{"id":550,"date":"2013-04-23T14:27:56","date_gmt":"2013-04-23T18:27:56","guid":{"rendered":"http:\/\/www.ramapo.edu\/hr\/?page_id=550"},"modified":"2014-02-24T10:45:46","modified_gmt":"2014-02-24T15:45:46","slug":"certification-procedures-for-classified-civil-service-staff-governed-by-n-j-a-c-title-4a","status":"publish","type":"page","link":"https:\/\/www.ramapo.edu\/poerd\/certification-procedures-for-classified-civil-service-staff-governed-by-n-j-a-c-title-4a\/","title":{"rendered":"Certification Procedures for Classified, “Civil Service” Staff (Governed by N.J.A.C. Title 4A)"},"content":{"rendered":"

August 18, 2009<\/p>\n

While the goal is to hire the best candidate for the job from a diverse pool of qualified candidates, using proactive efforts to include members of underrepresented groups, it must be understood that search procedures for classified, “civil service” staff are governed by New Jersey Administrative Code 4A, and the Civil Service Commission.<\/p>\n

Authorization to begin a search for a new position must come from the Division Vice President via the<\/p>\n

RAMAPO COLLEGE OF NEW JERSEY<\/h4>\n

Certification Procedures for Classified, “Civil Service” Staff<\/h4>\n

(Staff Governed by N.J.A.C. Title 4A)<\/h4>\n

August 18, 2009<\/p>\n

While the goal is to hire the best candidate for the job from a diverse pool of qualified candidates, using proactive efforts to include members of underrepresented groups, it must be understood that search procedures for classified, “civil service” staff are governed by New Jersey Administrative Code 4A, and the Civil Service Commission.<\/p>\n

Authorization to begin a search for a new position must come from the Division Vice President via the Staffing Requisition Form (SRF) available here (Staffing Requisition Form<\/a>) or on the web. \u00a0As indicated in the SRF procedures, the Position Review Committee recommends to the Cabinet whether or not a particular vacancy can be filled.\u00a0 The Cabinet either approves or disapproves filling the vacancy.\u00a0 If there is approval to fill the vacancy, HR staff will assist and guide the Unit Head\/Hiring Manager with the below outlined recruitment process.<\/p>\n

General procedures<\/strong><\/p>\n

If there is approval to fill a vacancy in the classified, “civil service” sector, the following needs to take place:<\/p>\n

HR needs to determine if there is a “promotional list” for the title.\u00a0 A “promotional list” consists of permanent “civil service” employees at RamapoCollege who have taken and passed a promotional exam for the vacant title.<\/p>\n

If there are three or more permanent RamapoCollege employees on the promotional list who are interested in the position, one must be appointed permanently.\u00a0 If there are less than three, one can force an appointment.\u00a0 Such a forced appointment is considered “provisional,” pending another promotional examination.<\/p>\n

If there is no promotional list, HR needs to determine if there are three or more permanent RamapoCollege employees who qualify for the position and who are interested in the vacancy (“promotable eligibles”).\u00a0 This is done through internal posting.\u00a0 If there are three or more permanent employees who qualify, one must be appointed provisionally, pending a promotional examination.\u00a0 (Please note, this provisional appointment is required even if the hiring manager does not want to appoint one of the three internal candidates.)<\/p>\n

If there are no internal candidates (permanent “civil service” employees) to be promoted into the title, HR needs to determine if there is an open competitive list for the title.\u00a0 An open competitive list consists of individuals who have taken and passed a “civil service” examination for the title.\u00a0 If there is such a list, and three or more people are interested in the position, one must be appointed, and a veteran cannot be bypassed.\u00a0 The College has very little latitude in asserting individuals on New Jersey Civil Service Commission (CSC) lists who do not qualify for our positions.<\/p>\n

If there is no “open competitive list,” we can then post the position to the “outside.”\u00a0 The “outside” may include the individual with no permanent “civil service” status who has been serving in the position pending the certification process.\u00a0 This posting cannot be done without clearance from the New Jersey Civil Service Commission via an “authorization number.”<\/p>\n

The provisional can then be appointed provisionally pending an examination.<\/p>\n

The provisional must take a New Jersey Civil Service exam for the title, and must be one of the top three scorers in order to be appointed permanently.\u00a0 In the case of open competitive examinations, veterans go to the top of the list and cannot be bypassed; in the case of promotional examinations, veterans are ranked as they score, but they cannot be bypassed.<\/p>\n

When we appoint an individual from a Civil Service list, either open competitive or promotional, the person begins a four-month probationary period, which may be extended by two months.<\/p>\n

While every effort is made to expedite the process (much of which is behind-the-scenes), it must be understood that we are bound by CSC regulations.\u00a0 It is a very time-consuming process, and sometimes it takes months to receive a list.\u00a0 In order to expedite the process, HR sometimes posts for the vacancy and calls for a list simultaneously.\u00a0 The danger in doing this is that our “provisional” may get “bumped.”\u00a0 Also, we may not receive timely authorization and clearance for a provisional appointment.<\/p>\n

HR makes every effort to assist hiring managers in filling vacant classified positions with the best candidate possible.\u00a0 We also take steps to protect individuals who may have been appointed provisionally.\u00a0 Civil Service Commission regulations are complex and cumbersome, and HR will guide hiring managers, supervisors, provisionals, and potential employees through the below process.\u00a0 For additional information, please contact the People Operations and Employee Resources Department at extension 7506 or 7231.<\/p>\n

Hiring Steps:<\/strong><\/h5>\n
    \n
  1. HR staff will assist the Unit Head\/Dean\/Hiring Manager with the recruitment process beginning with completing the\u00a0Staffing Requisition Form<\/a>, developing a job description, developing the ad copy, developing a recruitment strategy, following the Civil Service requirements and posting the position on\u00a0www.schooljobs.com\/careers\/ramapo<\/a>\u00a0to broaden and diversify the pool of candidates. \u00a0Please see “Specific Hiring Procedures and Responsibilities” section, item #1 below on the role of Hiring Managers.<\/li>\n
  2. The Hiring Manager selects a Search Committee that is comprised of a diverse representation of units interacting with the position.<\/li>\n
  3. The Assistant Director of People Operations and Employee Resources Department (POERD) will advise the Search Committee Chair of his\/her responsibilities, which are as follows: a) monitor the entire process, b) complete the hire packet check list, c) have all finalists sign the completed employment application prior to leaving campus, d) conduct work history\/reference check, e) ensure information is included in the hiring packet to the appropriate Vice President\/Dean\/Unit Head when the selection has been made.<\/li>\n
  4. HR will assist the Search Committee in determining how the applicant pool should be evaluated, develop screening techniques and design questions for the interview process.\u00a0 Should the committee use telephone interviews, two sets of questions should be developed, one for the telephone interviews, and another set for the in-person interview.<\/li>\n
  5. After the qualified candidates have been interviewed, the work history\/references of the potential finalists are checked by the Search Committee Chair.\u00a0 Finalists should be told work history references are being checked, and current employment situations should not be compromised.\u00a0 References should be checked before bringing candidates to campus.<\/li>\n
  6. The Search Committee Chair forwards to the Hiring Manager a letter of recommendation along with the following information: 1) description of the interview process or evaluation forms, 2) names of the final candidates for the position and their resumes, (see item 15), 3) work history\/references and other significant related materials, 4) job description, and 5) signed employment application.<\/li>\n
  7. After the Hiring Manager completes the final interviews, he\/she consults with HR regarding salary, benefits and starting date.<\/li>\n
  8. The Hiring Manager makes a recommendation for hire to the next level supervisor up to the cognizant vice president\/provost.<\/li>\n
  9. The search chair or a designee must send letters of rejection to candidates not interviewed, and to candidates interviewed by the Committee but not recommended for further consideration.\u00a0 The hiring manager sends letters to finalists interviewed by him\/her and not selected.\u00a0 Letters should go out at the completion of the search process (candidate hired).<\/li>\n
  10. The complete hiring package must be submitted to the Assistant Director of HR for approval of the process and results. A complete hiring package contains the following:\n