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• Erika Worthy – Assistant Director• Heather Boccanfuso – HR 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 Evaluation System (PES)
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
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.