Can you provide a Manager's Guide to Working with a Merit System?
October 16, 2001
Personnel Commissions and Civil Service Commissions were formed in the late 1800's and early 1900's at the Federal and State levels as a response to "patronage" systems where govenment employees were hired as a result of election paybacks for political support. This "spoils system" allowed for arbitrary hiring and firing of employees and failed to promote the efficiency and economy of public service. In 1936, the first Merit System Law was established for school districts in California.
What is the responsibility of the Personnel Commission in the District?
The California Education Code is very specific about the employment processes and practices for Classified employment. The Personnel Commission is tasked with fulfilling the mandates of the Education Code.
In practical terms, what is the TUSD Personnel Commission responsible for?
In a nutshell, the Personnel Commission is responsible for the Classification of new and existing jobs, Recruitment and Testing of candidates for employment, and the Certification processing of candidates for hiring.
How do I fill a vacant position and what are the steps?
A general summary of the process is outlined below. The Personnel Commission’s Rules and Regulations of the Classified Service provide further details -- and prevail over anything below.
1. The Request - Classified Personnel Requisition
The "requisition," sometimes called the request, is the first important step in filing a vacancy. Both the TUSD Human Resources Services and the Personnel Commission have copies of the Classified Personnel Requisition form available for you.
Fill out the request early, as soon as you know you have, or are going to have a vacancy.
Complete the request including details such as work hours, special duties, assignments, skills and training. The more information supplied, the easier it will be for us to communicate to possible candidates and the process moves faster and smoother for everyone.
2. The Time Frames
When you have a vacancy, the Commission staff will either have a list of qualified candidates or will need to recruit.
If we have a current eligibility list, we can send the top 3 ranks to you within 2-4 days (Note: There may be more than one person in each rank).
If we have a list, we will contact the persons in the top 3 ranks on the list by phone to inquire whether they are interested in the position as described on your requisition.
If we need to recruit, the process will usually take 4 to 6 weeks.
3. The Recruitment Process
As soon as we receive the request or requisition form we do the following:
Review the request completely and contact you with any questions.
Perform the necessary checks, such as when the position will be vacant, the classification is correct, the pay range is current, and similar matters.
Develop an announcement and distribute it.
Accept and screen (evaluate) applications to verify that minimum qualifications and experience and education requirements are met.
Develop and administer the appropriate job related tests (including written, oral, and performance examinations).
Work with and notify the applicants of the process and notify them as to how they did.
Develop lists of qualified candidates.
Prior to sending the list to you, call the top ranking candidates to insure that they are still interested and available for work.
4. The Hiring Interview
When you receive the list of top 3 qualified candidates:
Call and interview all candidates before making your decision.
Document factors used in selecting a candidate to fill the vacancy.
Discuss with your Supervisor/Manager/Assistant Superintendent the decision to extend an offer to a candidate.
Return your selection and the eligibility list to Human Resources Services for further processing.
Return the interview ratings to the Personnel Commission staff.
5. Helpful Suggestions
Complete the requisition form as soon as possible.
Fill it in completely.
Encourage people to apply.
Suggest recruitment sources.
Provide more information to get better qualified candidates to consider.
Get involved.
Provide feedback.
6. How To Reach Us
TUSD Personnel Commission, 2335 Plaza del Amo. Torrance, CA 90509, Phone: (310) 972-6342; FAX (310) 972-6345.
