The College of New JerseyOffice of Human

Resources

Overview of Civil Service

WELCOME CLASSIFIED STAFF!

Presentation Contents

• Introductions• Legal Authority of the Civil Service System• Titles, Classification, Testing, Desk Audit and Certification• Recruitment, Selection and Probationary Periods• Civil Services and M S YOU!

• Performance Evaluation• Seniority

The College of New JerseyCivil Service

Administration

Staffing Services• Gregory Pogue – Vice President • Susan D’Angelo – Director• Christina Rush– Assistant Director• Allison Corallo– Program Assistant, Staffing

Overview of the Civil Service System

State of New JerseyCivil Service System

New Jersey Civil Service is a system of public employment designed to select and promote employees based on merit, safeguard the employment rights of permanent employees and ensure equal employment opportunity.

Title 4A

Title 4A of the New Jersey Administrative Code contains the rules that govern the Civil Service for public employment in New Jersey.

• New Jersey Civil Service Commission (NJCSC) is charged with administering the provisions spelled out in the Title 4A of the New Jersey Administrative Code. It regulates the employment practices of NJ Civil Service employers, such as The College of New Jersey.

• Employment practices are policies involving the hiring and

firing of employees as well as policies concerning paid and unpaid leave, layoffs, EEO, compensation, disciplinary matters, job duties and job performance evaluation.

Title 11A

• NJ State Law Title 11A sets the foundation governing the Civil

Service System

“Including testing, hiring, classification, compensation, and other

employment issues”

Title 11A Objectives

• Select and advance employees on basis of knowledge, skills, and ability

• To retain and separate employees on the basis of the adequacy of their performance

• To ensure equal employment opportunities

Civil Service Titles & Classification

Civil Service Titles & Classification

Non-Competitive titles

Open Competitive titles- Subject to examination process

and- Successful completion of a working test period NJAC

4A:4-2

Characteristics of Non-Competitive Titles

These titles do not require a state competitive exam due to the nature of the knowledge, skills & abilities associated with the job or difficulties associated with recruiting. (NJAC 4A:13-1.2)

Appointee must meet the minimum requirements set forth in the job description

Four (4) month working test (probationary) period begins at the date of hire - Performance evaluated twice on a pass/fail basis during the probationary period - Probationary period may be extended if performance warrants

Appointing Authority certifies employee to position after completion of probationary period if employee meets performance expectations or employee may be dismissed for failure to meet performance expectations

Examples of Non-Competitive Titles

Clerk (Typist, Transcriber) Program Assistant Professional Services Specialist Repairer Grounds Worker Senior Building Maintenance Worker Security Officer

Characteristics of Open Competitive Titles

All require an Examination- Written, Performance or Skill

OR evaluation on Education and Experience (E + E)- determined by the NJ CSC

Fee Required ($15.00 or $25.00) for the Exam

Competition is statewide

After passing exam, employee must serve a 4 Month Working Test (Probationary) Period

Appointing Authority certifies employee to position upon successful completion of the working test period (NJAC 4A:4-1.1)

Examples of Open Competitive Titles

Senior Clerk Typist Senior Clerk Transcriber Secretarial Assistant (3, 2, 1) Principal Clerk Typist Plumber/Steamfitter Campus Police Officer Locksmith

Testing

Testing

Two (2) types of examinations are administered by the CivilService Commission

- Open Competitive: Announced on the internet and are open to members of the general public who meet the requirements for admission

- Promotional Exams: For positions in competitive titles and are open to employees working within a specific department or unit in a specified title

Testing

New Jersey Civil Service Commission (NJ CSC) is responsible

for administration of:- Written and Performance Examinations- OR Evaluation on Education and Experience- Ranking of Eligible's by score- Notification of Eligibility/Ineligibility- Sending Lists to Appointing Authority

Certification: The Process

How do I become certified in my position?

- Examination Announcement from NJCSC

- Written and/or Performance Exam

- Employee or Agency makes a request for Exam

- Take Exam or application is evaluated on education & experience

- Ranking of Eligible's by score on Civil Service list

- NJCSC sends Notification of Eligibility/Ineligibility

- Agency Appoints, the certified employee to Position

- NJCSC approves certification- Employee is then certified as permanent

Why does it take so long to become certified to my

position?

The barriers that may cause a delay the certification process include, but are not limited to:

The type of test required (Open Competitive or Promotional)

Ranking of Eligible's (and the employee) on the lists and the rule of three

Existing certification lists

Recruitment & Selection

The Recruitment Process begins with…

Current Job Description Position Request Form (PRF) Organizational Chart Justification

These signed documents are forwarded to the Office of Human Resources for approval and processing.

The College of New Jersey

Job Description

A detailed description of the responsibilities and duties of the position in a department or unit and its reporting structure (This includes a list of specific knowledge, abilities and skills required for the position).

New Jersey Civil Service Commission Job

Specification

A general outline and description of a title or group of titles, their purpose and function including education and experience requirements and examples of duties performed.

Recruitment Notes

Positions must be posted for 14 calendar days. Applications must be forwarded to the Hiring Manager/Supervisor before the closing date. Internal applicants meeting the minimum qualifications must be interviewed. External advertising (newspaper) is rarely done for classified positions.

The Selection Process for Classified Staff

Screening- All candidates must meet the minimum qualifications

- Equal Employment Opportunity via standardized screening process

Selection- Interviews

- Reference Checks- Salary Offer:

- Internal Candidates: Calculation Formula- External Candidates: Limited to Step 4

Regular or Provisional Appointment

RecruitmentOrder of Consideration

New Jersey Civil Service Lists *- Promotional lists- Open Competitive lists

Permanent TCNJ Employees *

External Applicants (Outside State system)

* Rule of Three

Probationary Period

Probationary Period

Four (4) Month Working Test (Probationary)

Applies to Non-Competitive/Competitive Positions

Successful completion = Permanent Placement

Unsuccessful completion:- Extend Probationary Period for 60 days- Release, then return to lower title- Release from employment at TCNJ

Civil Service,

TCNJ and

YOU!

Performance Appraisal Review (PAR)

PAR

Evaluation Period:

- Fiscal Year schedule: July 1st to June 30th - Interim Assessment due January 14th - Final Assessment due July 15th

New Employees: Begin evaluation upon their start date Closeout Evaluation upon departure Must pass with a successful score Evaluates employee performance based upon specific job responsibilities and tasks May be placed on a Performance Improvement Plan (PIP) if performance warrants

Seniority

Seniority

Definition: An accumulated period of service of a permanent employee in the State of New Jersey System.

Seniority is calculated using NJCSC Formula and contains the following variables:

- Regular (Permanent) Appointment Date- Performance Evaluation Rating

Seniority (in years) is used by the NJCSC to determine ranking on a promotional list

Promotional Appointments

Promotional Appointments

Limited to Internal Applicants

(TCNJ Employees with permanent status) Must meet minimum qualifications for the position Promotional testing Must be in current position for 1 year Years of Seniority Upon Selection, Salary Calculation Formula Bumping

Bumping

Definition- To assert rights for appointment to a position and thereby

displacing the incumbent

Incumbent can be bumped if s/he has less seniority in the state system or is serving provisionally in the title

- Eligible has higher score

- Open Competitive or Promotional List- Rule of Three (3)

Provisional Appointments

Provisional Appointment

Definition: An appointment status where an employee has no retention rights in the civil service system and where s/he has not been certified as permanent in the title by the Appointing Authority.

Provisional Appointments

External applicants Meet minimum qualifications for the position Open Competitive Testing/Lists No Retention Rights in the Civil Service System Dismissal at any time for any reason without prior notice

**NOTE: All employees serving provisionally in a civil service title must complete the testing and certification process prior to serving an official Four (4) Month Working Test (probationary) Period.**

How much do you know??

Civil Service Brainteaser:True or False

All Civil Service positions require a Four (4) Month Working Test (Probationary)

Period?

Answer: True

Civil Service Brainteaser:True or False

I have been serving provisionally in my title for one (1) year, but haven’t taken a

test. I am not a permanent employee.

Answer: False

Civil Service Brainteaser:True or False

If I want to hire a Temporary Service Employee into a regular full-time

position, I do not have to post (advertise) the position and consider

other applicants.

Answer: False

Civil Service Brainteaser:

I have been employed at TCNJ for two (2) years. I took and passed a civil

service exam and received a Notice of Eligibility from the Civil Service

Commission. I am permanent in my position.

Answer: False

Questions?

Thank you!

If you have any questions or concerns, please contact the Office of Human Resources at ext. 2622.