SANTA CRUZ COUNTY
PERSONNEL ADMINISTRATIVE MANUAL

PURPOSE:

To provide an efficient way for departments to proceed through the interviewing process and effect a hire as quickly as possible.


LEGAL BASIS:

Civil Service Rules VI.D.

"Certification Methods - While the Personnel Director may refer an entire eligible list to a department, the appointing authority may consider, as a maximum, those eligibles which are certifiable as provided elsewhere in these rules.

If more than one vacancy in the same class is involved, one additional eligible may be considered for each additional vacancy."


POLICY:

The Personnel Department will provide the entire eligible list to a department upon request by that department under two options: 1) The classification requires a background investigation and the class is unique to the department OR 2) The department has requested the entire eligible list to prevent delays involved in contacting Personnel for additional names. 

PROCEDURE:

1. Eligible lists where the classification requires a background investigation and the classification is unique to the department.
   
   
   1. The Personnel Department will identify classifications where a background investigation is required.
      
      
   2. Upon establishment of an eligible list, the Personnel Services Division will provide a copy of the entire eligible list to the department. This list will be in the order of certification.
      
      
   3. To fill a vacancy, the department must request a current certification pursuant to Section 130 "Appointment and Probation", Section VI.
      
      
   4. Departments may request updated copies of the entire list as changes occur.
      
      
2. Referral of the entire eligible list where the department has made a request to prevent delays involved in contacting Personnel for additional names. 
   
   
   1. Departments may request the entire eligible list at the time of certification to prevent delays involved in contacting Personnel for additional names. Departments may request Personnel to survey the entire eligible list for candidates' availability prior to certification.
      
      
   2. Personnel shall prepare a copy of the entire eligible list and attach it to the formal certification. Both documents will be prepared in accordance with Civil Service Rules Section V. Tie scores will be noted on both documents.
      
      
   3. As candidates withdraw from consideration in compliance with Civil Service Rules on Certification, departments may move down the eligible list, and consider the next candidate in order of certification. The name of each new candidate considered will be added to the certification form and the department will document the results of the contact and/or interview of the candidate.
      
      
   4. The appointing authority must comply with all certification and appointment rules for a valid hiring. It is recommended that prior to making a job offer, the department submit the completed certification form to Personnel for review.

    

3. Personnel Services Division staff will be available to assist the departments with clarification of certification and interview requirements.