Commission staff member in theHuman Resources office will work with you to identify the critical jobfactors required for success. You and the HR Director or other PC staff worktogether to determine appropriate assessments. Tests can be practicalassessments such as performance simulations and in-basket tests, they can betraditional pencil and paper multiple choice or fill in the blanks. Oral examson technical and general qualifications may also be used. It is imperative thatthe hiring authority, the subject matter expert, work closely with staff toassure that the results of the exam process yield only truly qualified jobcandidates.The final step in the process to certify job candidates is spelled out veryclearly in California Education Code. Personnel Commission staff sendcandidates who place in the top three ranks on an eligibility list to interviewwith the department or hiring supervisor. This process is prescribed by law.Until or unless the Education Code changes, there is little flexibility in thispractice. The certification system also assures that offers of employmentfollow legal requirements, and that new employees meet federal, state andcounty office compliance laws and guidelines to work in the County Office.Ultimately, if the person you want to hire places within the top three ranks oris already employed by the County Office you may be able appoint him orher. Staff will work with you to determine the appropriate salary step andwill make the ultimate offer of employment.2