SANTA CRUZ COUNTY
PERSONNEL ADMINISTRATIVE MANUAL

PURPOSE:

To provide appointing authorities with the ability to obtain as much information as is available on candidates to assist them in making a selection of the best possible applicant. Information is to be made available during the selection process subsequent to certification from an eligible list by the Personnel Department.


LEGAL BASIS:

Civil Service Rule V.A. - Purpose of Examination.

POLICY:

1. Civil Service Rule V.A. states "Purpose of Examination: A system of examination is to be used to determine whether candidates meet the standards and qualifications, and further to determine the relative qualifications of candidates to perform the duties of the positions they seek."
   
   
2. It is the policy of the Personnel Department to provide to appointing authorities, upon request, information about candidates acquired during the examination process as follows:
   
   
   1. Applications: These will be copied and sent to appointing authorities for those individuals certified. Information not pertaining to contact information, education or experience of the candidate will not be copied.
      
      
   2. Supplemental Applications: These will be copied and attached to applications sent to appointing authorities for those individuals certified.
      
      
   3. Exams Materials: When essay, writing or skill performance sample examinations are administered as part of the exam process, the appointing authority may request review of the material for those individuals certified for the vacancy. These materials will be reviewed in the Personnel Department. No copies will be made, nor will the originals be taken out of the Personnel Department.
      
      
   4. Examination Panel Feedback: Appointing Authorities are encouraged to convene with the examination panel during the debriefing process with the Personnel analyst.
      

3. Departments using this policy understand the importance of test security and that the materials described above are to be treated as confidential. The department shall consider test security in determining who is authorized to have access to this information and where materials sent to the department will be maintained. Personnel staff will provide consultation and assistance upon request.
   

PROCEDURE:

Through discussion with the Personnel Analyst assigned the recruitment, appointing authorities will identify the desired information to be made available at the time of certification. This will be documented on the certification request form so that arrangements can be made at the point of certification.