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HomeMy WebLinkAboutReso 890-1943RESOLI~ION NO, 890 ESTABLISHING PERSONNEL RULES AND REGULATIONS OF THE CITY OF SOUTH SAN FRANCISCO. INDEX RULE I. DEFINITION OF TERMS Sec. 1 Advancement Sec. 2 Allocation Sec. 3 Appointing Powe~ Sec. 4 Boax, d Sec. 5 Class Sec. 6 Personnel Ordinance Sec. V: Competitive Service Sec. 8 Demotion Sec. 9' Eligible Sec.- I0 Employment List Sec. 11 Examination Sec. 12 Permanent Employee Sec. 13 Promotion Sec. 14 Promotional List Sec. 15 Reduct ion Sec. 16 Rejection Sece 17 Suspension RULE II. GENERAL PROVISI ONS Sec. Sec,, Sec. Sec. Disclosure (~£ Religious er Political Affiliations Violation of .Rules Outside Employment Absence from City Use of Equipment Deposit of. Fees RULE III. BOARD OF REVIEW Sec, 1 Meetings Sec. 2 Quorum Sec, 3 ~blic Hearings RULE IV. CLASSIFICATION Sec. Sec, Sec, Clam sific ati on Schedule New Positions Reclassification RULE Vo APPLICATIONS AND APPLICAI~S Sec, 1 Sec. 2 Sec, 3 Sec. 4 Sec. 5 Announcement of Examinations Appli cati OhS Acceptance of Applications Disqualification of Applicants Re J, cted Applications RUT,W. VI. EXAMINATIONS Sece i Subjects and Method of Examination (a) Special subject (b) Educational (c) T~aining and Experience (d) Physical or Medical ( e ) . 0ral Interview Sec. Sec. Sec. Sec, Conduct of Examinations Qualifying Grade 'and Rating Examinations Notification of Results P~omotional Examinations RULE VII. ELIGIBLE LI~TS Sece 1 Sece 3 Employment list Duration of employment lists Removal of names from lists RULE VIII. METHOD OF FILLING VACANCIES 1 1 1 1 1 2 2 2 2 2 2 2 3 3 3 3 $ 3 3 4 4 4 4 4 5 5 5 5 6 6 6 6 '7 ? 7 7 7 ? 8 8 8 8 g g g g 10 Sec. 1 Types of appointment Sec, Sec, Sec. Sec. Sec. Sec. Sec, Sece- Sec. Sec. Sec, Sec. Sec. Bec. Sec, ApPointing Power Board Class Personnel Ordinance ComPetitive Service Demotion Eligible EmplOyment List Examination Permanent Employee Promotion Promotional List Reduct ion Re Jection Suspension RULE II. GENERAL PROVISIONS Sec. Sec. Sec, Sec, Sec, Sec, Disclosure o£ Religious er Political Affiliations Violation of ,Rules Outside Employment Absence from City Use of Equipment Deposit of, Fees RULE III. BOARDOFREVIE~ Sec. 1 Meetings Sec. 2 Quorum Sec. 3 ~hlic Hearings RULE IV, CLA~SIFICATION Sece Sec. Sec. Classification Schedule New Positions Reclassification RULE V, APPLICATIONS A1/D APPLICANTS Bec, 1 Sec, 2 Sec, 3 Sec, 4 Sec, 5 Announcement of Examinations Appli cati OhS Acceptance of Applications Disqualification of Applicants ReJected Applications RULE VI. EXAMINATIONS Sece 1 Subjects and Method of Examination (a) Special subject (b) Educational (c) Training and ~xpe rience (d) Physical or Medical (e). 0ral Interview Sece 3 Sec, 4 Sec, 5 Conduct of Examinations Qualifying Grade 'and Rating Examinations Notification of Results Promotional Examinations RUL~ VII. ELIGIBLE LISTS Sec. Sec. Sec. Employment list Duration of employment lists Removal of names from lists RUT~ VIII. METHOD OF FILLING VACANCIES Sec. 1 Sec. 2 Sec, 3 Sec. 4 Sec. 5 Types of appointment Notice of Personnel Officer Certification of eligibles Appointment Emergency appointments RULE IX. PROBATIONARY PERIOD Sec. Sec. Sec. RULE X Regular appointment following probationary period Objective of probationary period Rejection of probationer ATTENDANCE AND IE AVES Sece 1 Sec. 2 Sec. 3 Sec. 4 Sec. 5 Sec. 6 Vacations Sick leave Leave of absence Hours of work Attendance Holidays 1 1 2 2 2 2 2 2 2 2 2 3 3 3 .3 3 3 3 3 3 3 4 4 4 4 4 4 5 5 5 5 6 6 6 6 7 7 7 7 7 7 ? 8 8 8 8 9 9 9 9 10 10 10 10 10 11 11 11 11 I1 11 11 12 13 13 RULE XI. SALARY ADJUST~TS Page Sec. Sec. Adv an come nt Reduction 14 14 RULE XlI. CHANGES IN ~PLOYMENT STATUS Sec. 1 Transfer Sec. 2 Prcmot ion Sec. 3 Demotion 14 1§ RULE XIII. SEPARATION FROM THE SERVICE lB Sec. 1 Suspension Sec. 2 Discharge Sec. 3 Lay-off Sec. 4 Resignation 1§ 16 RULE XIV. APPEALS AND HEARINGS 16 Sec. 1 Complaints Sec. 2 Investigations and hearings RUT~ XV. TRAINING OF EMPLOYEES 16 18 Sec. 1 Sec. 2 Responsibility for training Credit for training 18' 18 RULE XVI. REPORTS AND RECORDS 18 Sec. Sec. Sec. Rcs ter cards Change-of-status report Destruction of records 18 ESTABLISHING ~S~RSONNEL RULES AND REGULATIONS OF THE CITY OF SOUTH SAN FRANCISCO. RESOLVED, by the city council of the city of South San Francisco, California, that WHEREAS, the City Council is authorized and directed under the provisions of 0rdinan¢ No. 216 tO adept rules and regulations for the administration of the personnel system create in said ordinance. NOW, THEREFORE, IT IS 0HDERED that, pursuant thereto, the city council of the City South San Francisco doeshereby adopt the following rules: RULE I DEFINITION OF TERMS The following terms, whenever used in these rules, shall be construed as follows: Section 1. "Advancement": A ~lary increase !1 .. Sec. 2. 'Allocation : The assignment of a single position to its proper class accordance, with t~e duties performed, and the authority and responsibilities exercieed. Sec. 3. "Appointing Power": The officers of t~e city who, in their individual capacities, or as a board, commission, or city council, have the final authority'to make the appointment to the position to be filled. Sec. 4. "Board": The Board of Review is the city council sitting ex officio as suc~ under the personnel system ordinance. Sec. 5. "Class": All positions sufficiently similar in duties, authority, respon- sibility, and working conditions to permit grouping under a common title and the applicatiol with equity of common standards of election, transfer, and advancement. Sec. 6. "Personnel Ordinance": -Ordinance No. 216 which creates a personnel system for the city, and subsequent amendments to~reto. Sec. ? "Competitive Service"~ The positions and employments occupied by officers Sec. 2 Discaarge Sec. 3 Lay-off Sec. 4 Resignation 15 RULE XIV. APPEAI~ AND HEARINGS 16 Sec. 1 Complaints Sec. 2 Investigations and hearings RULE XV. TRAINING OF EMPLOYEES 16 l? 18 ~ec. Sec. Responsibility for training Credit for t raining 18 18 RULE XVI. REPORTS AND RECORDS 18 ~eCo Sec. Sec. Rcs ter cards Change- of- st atu s report Destruction of ~ecords 18 ESTABLISHING EEH~O~L RULES AND REGULATIONS OF THE CITY OF SOLH~H SAN FRANC I~CO. RESOLVED, by the city council of tn. city of South San Francisco, California, that ~A~, the City Council is authorized and directed under the provisions of 0rdinan( No. 215 te adept rules and regulations for the administration of the personnel system ct.at, in said ordinance. NOW, THEREFORE, IT IS 0HDERED that, pursuant thereto, the city council of the City o~ South San Francisco doeshereby adopt the following rules: RULE I DEFINITION OF TERM~ The following terms, whenever used in these rules, shall be construed as follows: Section 1. "Advancement": A s~ary increase Sec. 2. "Allocation": The assignment of-a single position to its proper class accordance with t~e duties performed, and tn. authority and respomsibilities exercieed. Sec. 3. "Appointing Power": The officers of t~e city who, in their individual capacities, or as a board, commission, or city council, have the final authority to make the appointment to the position to be filled. Sec. 4. "Board": The Board of Review is the city council sitting ex officio as suc~ under the personnel system ordinance. Sec. 5. "Class": All positions sufficiently similar in duties, authority, respon- sibility, and working conditions to permit grouping under a common title and the applicatio~ with equity of common standards of election, transfer, and advancement. Sec. 6. "Personnel Ordinance": .Ordinance No. 216 which creates a personnel system for tn. city, and subsequent amendments thereto. Sec. ? "Competitive Service"~ The positions and employments occupied by officers employees which are included or which.may hereafter be included under tne personnel system t ordinance of the city council. Sec. 8e lower class. "Demotion": A c~snge in employment status from one position to another of Sec. 9. "Eligible": A person who may legally be appointed to a vacant position in the competitive service_as provided by the personnel ordinance and these ~ules. Sec. 10. "Employment List": A list of names of persons who have taken the examinati( for a position in the competitive service and passed, ranked on the list in t~e order of the score received. Sec. 11. "Examination"; (a) Assembled examination: A test conducted at a specified time and place at .which applicants are required to appear for competitive examination under the supervision of an examiner. (b) Unassembled examination: A test consisting of an appraisal of training experien¢ work history, or any other means for evaluating other relative qualifications of applicants without the necessity for their personal appearance at a specified Place. Sec. 12 "Permanent Employee": An employee who has successfully completed his pro- bationary period and has been retained as hereafter provided in tn. se rules. " II · Sec. 18 Promotion. of a higher class. A change in employment status from one p~sition to another 376 Seoe amination. "Promotional List": An employment list resulting from a promotional ex- Bec. 15. "Reduction": A salary decrease. Sec. 16. "Rejection": The separation of an employee from the service d~ring his p~o- bationary period. Sec. 1V. "Suspension": The temporary separation from the service of an employee without pay, for disciplinary purposes. RUI~ II GENERAL PROVISIONS. Se c, le "Disclosure of religious or political affiliations": ~o question in any examination, in any application form, orin any other personnel procepding, oF of any appoint- ing authority, shall be so framed as to attempt to elicit info rmati o$ concealing political or religious opinions or affiliations of an applicant, eligible, or employee. No appoint- ment to or removal from a position in t~e competitive se~ice shall be affected or influenced in any manner by any political or religious opinion or affiliation. Sec. 2. "Violation of Rules'J:: Violation of the provisions of t~ese rules s~ll be grou~s for dismissal, rejection, or suspension. Sec. 3. "Outside Employment": Full time officers and employees.shall devote their whole time and attention to the business t~ereof, and are prohibited from ~ollowing any other calling or being engaged in any other business or occupation. Sec. 4 "Absence from Gity": Heads of Departments shall not abSent themselves from the city during their hours of duty except when on city business necessitating san~ or unless t~e consent of the city council has been first obtained. Sec. 5. "Use of Equipment": No city property or equipment shali be used by any officer or employee for any personal purpose other than city business. Sec. 6. "Deposit of Fees": Unless °therwSse provided in the terms of employment, the salary of an officer or employee shall be in fall for all his services, and all fees or com- pensation received or collected by him by reason of his position shall be deposited inthe City Treasury. RULE III BOARD OF REVIEW Sec. 1. "Meetings": Meetings of the Board of Review shall be held on the call of the chairman or any two members of the Board. Sec. 2. "Quorum" Two members of the Board. shall constitute a quorum for the trans- action of business and no action ~ay be taken by the Board unless it is concurred in and adopted by the affirmative votes of at least three members of the Board. Sec. ~.' "Public Hearings": Hearing conducted by the Board shall be public, unless the Board s~all determine that a private hearing is necessary to secure all the facts in the case. Whenever such a finding is made. the Board may limit attendance at t~e hearing to the members of the Board, the Personnei Clerk, the employee requesting the hearing, the officer or officers from whose action the appeal was taken, and such witnesses ar~ other per- sons as the Board may require to bepresent. CLASSIFICATION " ,,. Sec. 1. Classification schedule . Classified s~rvice of the City of South San Fran- cisco under this schedule is made up as follows: Clerical ar~ Fiscal: (1) The City Clex~ and his employees. (2) The City Assessor and his .employees. (~) The City License Collector and his employees. ~4) The City Audito~ and his emplo~Yees. (5) The City ~,,~,,~,~,~ ~ ~-~ ' GENERAL PROVISIONS. Se c. 1. "Disclosure of religious or political affiliations": No question in any examination, in any application form, orin any other personnel proce~eding, or of any appoint- ing authority, shall be so 'framed as to attempt to elicit info rmati o$ concealing political or religious opinions or affiliations of an applicant, eligible, or employee. No appoint- ment to or removal from a position in the competitive sex-vice snall be affected or influenced in any manner by any political or religious opinion or affiliation. Sec. 2. "Violation of Rules'~:.1 Violation of the provisions of t~ese rules s~ll be grounds for dismissal, rejection, or suspension. Seco 3. "Outside Employment": Full time officers and employees.shall devote their whole time and attention to the business thereof, and are prohibited from ~ollowing any other calling or being engaged in any other business or occupation. Sec. 4 "Absence from ~ity": ~Heads of Departments shall not absent themselves from the city during their hottrs of duty except when on city business necessitating same or unless the consent of the city council has been first obtained. Sec. 5. "Use of Equipment": No city property or equipment shali be used by any officer or employee for any personal purpose other than city business. Sec. 6. "Deposit of Fees": Unless °tnerwSse provided in the terms of employment, the salary of an officer or employee shall be in full for all his services, and all fees or com- pensation received or collected by him by reason of his position shall be deposited int~e City Treasury. RULE III BOARD OF REVIEW Sec. 1. "Meetings": Meetings of the Board of Review shall be held on the call of the chairman or any two members of the Board. Sec. 2. "Quorum" Two members of the Board shall constitute a quorum for the trans- a etlon of business and no action ~ay be taken by the Board unless it is concurred in and adopted by t~e affirmative votes of at least three me~bers of the Board. Sec. 3. "Public Hearings": Hearing' conducted by the Board shall be public, unless the Board shall determine that a private hearing is necessary to secure all the facts in the case. Whenever such a finding is made, the Board may limit attendance at the hearing to the members of the Board, the Personnel Clerk, the employee requesting the hearing, the officer or officers from whose action the appeal was taken, and such witnesses and other per- sons as the Board may require to bep~esent. CLASSIFICATION Sec. 1. "Classification schedule": Classified s~rvice of the City of South San Fran- cisco under this schedule is made up as follows: Clerical ~ Fiscal: (1) The City Clerk and his employees. (2) The City Assessor and his .employees. (3) Dhe City License Collector and his employees. ~4) The City Auditor and his employees. (§) The City Treasurer and his employees. (6) The City Tax Collector and his employees. (7) The City Librarian and his employees. Administrative: (1) The Chief of Police and members of his department. (2) The Fire Chief and members of his department. (3) The City Engineer and members of his department. (4) The Superin~endant of Streets and members of his department (§) The Superintendent of Parks and members of his department (~) The Building Inspector and members of his department C. Legal and Judicial. (1) The City Attorney and members of his staff.. (2) The City Judge ami court attaches. Sec. 2. "New Positions": When a new position is created the appointing authority shall notify the Personnel Clerk, and the classification plan shall be amended to provide therefor a~ an appropriate employment list shall be established for such position. Sec. 3. "Reclassification": Positions, the duties of which have changed materially so as to necessitate Peclassification, sl~all be allocated to a more appropriate class, whether new or already created. No allocation to a higher or lower class shall be effective, however, un- less approved by the city council. Reclassifications snail not be used for the purpose of avoid- ing restrictions surrounding demotions and promotions. RULE V APPLICATIONS AND APPLICANTS Sec. 1. "Announcement of Examinations": Whe~ever ~ examination is to be given for a position in the competitive service, the Personnel ~lerk shall cause to be publis and posted at least fifteen days prior to tn. date of examination, an official notice inviting the filing of applications. The notice shall be published in at least one newspaper of general circulation in the city and shall also be posted promi-nently on tn City Hall bulletin board. The notice ~ust contain: (a) The title and probable rates of pay of the position to be filled; (b) Some typical duties to be performed; (c) TD~ time s_nd place of the examination; (d) Minimum qualifications requLred; (e) Method of securing application forms ami final dates on which applications will be accepted. The notice may contain such additional information as seems desirable in the discretion of the Personnel Clerk. Sec. 2. "Applications": Applications s~all be made on forms provided by the Personnel Clerk. ~ Such forms shall require information covering training, experience, references, and other pertinent information, and may include cex'ttficates of one or sox examining physicians, a photograph, and fingerprinting. All applications must be sign, by t~e person applying. Sec. 3. "Acceptance of Applications": The application of any person for appoi~ ment to a vacancy in the ~mpetitive service shall be considered if the ~application is filed in t~e manner specified in these rules and upon the form furnished by the Person- nel Clerk, and if the application has not been rejected by the Board of Review in accordance with the pr~visions of t~ese rules. ,! Sec. 4. Disqualification of Applicants": If the applicant is found to lack the minimum qualification~ requiredfor the position, the Board of Review shall reject the application. The Board shall also reject the application, or after examination, shall disqualify a successful candidate and remove his name from the employment list if the applicant or eligible: ~a) Is not a citizen of the United States; (b) Is physically unfit for t~e performance of ~he duties of the position to whic~ he seeks appointmmmt; (c) Is of bad character (d) Has made any false statement of any material fact, or practiced, or attempt. ed to practice, any deception or fraud in his application or examination. Sec. 5. "Rejected Applications": Whenever an application is rejected, notic. of suc~ rejection shall be m~iled to the applicant by the Personnel Clerk. Defective applications may be returned to the' applicant with notice to amend t~e same, providing the time limit for receiving applications has not expired. The cause for rejection shall be noted upon-the application form and the re- jected appli cant shall be advis ed of the cause. RULE VI EX2~INAT IONS Sec. 1. "Subjects and method of examination": Examinations say-be ~assembled or unassembled, may consist of written or oral tests or any combination thereof, but s~ll consist of one or more of the following parts: (a) Special subject: This part shall constitute that portion of the examinatio which deals wit~ the duties of a position, and may be an oral test, a written short answer test, a written free answer test or a combination of any of these; but must be designed to test the ability of an individual to perform said duties. (b) Educational: This part may consist of pemmanship, spelling, composition, civics, city information, or any or all of ~ese, as well as other subjects to t~st the basic training which would logically form the grou~xtwork for performing the duties of the position and advancement in the service. (c) Training and experience: Training small consist of a statement of schoolir~ and studies. Experience ~shall consist of a statement of all past activities that wou~ tend to fit candidates for 'the positions they seek and may include a statement of ttxe names of former employers, nature of work and references. A record, based on referenc investigation, ct~aracter of past employment, sobriety and general standing in the community, may be included as a part of this subject. (d) Physical or medical: A physical or medical test may be made ~a part of any examination and must be given when so stated in the classification schedule. (e) Method of securing application forms ar~i final dates on which applications will be accepted. The notice may contain such additional information as seems desirable in the discretion of the Personnel Clerk. Sec. 2. UApplications": Applications shall be made on forms provided by the Personnel Clerk. · Such forms shall require information covering training, experience, references, and other pertinent information, and may include certificates of one or mc examining physicians, a photograph, and fingerprinting. All applications must be sip by t~e person applying. Sec. 3. "Acceptance of Applications": The application of any person for appo sent to a vacancy in the tmmpetitive service snail be considered if the-application filed in t~xe manner specified in these r~les and upon the form furnished by the Perso~ riel Clerk, amd if the application has not been rejected by the Board of Review in accordance with the p~ovisions of these rules. Sec. 4. "Disqualification of Applicants": If the applicant is found to lack t~ minimum qualifications requiredfor the position, the Board of Review shall reject the application. The Board shall also reject the application, or after examination, shall disqualify a successful candidate and remove his name from the employment list if the applicant or eligible: ~a) Is not a citizen of the United States; (b) Is physically unfit for the performance of ~he duties of the position to which he seeks appointment; (c) Is of bad character (d) Has made any false statement of any material fact, or practiced, or attempt ed to p~actice, any deception or fraud in his application or examination. Sec. 5. "Rejected Applications": Whenever an application is rejected, notic of such rejection shall be m~iled to the applicant by the Personnel Clerk. Defective applications may be returned to the~ applicant with notice to amend the same, providing the time limit for receiving applications has not exlmiPed. The cause for rejection shall be noted upon-the application form and the re- jected appli cant shall be advis ed of the cause. RULE VI EX~ I NAT I 0NS Sec. 1. "~ubJects and method of examination": Examinations may-be ~assembled or unassembled, may consist of written or oral tests or any combination thereof, but s~zll consist of one or more of the following parts: (a) Special subject: This part shall constitute that portion of the examinatio~ which deals with the duties of a position, and may be an oral test, a written short answer test, a written free answer test or a combination of any of these; but must be designed to test the ability of an i~dividual to perform said duties. (b) Educational: This part may consist of penmanship, spelling, composition, civics, city information, or any or all of ~ese, as well as other subjects to ~st the basic training which would logically form the groundwork for performing the duties of the position and advancement in the service. (c) Training and experience: Training shall consist of a statement of schoolin~ and studies. Experience-shall consist of a statement of all past activities that woul~ tend to fit candidates for the positions they seek and may include a statement of t~e names of former employers, nature of work and references. A record, based on referenc~ investigation, character of past employment, sobriety and general standing in the community, may be included as a part of this subject. (d) Physical or medical: A physical or medical test may be made 'a pa~t of any examination and must be given when so stated in the classification schedule. (e) 0ral interview: Personality and appearance may be coUnted as a factor in an examination, and the applicant maybe questioned on the duties of the position, trai lng and experience, nature of work performed, and other reasonable questions to determi his fitness for the position. Sec. 2. "Conduct of examinations": The City council shall determine the maune and methods and by whom examinations shall be given. The city council may contract wit any competent agency or individual for the performance by such agency or individual of the responsibility for giving or scoring examinations, or it may designate some city official to conduct the same. The Personnel Clerk shall arrange for the use of public buildings and equipment for the conduct of examinations ar~ shall render such assistanc as shall be required with respect thereto. 378 Sece 3. "qualifying grade and rating examinations": In all examinations t~e minimum grade or standing for which eligibility may be earned shall be based upon all factors in the examination, including educational requirements, experience, and other qualifying elements as shown in the application of the candidate or other verified in- formation. Failure in one part of the examination may be grounds for declaring tt~e applicant as failing in the entire examination, or as disqualified fo~ subsequent parts of an examination. Sec. 4. "Notification of results": Each applicant taking' the examination s~all be given written notice of the results.thereof and, if successful, of his final earned rating and of his relative position on the employment list. Any applicant shall have the right to inspect his own test papers. An error in gradim~ or rating, if called to the attention of the personnel officer within one month after posting the employment 1 ists resulting from the examination, shall be corrected. Correction shall no~ how- ever, invalidate certification or appoin~ent previously made. Sec. 5 "Promotional examinations": As the needs of the service may require, promotional examinations may be conducted from time to time and may consist of evalua- tion of prior service, accomplishments in special ~training courses, or other tests. Ail candidates for promotion must be permanent empliyees in the competitive service and must possess the minimum qualifications as set forth in the specifications of the class to whic~ promotion is sought. RULE VII ELIGIBLE LISTS Sec. 1. "Employment List": As soon as possible after the conclusiJn of an ex- amination, tt~e~Personnel Clerk.s~all prepare and keep available an employment list con- sisting of the name of persons successfully passing the examination, arranged in order of final ratings received, from t~e highe, st score down to the lowest passing score. The final rating s~.ll be determined by the total of the scores received by each applicant for each part of the examination, based upon tt~e relative value assigned to eac~ p~art of the ex- amination before the examination was given. Whenever identical ratings are received, names shall be arranged in order of application date, and if the same, then at. ranged alphabetically. Sec. 2 "Duration of Employment Lists": Employment and promotional lists snail become effective upon the approval thereof by the Board of Review and upon its certification that the list was legally prepared and represents the relative ratings of the names appearing thereon, employment and promotional lists, shall remain in effect one year and may be ex- tended by action of the Board of Review for additional six-month periods, but in no event shall an employmen~ or promotional list remain in effect for more than two years. Names of layed off employees shall be restored to the head of the employment list in the order of .seniority and as they originally appeared thereon. Sec. 3. "Removal of Names from Lists": The name of any person appearing on an em-. ployment or promotional list shall be removed by the Personnel Clerk if ~ne~ eligible re quests in Writing that his name be removed, if he fails to respond to a mailed notice of certification, or if he has been certified for appointment three times and has not been appointed. The person a~fected shall be notified of the removal of his name by a notice mailed to his last known address. The names of persons or promotional employment lists wac resign from the service shall aut~omatically be dropped from such lists. RULE VIII METHOD OF FILLING VACANCIES Sec. 1. "Types~of Appointment": All vacancies in the competitiye service shall be filled by reinstatement, transfer, demotion, or from eligibles certified by the Personnel Clerk from an appropriate employment or promotional list, if available. In the absence of persons eligible for appointment in these ways, ~empora~y appointments may be permitted in accordance with the personnel ordinance and these rules. Sec. 2. "Notice to Personnel Officer": Whenever a vacancy in t~e competitive service is to be fi lle~, the appointing power shall notify t~e Personnel Clerk. The Personnel Clerk shall 'advise the appointing power as to the availability of employees for reinstatement, trans- fer, or demotion, and of eligibles on employment or promotional lists for the class. Sec. 3. ~ertification of Eligibles": The appointing power small indicate whether it is desired to fill the vacancy by re~instatement, transfer or demotion, or whether certifica- tion from a promotional or employment list is preferred. If appointment is to be made from an employment or promotional list, the names of persons willing to accept appointment shall be certified in the order in whic~ they appear on the list. The number of nsmes certified small exceed by two the nnmber of vacancies to be filled.. If insufficient names are avail- p~xonal exmalmatlens may"be ~e~u~'e~ f~' time ~6' '~e ~-~m~ consist ~f evalua- tion of prior se~ice, accomplishments in special ~training courses, or other tests. Ail candidates for promotion must be permanent empliyees in the competitive service and must possess the minimum qualifications as set forth in the specifications of the class to which promotion is sought. RULE VII ELIGIBLE LIST8 Sec. 1. "Employment List": As soon as possible after the conclusion of an ex- amination, the_Personnel Clerk.shall prepare and keep available an employment list con- sisting of the name of persons successfully passing the examination, arranged in order of final ratings received, from t~e highe, st score down to the lowest passing score. The final rating sf~ll be determined by the total of the scores received by each applicant for each part of the examination, based upon the relative value assigned to eac~ p. art of the ex- amination before the examination was given. Whenever identical ratings are received, names shall be arranged in order of application date, and if the same, then at. ranged alphabetically. Sec. 2 "Duration of Employment Lists": Employment and promotional lists s~all become effective upon the approval thereof by the Board of Review and upon its certification that the list was legally prepared and represents the relative ratings of the names appearing thereon, employment and promotional lists, shall remain in effect one year and may be ex- tended by action of the Board of Review for additional six-month periods, but in no event shall an employment or promotional list remain in effect for more than two years. Names of layed off employees shall be restored to the head of t~e employment list in the order of .seniority and as they originally appeared thereon. Sec. 3. "Removal of Names from Lists": The name of any person appearing on an ployment or promotional list shall be removed by the Personnel Clerk if ~ne. eligible quests in writing that his name be removed, if he fails to respond to a mailed notice of certification, or if he has been certified for appointment three times and has not been appointed. The person a~fected shall be notified of the removal of his name by a notice mailed to his last known address. The names of persons or promotional employment lists who resign from the service shall aut~omatically be dropped from such lists. RULE VIII METHOD OF FILLING VACANCIE~ Sec. 1. "Types of Appointment": All vacancies in the competitiye @ervice snail be filled by reinstatement, transfer, demotion, or from eligibles certified by the Personnel Clerk from an appropriate employment or promotional list, if available. In the absence of persons eligible for appointment in these ways, Semporary appointments may be permitted in accordance with the personnel ordinance and these rules. Sec. 2. "Notice to Personnel Officer": Whenever a vacancy in the competitive service is to be filled~, the appointing power shall notify the Personnel Clerk. The Personnel Clerk shall 'advise the appointing power as to the availability of employees for reinstatement, trans- fer, or demotion, and of eligibles On employment or promotional lists for the class. Sec. 3. 8ertification of Eligibles": The appointing power snail indicate whether it is desired to fill the vacancy by reinstatement, transfer or demotion, or whether certifica- tion from a promotional or employment list is preferred. If appointment is to be made from an employment or promotional list, the names of persons willing to accept appointment shall be certified in the order in which they appear on the list. The number of names certified shall exceed by two the number of vacancies to be filled., If insuffic£ent names are avail- able to meet this requirement, then, in the discretion of the appointing power, pemnanent appointments may be made therefrom, or temporary appotn~nents may be made t~erefrom until additional eligibles can be certified after examination. Sec. 4. "Appointment": After interview and investigation, the appointing power shall make appointments from among t~ose certified, and shall inmnediately notify the Personnel Clerk of the person or persons appointed. The Personnel Clerk shall thereupon notify the person appointed, and if the applicant accepts the appointment and presents himself for duty within such period .of time as the appointing authority shall prescribe, he shall be deemed to be appointed; otherwise he A~all be deemed to have declined the appointment, unless he is granted an extension of time. Sec. 5. "Emergency appointments": To meet the immediate requirements of an emergency condition which threatens public lift or property, any legally competent officer or employee may employ such persons as may be needed without regard to the personnel restrictions affect- ing appointments. As soon as possible such appointments shall be reported to the Personnel Clerk. RULE IX PROBATIONARY PERIOD Sec. 1. "Regular appointment following probationary period": All original and pro- motional appointments s~all be tentative and subject to a probationar~ period of six months. Sec. 2. "Objective of probationary period": The probationary period shall be re- gax~ied as an tntrinsci part .of the examination process and shall be utilized for closely observing the employee's work, for securing the most effective adjustment of a new employee to his position, and for eliminating any probationary .employee whose performance does not meet the required standards of work. Sec. 3. "Rejection of probationer": During t~e probationary period an employee may be rejected at any time by t~e appointing po~er without tree right of appeal. Notification of rejection in writing shall be served on the probationer ~and a copy filed mith the Personnel Clerk. RULE X ATTENDANCE AND LEAVES Sec. 1. "Vacations": Vacation leave with pay shall be granted each permanent emplo~ in the competitive service at tree rate of one work day for each month of service in each year. No vacation shall be granted during the original entrance probationary period but ~ permanent appointment is received, vacation time may be allowed for time served in pro- bation status. Earned vacation shall not be accumulative in excess of 18 work days except that, upon recom~ndation of the supervising official and consent of the City Council, earned vacation may be accumulated to not more than 24 work days. In ccmp~ting Vacations all municipal holidays s~all be deducted and Saturdays shall count as a whole day.. The time at which an employee shall take his vacation shall b e determined by the supervising official with due regard for the wishes of the employee and particular regard for the need~ of the service. Sec. 2. "Sick Leave": (a) An employee in tree classified service may, after one year of continuous service, be granted leave at tree rate of one day for each calendar month of service with full pay for actual illness or temporary physicial disability; provided, that tree appointing authority may grant sick leave with pay for a period of six working days to~ an employee who has been regularly appointed to the classified service, fo~ a period of less tD~n one year. (b) In case of illness where the employee is not able to return to his employment at the expiration of ~is si~leave, the City Council may extend the period of leave with pay, particularly if in prior years the full sick leave allowance has not been used by the employee; but in no event shall sick leave with pay be granted for long than sixty days. (c) To receive compensation while absent on sick leave, the employee snail notify his immediate' superior. The appointing power, or Department Head, shall require evidence in the form of a physician's certificate, or otherwise, of the adequacy of the reason for any officer's or employee's absence during tree time for whic~ sic~ leave is required. In the Case of a Department Head he shall report same to the Personnel Clerk. The day and~ or parts of days for whic~ sick leave is recommended by the appointing power, shall be re- ported to the Personnel Clerk monthly and/or at such otmer time as may be required by the City Council. Sick leave small not be considered as a privilege which any employee may us. at his discretion, but shall be allowed only in case of necessity and actual sickness or dis ability. Sec. 3. "Leave of Absence": An appointing authority may grant a permaner~ employee leave of absence without pay for not to exceed one year. No leave of absence without pay Shall be granted except upon written request of the employee. Whenever granted, such leave shall be in writing and signed by tree appointing authority, and a copy filed with the Personnel Clerk. Failure on t~e part of an employee on leave to report promptly at its expiration, or within a reasonable time after notice c~ return to duty, small be cause for discharge. Sec. 4. "Hours of Work": All offices of the city,, except those for w~ic~ special regulations are .~ required, s~all be kept open for business on all days of the year except Sundays and holidays continuously from nine A.M. ~until five P. M. on week days and from nine A.M. until twelve noon on Saturdays. Employees other tman those in offices shall be required to work ~ minimum of eight hottrs on week days and four hours on Saturdays. Employees for wt~om necessity requires a different schedule than that generally applied, shall work according to regulations prepared by the respective supervising official and. approved by the City Cot_~ucil. Sec. §. "Attendance": k~mployees in the competitive service shall be in attendance at tmeir work in accordance with the rules regarding hours of work, holidays, and leaves. All departments shall keep daily attendance records of competitive employees wraith shall be reported to the Personnel Clerk in tree form and on the dates he shall specify., Il !1 . Sec. 8. Holidays · Muniotpal_.o~?~e~_s.,n~l~.~be_~?~?s~ed on the following legal ATTENDANCE AND LEAVES Sec. 1. "Vacations": Vacation leave with pay shall be granted each permanent employE in the competitive service at the rate of one work day for each month of service in each year. No vacation shall be granted during the original entrance probationary period but it permanent appointment is received, vacation time may be allowed for time served in pro- bation status. Earned vacation anall not be accumulative in ex~ess of 18 work days except that, upon recommendation of the supervising official and consent of the City Council, earned vacation may be accumulated to not more than 24 work days. In computing Vacations all municipal holidays shall be deducted and Saturdays shall count as a whole day.. The time at which an employee shall take his vacation shall b e determined by the supervising official with due regard for the wishes of the employee and particular regard for the needs of the service. Sec. 2. "Sick Leave": (a) An employee in the classified service may, after one year of continuous service, be granted leave at the rate of one day for eac~ calendar month of service wita full pay for actual illness or temporary phystcial disability; provided, that the appointing authority may grant sick leave with pay for a period of six working days to, au employee who has been regularly appointed to the classified service, for a period of less than one year. (b) In case of illness where the employee is not able to return to his employment at the expiration of ~is si~leave, the City Council may extend the period of leave with pay, particularly if in prior years the fUll sick leave allowance has not been used by tn. employee; but in no event shall sick leave with pay be granted for long than sixty days. (c) To receive compensation while absent on si~k leave, the employee shall notify his immediate superior. The appointing power, or Department Head, shall require evidence in the form of a physician's certificate, or otherwise, of the adequacy of the reason for any officer's or employee's absence during the time for whic~ si.ok leave is required. In the Case Of a Department Head he shall report same to the Personnel Clerk. The day and/ or parts of days for which sick leave is recommended by the appointing power, shall be re- ported to the PersOnnel Clerk monthly and/or at such other time as may be required by the City Council. Sick leave shall not be considered as a privilege which any employee may use at his discretion, but shall be allowed only in case of necessity and actual sickness or dis ability. Sec. 3. "Leave of Absence": An appointing authority may grant a permaner~ employee leave of absence without pay for not to exceed one year. No leave of absence without pay sn-ll be granted except upon written request of tn, employee. Whenever granted, such leave shall be in writing and signed by the appointing authority, and a copy filed with the Personnel Clerk. Failure on the part of an employee on leave to report promptly at its expiration, or within a reasonable time after notice cf return to duty, shall be cause for dis charge. Sec. 4. "Hours of Work": All offices of the city,, except those for whic~ special regulations are .~ required, shall be kept open for business on all days of the year except Sundays and holidays continuously from nine A.M..until five P. M. on week days and from nine A.M. until twelve noon on Saturdays. Employees ot~er t~an those in offices shall be required to work "~ minimum of eight hours on week days and four hours on Saturdays. Employees for whom necessity requires a different schedule than that generally applied, shall work according to regulations prepared by the respective supervising official and~ approved by the City Council. Sec. §. "Attendance": k~mployees in the competitive service shall be in attendance at their work in accordance with the rules regarding hours of work, holidays, and leaves. All departments shall keep daily attendance records of competitive employees which shall be reported to the Personnel Clerk in the form and on the dates he shall specify. Sec. 6. "Holidays": Municipal offices shall be closed on the following legal holidays: New Year' s Day, Lincoln' s Birthday; ~shington' s Birthday; Memorial DayS Independence Day: Admission Day; Labor Day; ColUmbus Day; Armistice Day; Christmas Day; every day on which au election is held throughout the state, and every day appointed by the President of the United States _or by the, Governor of the State of California for a public feast, thanksgiving or holiday and which is not designated as a special o~.~limit- ed holiday. When a holiday falls on Sunday the following Monday snail be observed. RULE XI SALARY ADJUBTN~N TS ,, Sec. 1. Advancement": Salary advancement shall not be automatic but shall depend upon increased service value of an employee to the city as exemplified by recommendations of his supervising official, length of service, performance record, special training under taken, or other pertinent evidence. Sec. 2. "Reduction": Salary reductions ~ may be made as a result of an employee's d~mlnished service value, decreased cost of living, simplification of his duties, recommen ation of Department Head, or prevailing rates of pay for comparable work in other public c private employment. RULE XII CHANGES IN EMPLOYMENT STATUS Sec. 1. "Transfer": After notice to the Personnel Clerk, an employee may be trans- ferred at any time from~one position to another position in t~e same or comparable class. If the transfer involves a change from the Jurisdiction of one supervising official to another, both must consent t~ereto unless the City Council o~ders the transfer for purposes of economy or efficiency. Transfe~ s~all not be used to effectuate a promotion, demotion, advancement, or reduction, each of which may be accomplised only as provided in these rules. Ne person snail be transferred to a position for which he does not possess the minimum qualifications. Sec. 2, "P~emotion#: Insofa~ as practicable and consistent with the best interests of the service, all vacancies in the competitive service small be filled by promotion from within the competitive service, after a promotional examination has been given and a pro- motional list established. If, in the opinion of the appointing power, a vacancy in the higher position could be filled better by an open, competitive examination instead of a closed, promotional examination, and if there is not already a promotional list for the hgiher l~osition, which list has not been abolished and from which the vacancy could be filled, then the appoint- ing power may instruct the Personnel Clerk~ to cai for applications for the vacancy arrange for an open, competitive examination and for the preparation and certification of a promotional list. Sec. 3. "Demotion": The appointing power may demote an employee whose ability to per~orm his required duties falls below standard, or for disciplinary purposes. Upon request of the employee, and with consent of the prespective supervising official, de- motion may be made to a vacant position as a substitution for lay-off. No employee small be demoted to a position for which he does not possess t~e minimum qualifications. RULE XIII SEPARATION FROM THE SERVICE Sec. 1. "Suspension": The appointin~ power or Department Head may suspend a subordinate employee from his position at any time for the good of the servic$ for a disciplinary purpose, or for ortner Just cause. Suspensions shall be reported inzmediately to the Personnel Clerk by the appointi~ power or Department Head. Whenever it is the intention of the appointing power to discharge an employee in the competitive service, ~e shall first enter an order for suspension without pay. The period of suspension shall extend until t~e time allowed for an answer to the c~arges has lapsed, or if an appeal be taken to the Board of Review, then the suspension peri'Od shell extend until the written findings and recommendations of the Board have been submitted. No appointment except a temporary appointment shall be made to fill the vacancy until the period of suspension has ~apsed and the employee is finally discharged. Sec. 2. "Discharge": An employee in the competitive service may be discr~raged at any time by the ~ appointing power, but if t~e probationary period has been completed, then such discharge must be for a stated cause. Any employee who has been discharged shall be entitled to receive a written statement of the reasons for such actions as provided in the personnel ordinance and these rules. Sec. 3. "Lay-off": The appointing power may lay off an employee in the com- petitive service because of material changes in duties or organization or shortage of work or funds. The appointing authority shall notify t~e Personnel Clerk of the action with reasons therefor, and a statement certifying whether or not the sex-vices of the employee have been satisfactory. If certified as having given satisfactory service, the name of t~e employee laid off shall be placed on the appropriate employment list as pro- vided by these rules. Sec. 4. "Resignation":r Au employee wishing to leave the competitive ~ex-vice in good standing shall file with the supervising official a w~itten resignation stating the effective date and reasons for leaving. The resignation small be forwarded to the Per- sonnel Clerk with a statmment by the appointing-power or Department Head as to the resigned employee's service performance and ot~er pertinent infonnation concerning the cause for resignation. With the approval of the appointing power, an employee who has resigned with a good record may be reinstated from the employment list to his former position, if vacant, o~ to a vacant position in the same or comparable class. arrange for an open, competitive examination an~ fo~ the preparation and certification of a promotional list. Sec. 3. "Demotion": The appointing power may demote an employee whose ability to per~orm his required duties falls below standard, or for disciplinary purposes. Upon request of the employee, and with consent of the prespecttve supe~vislng official, de- motion may be made to a vacant position as a substitution for lay-off. No employee shall be demoted to a position for which he does not possess the minimum qualifications. RULE XIII SEPARATION FROM THE SERVICE Sec. 1. "Suspension": TD~ appointing power or Department Head may suspend a subordinate employee from his position at any time for the good of the servic$ for a disciplinary purpose, or for other Just cause. Suspensions shall be reported immediately to the Personnel Clerk by the appointing power or Department Head. Whenever it is the intention of the appointing power to discharge an employee in the competitive service, he shall first enter an order for suspension without pay. The period of suspension shall extend until the time allo~ed for an answer to the charges has lapsed, or if an appeal be taken to the Board of Review, then the suspension period shall extend until the written findings and recommendations of the Board have been submitted. No appointment except a temporary appointment shall be made to Pill the vacancy until the period of suspension has Xapsed and the employee is finally discharged. Sec4 2. "Discharge": An employee in the competitive service may be discnraged at any time by the ~ appointing power, but if the probationary period has been completed, then such discharge must be for a stated cause. Any employee who has be'eh discharged shall be entitled to receive a written statement of the reasons for such actions as provided in the personnel ordinance and these rules. Sec. 3. "Lay-off": The appointing power may lay off an employee in the com- petitive service because of material changes in duties or organization or shortage of work or funds. The appointing authority shall notify the Personnel Clerk of the action with reasons therefor, and a statement certifying whether or not the services of the employee have been satisfactory. If certified as having given satisfactory service, the name of the employee laid off shall be placed on the appropriate employment list as pro- vided by these rules. Sec. 4. "Resignation":. An empleyee wishing to leave the competitive ~e~vice in good standing shall file with the supervising official a w~ttten resignation stating the effective date and reasons for leaving. The resignation shall be forwarded to the PeP- sonnel Clerk with a statement by the appointing-power or Department Head as to the resigned employee's service performance and other pertinent information concerning the cause for resignation. With the approval of the appointing power, an employee who has resigned with a good record may be reinstated from the employment list to his former position, if vacant, oP to a vacant position in the same or comparable class. RULE XIV APPEAL~ AND HEARING~ Sec. 1. "Complaints" Any employee in the competitive service shall have the right to appeal to the Board.of Review relative to any situation affecting his employment status or conditions of employment, except in instances where the right of appeal is pro- hibited by the personnel ordinance or these rules. The employee may appear before the Board at any of its public meetings to request a hearing of his complaint, or such com- plaint may be filed in writing with the Personnel Clerk. It shall be the duty of the Personnel Clerk to inform each of the Board nembers and the appointing power or other person complained against of t~e filing of the complaint. Sece 2. "'Investigations and Hearings": Upon the making of any complaint, the Board of Review shall make such investigation as it may deem necessary. In cases where the employee is entitled to a hearing as a matter of right, such as in insta~ce~ of de- motion, reduction or disct~arge, and in other cases whenever the Board shall deem it ad- visable to hold a hearing, such hearing shall be held within twenty days after the re- quest for the ..hearing was made. In all hearings the mpplicable provisions of the per- sonnel ordinance shall apply. Whenever a hearing on any complaint is to be held, the Personnel Clerk shall notify the person requesting the hearing and the appointing power or other officer from whose action the appeal is being taken, of the time and place of tl~ hearing and shall publicly post at such places as tt~e Board shall prescribe, a notice of t~ time and place of the hearing. Unless incapacitated, t~e person making the complaint shall appear personally before the Board at the hearing. Upon t~e conclusion of any investigation or hea~ing, the Board shall cause its find- ings and recommendations to be p~epared in writing and shall certify the same. Such findings shall be countersigned and Filed as a permanent reco~d by the Personnel Clerk. The Personnel Clerk shall deliver a certified copy of such findings and recommendations to the City Council or other officer or employee affected by such fimiings and re- commendations, or from whose action the appeal was taken. If, due to t~e absence from the city, or the illness or disability of a majority of the Board, any employee would be deprived of the right of a hea~ing by t~e Board, in t~e event he were laid off, demoted, reduced or discharged, the appointing power shall defer action until the Board is able to ~Anction, unless the case be an emergency, in which event the appointing power may suspen the employee until the Board is able to function. ~ RU~E XV TRAINING OF EMPLOYEES Sec. 1. "Responsibility for training": Responsibility for developing training pro- grams for employees s~all be assumed Jointly by the City Council and Department Heads. Suc~ training programs may include lecture courses, demonstrations, assignment of read- ing matter or suc~ other devices as may be available for the purpose of improving the efficiency and broadening the knowledge of municipal officers arzl employees in the per- formance of their respective duties. Sec. 2. "Credit for training": Participation in and successfal completion of specia training courses may be considered in making advancements and promotions. Evidence of such activity shall be filed by the employee with the Personnel Clerk. RULE XVI Reports and Records Sec. 1. "Roster Cards":. The Personnel Clerk shall maintain a service or roster card for each employee in the servi ce of the city showing t~e name, title of position held, the department to which assigned, salary, changes in employment status, and such other information as may be considered pertinent. Sec. 2. "Change-of-Status Report": Ever~ appointment, transfer, promotion, demotion change of salary, and any o~her temporary or permanent c~ange in status of employees s~l be reported to the Personnel Clerk in such manner as may be prescribed by these rules and regulations. Sec. 3. "Destruction of Records": Examination and roster or payroll cards shall be kept permanently. Ail other records relating to personnel, including correspondence, applications, examinations ar~ reports~ may be destroyed after five years. -0- 0-0-0-0-0- I hereby certify th~ foregoing to be a true copy of resolution adopted by the City Council of the City of South San Francisco, California, at a regular meeting thereof' held on the 15 day of February, 1~3, by the following vote of the members thereof: Ayes, and in favor thereof, Councilmen: Reese Lloyd, M.~Minucciani, ~. W. Ratto Noes, Councilmen George W. Holston, Victor Boido Absent, Councilmen None (Seal) Daniel McSweene y City-Clerk of the City~of South San Francisco Approv ed: D. W. Ratto Mayor