The College of New Jersey Office of Human Resources

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The College of New JerseyOffice of Human
Resources

• Overview of Civil Service
• WELCOME CLASSIFIED STAFF!

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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

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The College of New JerseyCivil Service
Administration

• Staffing Services
• Gregory Pogue Vice President
• Susan DAngelo Director
• Erika Worthy Assistant Director
• Heather Boccanfuso HR Assistant/Staffing

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Overview of the Civil Service System
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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.

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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.

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Title 11A

• NJ State Law Title 11A sets the foundation
  governing the Civil
• Service System
• Including testing, hiring, classification,
  compensation, and other
• employment issues

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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

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Civil Service Titles Classification
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Civil Service Titles Classification

• Non-Competitive titles
• Open Competitive titles
• - Subject to examination process
• and
• - Successful completion of a working test period
  NJAC 4A4-2

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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 4A13-1.2)
• 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

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Examples of Non-Competitive Titles

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

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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 4A4-1.1)

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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

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Testing
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Testing

• Two (2) types of examinations are administered by
  the Civil
• Service 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

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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

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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

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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

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Recruitment Selection
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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.

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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).

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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.

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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.

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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

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RecruitmentOrder of Consideration

• New Jersey Civil Service Lists
• - Promotional lists
• - Open Competitive lists
• Permanent TCNJ Employees
• External Applicants (Outside State system)
• Rule of Three

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Probationary Period
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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

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Civil Service,TCNJ and YOU!
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Performance Evaluation System (PES)
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PES

• 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 70 of evaluation
• Evaluates employee performance based upon
  specific job
• responsibilities and tasks
• May be placed on a Performance Improvement Plan
  (PIP) if
• performance warrants
• Pass/Fail System

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Seniority
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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

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Promotional Appointments
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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

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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)

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Provisional Appointments
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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.

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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.

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How much do you know??
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Civil Service BrainteaserTrue or False

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

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Answer True
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Civil Service BrainteaserTrue or False

• I have been serving provisionally in my title for
  one (1) year, but havent taken a test. I am not
  a permanent employee.

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Answer False
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Civil Service BrainteaserTrue 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.

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Answer False
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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.

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Answer False
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Questions?
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Thank you! If you have any questions or
concerns, please contact the Office of Human
Resources at ext. 2622.