Human Resources Department

Public Service Center
250 South 4th Street, Room 100
Minneapolis, MN 55415
Directions

(612) 673-2282

Office Hours:
8:00 a.m. to 4:30 p.m.
Monday through Friday

Patience Ferguson, HR Director

8.01 Purpose

8.02 Requisitions

8.03 Rule-of-Certification

8.04 Priority of Requisitions

8.05 Order of Certification

8.06 Certification from a Related List

8.07 Notification to Candidates (CSC 3/14/02)

8.08 Objections by Appointing Authority

8.09 Certification of Certain Skilled Trades

8.10 Types of Appointments

8.11 Types of Position Assignments

8.12 Probation Following Initial Employment

8.13 Probation Following Promotion

8.14 Probation Following Voluntary Transfers Across Departments Within the Same Job Class

Rule 8 - Certifications, Appointments and Probation

8.01 Purpose

The purpose of Rule 8 is to describe the process of filling vacancies with qualified candidates. (CSC 3/14/02)

8.02 Requisitions

The process for filling vacancies in the classified service is initiated when a City department submits a requisition to the Human Resources Department.

8.03 Rule-of-Certification

Unless otherwise specified in a current collective bargaining agreement, the Human Resources Department will send the requisitioning department (certify) the names of eligible candidates when there is a vacancy. Eligible candidates not hired will be returned to the list in their proper order. Exceptions to this general rule-of-certification include: (CSC 3/14/02)

A. Laid-Off Eligible Employees (CSC 3/14/02)

When there are City employees who have been laid-off from the job class being requisitioned for, the Human Resources Department will certify the name of the top-ranked, laid-off employee to the vacancy. For each additional vacancy, one additional name of a laid-off employee will be certified.

B. Expanded Certification

If the Civil Service Commission finds (1) that there is a substantial disparity between the proportions of women and/or minorities represented in a job category and the proportion of women and/or minorities represented in the appropriate labor market or a substantial disparity between the expected representation of persons with disabilities, as defined in the Americans with Disabilities Act, as determined and adopted by the governing body of the employer and actual representation in the employers' work force, and (2) that the under-representation of women and/or minorities and/or people with a disability represented in the job category is the result of past discriminatory employment practices then the Commission shall adopt a plan to remedy the effects of the past discriminatory employment practices. The plan may include provisions related to recruitment and test tutoring and may include certifying a number of additional eligible candidates up to or equal to the number certified under the Civil Service Rules or collective bargaining agreement, in addition to those already certified. The additional persons certified must belong to the class of persons who are under-represented and must be on a current list of eligible candidates for a position in the job category. Such additional certifications shall be in rank-order so that, in all cases, the additionally certified women and/or minorities and/or people with a disability will be those with the highest scores who are not already certified to the position. (CSC 11/22/94)(CSC 3/14/02)
 

This rule applies to all open lists of eligible candidates currently in existence and all future lists. This rule is meant to be a temporary measure designed to remedy the present effects of any past discriminatory employment practices. This rule shall expire March 14, 2010, at which time the Civil Service Commission will determine the need for continuation of the rule. (CSC 11/22/94) (CSC 3/14/02)(CSC 3/13/07)

C. Lists With Less Than Three Names

When there is a list of qualified candidates (other than a layoff list) with less than three names, the department may request the establishment of an additional list so that there will be a total of three persons from which to select. (CSC 3/14/02)

8.04 Priority of Requisitions

Certifications from a list will generally be made in the order requisitions are received by the Human Resources Department. In the case of high turnover positions or where a backlog of requisitions is occurring, the Human Resources Department may implement expeditious procedures to fill the vacancies. (CSC 3/14/02)

8.05 Order of Certification

Unless otherwise specified in a current collective bargaining agreement the priority of lists as well as the order within lists is cited below. Except for layoff lists, certification from a lower priority list will generally not be made unless deemed necessary by the Human Resources Director after determining that there is no qualified eligible candidate on any existing promotional list. (CSC 4/11/02)

A. Layoff Lists

1. The person whose position was abolished in the department making requisition.

2. The person whose position was abolished in a department other than the one making requisition.

3. The person on the layoff list for reasons other than abolishment of the position in the department making requisition.

4. The person on the layoff list for reasons other than abolishment of the position in a department other than the one making requisition.

B. Promotional Lists

1. The top person on the list from the department making requisition along with the top two persons on the list.

2. The top person(s) on the list from a department other than the one making requisition.

C. Restricted Lists

The top person(s) on the list resulting from examination restricted to City employees. (CSC 3/14/02)

D. Open Lists (CSC 3/14/02)

The top person(s) on the list resulting from open competitive examination.

8.06 Certification from a Related List

In the absence of a list of eligible candidates for the position requested, the Human Resources Department may certify candidates from the nearest appropriate list, where the examination reasonably measures the ability of the candidate to perform the duties of the vacant position. (CSC 3/14/02)

8.07 Notification to Candidates (CSC 3/14/02)

If the appointing authority is unable to contact a certified candidate within three business days by phone or mail, the appointing authority will notify the Human Resources Department, and may request the certification of an additional candidate. All eligible candidates who respond to the appointing authority within three business days will be interviewed. (CSC 3/14/02)

8.08 Objections by Appointing Authority

An appointing authority may object to the certification of an eligible candidate on the grounds that the candidate is unsuitable for the position. The reasons must be submitted to the Civil Service Commission in writing. The Civil Service Commission may: (CSC 3/14/02)

A. Maintain the certification;

B. Cancel the certification; or,

C. Remove the name from the list of eligible candidates. (CSC 3/14/02)

8.09 Certification of Certain Skilled Trades

Requisitions submitted for Carpenter, Electrician, Sheet Metal Worker, Bricklayer, Painter, Plumber, Pipefitter, Iron-Worker, Plasterer, Plaster Tender, Roofer, Glazier, Asbestos Worker, Lather and Plumber-Welder will be for permanent certification. An employee serves the usual six months probation following appointment. However, the employee is paid at a probationary salary rate for the first one hundred twenty days of probation, after which the salary is changed to the permanent rate. Accrual and use of sick leave and vacation benefits begin on the date the employee completes probation. Time toward increased vacation benefits at the eighth, sixteenth and twenty-first years is credited from the initial appointment.

8.10 Types of Appointments

A. Permanent , or Regular , employment means any employment in a budgeted position which requires the service of an incumbent for not less than half-time on a year-round basis or, for not less than full-time on a seasonal or intermittent basis where employment leads to seniority rights for year-round work. (CSC 3/14/02)

B. Temporary employment means any employment other than permanent or seasonal. No temporary employment will be construed as giving employee permanent rights. (CSC 3/14/02)

C. Seasonal employment means any employment that requires the services of the incumbent at a particular time of each year. The employee has the right of recall in subsequent seasons and seasonal employment may lead to seniority rights for year-round work. (CSC 3/14/02)

8.11 Types of Position Assignments
 

A. Full Time means a position which requires the service of an incumbent one hundred percent of the normal work week on a year-round basis. (CSC 3/14/02)

B. Part-time means a position that requires the services of an incumbent for less than the full working day or week and may or may not be intermittent in nature. (CSC 3/14/02)

C. Intermittent means a position that requires the services of an incumbent at irregular time periods and/or on an irregular basis. (CSC 3/14/02)

8.12 Probation Following Initial Employment

The probationary period is the final step in the selection process before the employee gains permanent status. Unless otherwise specified in a current collective bargaining agreement the following probation guidelines will be observed: (CSC 3/14/02)

A. Objective

The primary objectives of a probationary period are training and evaluation of the new employee's job performance. There should be ongoing training and informal review and feedback of job performance of the probationary employee. In addition, there shall be at least one formal review of job performance at which time the employee is clearly informed of any deficiencies in performance that must be corrected in order to successfully complete probation. Such formal review shall be scheduled to allow adequate time for the employee to correct any deficiencies before the end of the probationary period. Any employee whose performance is unsatisfactory after reasonable time has been allowed for improvement should be released during the probationary period. (CSC 8/24/89)

B. Duration

1. Police Officers, Fire Fighters, and Assistant City Attorneys serve a twelve-month probationary period. Completion of probation requires working twelve full months. (CSC 10/15/87)

2. All full-time permanent employees serve a six-month probationary period. Completion of probation requires working six full months within a twelve-month period. (CSC 3/14/02)

3. Permanent, Part-time or Intermittent employees must serve a probationary period of at least six full months within a twelve-month period with hours prorated according to job assignment. (CSC 6/25/92)

4. Employees who have passed probation and have been laid-off are not required to serve a new probationary period when re-certified to the same class unless the job has significantly changed. (CSC 3/14/02)

5. Temporary service in a position immediately preceding certification to that position, without interruption, shall count towards satisfaction of the probationary period. It will also count toward benefits eligibility (without retroactivity for benefits) and pay progression requirements, provided the duties of the temporary and permanent assignments are the same. Employees of the Park Board are excluded. (CSC 11/21/95) (CSC 3/14/02) (CSC 2/24/09)

C. Veteran's Preference

A Veteran discharged during probation is entitled to a hearing upon written request.

D. Probation Report

Probation reports recommending either continuation of employment or discharge must be submitted to the Human Resources Department prior to expiration of the probationary period or the employee(s) will automatically pass probation.

8.13 Probation Following Promotion

Permanent employees who obtain a promotion or a voluntary transfer of title to a different job class within the City must serve a new probationary period. Unless otherwise specified in a current collective bargaining agreement the following probation guidelines will be observed: (CSC 3/14/02)

A. Objective

Because the promotion or change to a different job class requires employees to demonstrate different job skills or assume additional responsibilities, their job performance is to be evaluated by the employing department as if they were new employees. Employees who are substandard in the performance of their new responsibilities are subject to disciplinary action up to demotion to their status class before promotion. Such action taken during probation is not appealable.

However, employees who exhibit misconduct or who are substandard in the performance of their responsibilities for reasons which would also affect their performance and for which there may have been disciplinary action up to discharge from their current position. Permanent employees may appeal such actions.

B. Duration

1. Full-time employees serve a six-month probationary period. Completion of probation requires working six full months.

2. Permanent, Part-time or Intermittent employees must serve a probationary period of at least six full months within a calendar year with hours prorated according to job assignment.

3. Temporary service in a position immediately preceding certification to that position, without interruption, shall count towards satisfaction of the probationary, benefits eligibility (without retroactivity) and pay progression requirements, to be effective for temporary service beginning after January 1, 1996, unless the job has significantly changed. Employees of the Park Board are excluded. (CSC 11/21/95) (CSC 3/14/02)

C. Veteran's Preference

A Veteran discharged or demoted during probation is entitled to a hearing upon written request.

D. Probation Report

Probation reports recommending either continuation of employment or release must be submitted to the Human Resources Department prior to expiration of the probationary period or the employee(s) will automatically pass probation.

8.14 Probation Following Voluntary Transfers Across Departments Within the Same Job Class

Employees who voluntarily request and receive transfers to their same job class in other departments must serve a three-month probationary period. At any time during this three-month period, both the employee and the employing department have the right to repeal their approval of the transfer. In this case, the employee returns to their job class in the former department without loss of seniority, benefits, or other rights (see also 10.02 Transfers Between Departments).

Last updated Dec 21, 2011