certification of eligibles in the classified service 1. must meet the mets for the job title being...

Certification of Eligibles

in the

Classified Service

June 27, 2014

TABLE OF CONTENTS

FILLING A CIVIL SERVICE-COVERED POSITION _____________________ 1

Options for Filling a Civil Service-Covered Position with Examination ________ 2 Code 11 – Employment Certification ___________________________________________ 3 Code 12 – Agency Employee Certification _______________________________________ 3 Code 13 – Agency Promotion Certification ______________________________________ 3 Code 14 – Interagency Employee Certification ___________________________________ 3 Code 15 – Commonwealth Agency Employee Certification__________________________ 3 Code 16 – Commonwalth Interagency Employee Certification _______________________ 4 Code 21 – Veteran’s Preference Certification – SSN Input __________________________ 4 Code 22 – Veterans’ Preference Certification ____________________________________ 4 Code 35 – Provisional Appointment ____________________________________________ 4 Code 37 – Selective Employment Certification ___________________________________ 4 Code 38 – Agency Selective Employee Certification _______________________________ 4 Code 39 – Interagency Selective Employee Certification ___________________________ 4 Code 50 – Seniority Promotion Certification _____________________________________ 4

Options for Filling a Civil Service-Covered Position without Examination ______ 5 Code 27 – Reassignment ____________________________________________________ 5 Code 28 – Involuntary Demotion ______________________________________________ 6 Code 29 – Voluntary Demotion _______________________________________________ 6 Code 31 – Preferred Reemployment Certification ________________________________ 7 Code 40 – Reinstatement ____________________________________________________ 7 Code 60 – Competitive Promotion without Examination ____________________________ 8 Code 61 – Promotion as a Result of Reclassification ______________________________ 8 Code 62 – Promotion without Examination, Collective Bargaining Agreement ___________ 8 Code 63 – Promotion as a Result of Reclassification, Collective Bargaining Agreement ___ 8 Code 64 – Act 285 Promotion without Examination ________________________________ 8 Code 66 – Noncompetitive Promotion without Examination _________________________ 9 Code 70 – Mandatory Reemployment after Furlough, Non-Collective Bargaining ________ 9 Code 72 – Optional Placement after Furlough, Non-Collective Bargaining ______________ 9

Blanket Certification Numbers _________________________________________ 10

REQUESTING A CERTIFICATION OF ELIGIBLES (CIVIL SERVICE LIST) _ 14

Selective Certification________________________________________________ 18

Certification Miscellaneous Notes ______________________________________ 19 Pending Certifications______________________________________________________ 19 Temporary Appointments ___________________________________________________ 19 Cancelling a Certification ___________________________________________________ 19 Certification Extensions ____________________________________________________ 19

SURVEYING ELIGIBLES ON A CERTIFICATION OF ELIGIBLES ________ 20

Form SCSC-98, Availability Survey/Interview Notice ______________________ 22

Annotating a Certification of Eligibles __________________________________ 23

Reminders _________________________________________________________ 26 Unsigned Form SCSC-98 ___________________________________________________ 26 Form SCSC-98 Used as an Interview Notice ____________________________________ 26 Eligible Responds to Form SCSC-98 Other Than in Writing ________________________ 26 Eligible Did Not Respond to Form SCSC-98 ____________________________________ 27 No Available Eligibles ______________________________________________________ 27 Removal of Eligible from Certification _________________________________________ 27 Blank Form SCSC-98 ______________________________________________________ 27

Returning Certification of Eligibles to SCSC ____________________________________ 27

USING A CERTIFICATION OF ELIGIBLES __________________________ 28

Establishing a Valid Rule of Three _____________________________________ 28

Veterans’ Preference ________________________________________________ 28

Age Preference _____________________________________________________ 28

Passovers _________________________________________________________ 29

Examples __________________________________________________________ 29 Rule of Three Consists of Three Eligibles ______________________________________ 29 Rule of Three – Tie Scores _________________________________________________ 29 Eligible with Veteran’s Preference in the Rule of Three ____________________________ 30 Eligible with Age Preference in the Rule of Three ________________________________ 31 Making Multiple Appointments from a Certification of Eligibles ______________________ 31 Fewer Than Three Available Eligibles _________________________________________ 33 County, District and Region Lists _____________________________________________ 34

Using a Code 50, Seniority Promotion Certification (State Agencies Only) ____ 34

Using a Code 35, Provisional Appointment, AEP _________________________ 36

Using a Certification of Eligibles for Reemployment after Furlough __________ 38 Mandatory Reemployment after Furlough, Non-Collective Bargaining – Code 70 _______ 38 Optional Placement after Furlough, Non-Collective Bargaining – Code 72 _____________ 39 Furlough Reemployment List Inquiry and Furlough Reemployment Names List Inquiry ___ 39

DEFINITIONS __________________________________________________ 41

TABLE 1: AGENCY CODES ______________________________________ 44

TABLE 2: COUNTY CODES ______________________________________ 45

TABLE 3: CIVIL SERVICE MANAGEMENT DIRECTIVES _______________ 46

TABLE 4: ACRONYMNS _________________________________________ 48

TABLE 5: FAQs FROM LOCAL GOVERNMENT AGENCIES ____________ 49

1

CERTIFICATION OF ELIGIBLES IN THE CLASSIFIED SERVICE

The Pennsylvania State Civil Service Commission (SCSC) provides agencies with several

options for filling classified service vacancies. These options can be grouped into two

categories of certifications. The first category of certification options pertains to candidates

who have successfully passed an SCSC administered examination for the job title being

filled and meet the minimum experience and training requirements (METs) and

Pennsylvania residency requirements, if applicable. The second category of certification

options allows current or former civil service-covered employees who meet the METs and

Pennsylvania residency requirements, if applicable, to be considered for a job title without

taking an examination, provided they meet the applicable criteria associated with the

option being used. This manual serves as a guide on the policies and procedures

associated with these options when filling classified service positions.

Terminology

A classified service position is often referred to as being civil service-covered.

Therefore, these terms may be used interchangeably.

A Certification of Eligibles may be referred to as a certification or as a civil service

list.

FILLING A CIVIL SERVICE-COVERED POSITION

The first step when filling a civil service-covered position is to ensure that the position is

properly classified.

After identifying the appropriate job title, verify that no one holds rights to the position.

Situations involving individuals who may have rights to the position include the following:

An employee on a civil service leave of absence in accordance with Management

Directive 580.30, Amended, Civil Service Leave of Absence and Return Rights. An

employee who was on a civil service leave of absence, but was unable to be

returned, is placed on a Preferred Reemployment Certification (Code 31).

Individuals on a Code 31 have rights to the position being filled unless there is a

person on a current civil service leave of absence who has a right to the position

being filled. Reminder: If an employee was on a civil service leave of absence for

medical reasons and the agency was unable to place the employee after being

medically cleared to return to employment, or if the agency places the employee in

a different job title from which the civil service leave of absence was granted, the

agency must notify the SCSC by providing the employee’s name, SSN, job title, job

code and the applicable notification letters to the SCSC Bureau of Policy and

Information Services by email at [email protected] or by mail at SCSC Bureau of

Policy and Information Services, Strawberry Square Complex, 320 Market Street,

P.O. Box 569, Harrisburg, PA 17108-0569. In accordance with Management

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Directive 580.30, Amended, the SCSC will place this employee on a Preferred

Reemployment Certification.

An employee furloughed in accordance with Manual 580.2, Amended, Furlough of

Classified Service Employees Not Covered by Labor Agreements, who was placed

on a Mandatory Reemployment after Furlough Certification, Non-Collective

Bargaining (Code 70). If a Code 31 exists for the civil service-covered position

being filled, the agency may not use a Code 70 to fill the position.

An employee furloughed in accordance with the provisions of a labor agreement

who is being placed as a result of placement or recall rights stated in the labor

agreement.

Reminder: If the position being filled was previously held by a regular civil service

status employee who left the position to accept a promotion to another civil service-

covered position, the employee has an absolute right of return for the first three months

from the effective date of the promotion. If the probationary status employee does not

successfully complete the probationary period, the employee must be returned to the

previous position or job title. Also, in accordance with Management Directive 580.8,

Amended, Classified Service Probationary Periods, at any time after the first three

months of the probationary period until the completion of the probationary period, the

employee may request to be returned to the previous position or job title, but it is at the

agency’s discretion to return the employee.

After ensuring that no one holds rights to the civil service-covered position being filled, the

next step is to choose the option(s) being used to fill the position. The agency is

responsible for choosing the option(s) that will provide the best candidate pool for filling the

position. An agency may choose to use one, all or any combination of options. If the

position is subject to a labor agreement, the labor agreement may dictate options that must

be used.

OPTIONS FOR FILLING A CIVIL SERVICE-COVERED POSITION WITH EXAMINATION

Criteria for individuals to appear on a Certification of Eligibles (civil service list):

1. Must meet the METs for the job title being filled.

2. Must meet the Pennsylvania residency requirements, if applicable.

3. Must have passed an SCSC administered examination for the job title.

4. Must have indicated a willingness to work in the county in which the position will be

located. For example, if the agency requests a certification for Dauphin County,

eligibles must have selected Dauphin County as one of the counties that they are

willing to accept employment. Exceptions: Agencies utilizing statewide lists will

receive the names of all candidates regardless of which counties the eligibles

selected on their civil service application. Agencies that opt to use contiguous

county lists will receive the names of eligibles from the county where the position is

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located and the names of eligibles who selected any of the counties which border

that county. Agencies using district or region lists will receive the names of eligibles

who selected any of the counties within the established district or region.

5. Must have selected the applicable type of employment on their civil service

application. Eligibles may choose Career Appointment (Standard workweek, year

round), Part-Time (Less than standard workweek, usually year round), Temporary

up to 12 months (Standard workweek) or Seasonal (Standard workweek, less than

year round). For example, if an agency is filling a full-time position, only eligibles

who have selected Career Appointment will appear on the civil service list

requested.

The Rule of Three applies to all of the certifications created as a result of an SCSC

administered examination, except for Codes 21, 22, 35 and 50. In addition, the Rule of

Three does not apply to Codes 31, 70 or 72. Refer to page 28 of this manual for additional

information on the Rule of Three. Veterans’ preference also applies to certifications

created as a result of an SCSC administered examination, except for Codes 13, 15, 16

and 50. Refer to page 28 of this manual for additional information on veterans’ preference.

CERTIFICATION WITH EXAMINATION TYPES

CODE 11 – Employment Certification. Contains the names of applicants who meet the

criteria.

CODE 12 – Agency Employee Certification. Contains the names of regular and

probationary civil service status employees of the agency who meet the criteria.

CODE 13 – Agency Promotion Certification. Contains the names of regular and

probationary civil service status employees of the agency who meet the criteria and for

whom movement into the position being filled represents a promotion. In order to appear

on this civil service list, the employee must have passed the SCSC administered

examination while employed in a probationary or regular civil service status position.

CODE 14 – Interagency Employee Certification. Contains the names of regular and

probationary civil service status state and local government employees who meet the

criteria.

CODE 15 – Commonwealth Agency Employee Certification. For state agency use

only, contains the names of probationary and regular civil service status state employees

of the agency and non-civil service state employees of the agency who meet the promotion

criteria set forth in Management Directive 580.37, Amended, Promotion by Appointment

and Temporary Higher-Level Assignment of Unclassified Service Employees into the

Classified Service.

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CODE 16 – Commonwealth Interagency Employee Certification. For state agency use

only, contains the names of probationary and regular civil service status state employees

and non-civil service state employees of state agencies who meet the promotion criteria

set forth in Management Directive 580.37, Amended, Promotion by Appointment and

Temporary Higher-Level Assignment of Unclassified Service Employees into the Classified

Service.

CODE 21 – Veteran’s Preference Certification – SSN Input. Allows the agency to

request one or more veterans who meet the criteria by entering the veteran(s)’ social

security number(s) so only those names are referred.

CODE 22 – Veterans’ Preference Certification. Contains the names of all veterans who

meet the criteria.

CODE 35 – Provisional Appointment. Contains the names of candidates who are

qualified based on the results of an Accelerated Examination Program administered by the

SCSC Bureau of Personnel Assessment. When submitting a Request for Certification,

indicate “X” in the “Type List.” Refer to page 36 of this manual for additional information.

CODE 37 – Selective Employment Certification. Contains the names of applicants who

meet the criteria and additional specific job criteria or possess special knowledge, skills or

abilities essential to the performance of certain jobs, as approved by the Executive

Director, SCSC, in accordance with Management Directive 580.15, Amended, Selective

Certification of Classified Service Eligibles.

CODE 38 – Agency Selective Employee Certification. Contains the names of

probationary and regular civil service status employees of the agency who meet the criteria

and additional specific job criteria or possess special knowledge, skills or abilities essential

to the performance of certain jobs, as approved by the Executive Director, SCSC, in

accordance with Management Directive 580.15, Amended, Selective Certification of

Classified Service Eligibles.

CODE 39 – Interagency Selective Employee Certification. Contains the names of

probationary and regular civil service status state and local government employees who

meet the criteria and additional specific job criteria or possess special knowledge, skills or

abilities essential to the performance of certain jobs, as approved by the Executive

Director, SCSC, in accordance with Management Directive 580.15, Amended, Selective

Certification of Classified Service Eligibles.

CODE 50 – Seniority Promotion Certification. Used by state agencies for job titles that

must comply with promotion by examination provisions of a collective bargaining

agreement. Refer to page 34 of this manual for additional information.

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OPTIONS FOR FILLING A CIVIL SERVICE-COVERED POSITION WITHOUT

EXAMINATION

*If an employee is changing job titles, a certification (SCSC issued or blanket) is needed.*

To request any of the following certifications (with the exception of Codes 31, 70 and 72),

submit Form SCSC-90, Request for Certification, and Form SCSC-1, Application for

Employment/Promotion, to the SCSC Veterans’ Preference and Certification Division at ra-

[email protected]. Job offers must not be made to employees until the Form SCSC-

90, Request for Certification, has been approved and issued by the SCSC (with the

exception of job offers resulting from use of Codes 31, 70 or 72 certifications.)

Note: If the employee for whom the certification is requested is currently on list for the job

title, has previously held the job title or the job title currently held is a higher or next lower

job title within the classification series, then Form SCSC-1, Application for Employment/

Promotion, would not be needed. For example, if a Budget Analyst 3 was being moved to

a Budget Analyst 1 or 2; or a Budget Analyst 3 was the selected candidate for a Budget

Analyst 4, Form SCSC-1, Application for Employment/Promotion, would not be needed.

Terminology

A qualified employee is an employee who meets the METs for the job title and the

Pennsylvania residency requirements, if applicable. Information on Pennsylvania

residency requirements may be found in Management Directive 580.18, Amended,

Pennsylvania Residency Requirements for the Classified Service. A listing of all job

titles for which Pennsylvania residency has been waived is located on the SCSC’s

HR Professional website at www.scsc.state.pa.us.

CERTIFICATION WITHOUT EXAMINATION TYPES

CODE 27 – Reassignment. The movement of a qualified regular or probationary civil

service status employee to a job title with the same maximum salary. In accordance with

Management Directive 580.26, Amended, Transfer or Reassignment of Classified Service

Employees, regular civil service status employees who are reassigned will retain regular

civil service status unless the movement is to a trainee job title, in which case the

employee will be placed in probationary civil service status for the designated trainee

probationary period. Probationary civil service status employees reassigned may continue

to serve the remainder of their probationary period in the new position or may be required

by the hiring agency to serve a new, full civil service probationary period as a condition of

the reassignment. Reference should be made to Management Directive 580.8, Amended,

Classified Service Probationary Periods, for applicable policies and procedures. Forms

SCSC-90 and SCSC-1 are not required if the civil service status employee is being

reassigned to a job title previously held or to a job title for which the employee is currently

on list; use blanket certification number 99027 to process the reassignment.

mailto:[email protected]


http://www.scsc.state.pa.us/

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Note: Reassigned employees do not have a right of return to the former job, unless the

reassignment pertains to a regular civil service status employee moving to a probationary

civil service status trainee position. During the training period, including extensions

thereof, trainees who do not successfully complete the probationary period are to be

returned to the previously held job title. In addition, during the first three months of the

training, employees who request return to their former regular civil service status position

are to be returned to the job title previously held, but are not guaranteed to be placed in

the exact position previously held.

CODE 28 – Involuntary Demotion. The involuntary movement of a qualified regular or

probationary civil service status employee to a job title with a lower maximum salary.

Regular civil service status employees who are involuntarily demoted shall retain regular

civil service status, unless placed in a trainee job title, in which case probationary civil

service status will be assigned. Probationary civil service status employees involuntarily

demoted may continue to serve the remainder of their probationary period in the new

position or may be required by the agency to serve a new, full civil service probationary

period as a condition of the demotion. Reference should be made to Management

Directive 580.8, Amended, Classified Service Probationary Periods, for applicable policies

and procedures. Forms SCSC-90 and SCSC-1 are not required if the civil service status

employee is being demoted to a job title within the same class series; or to a job title

previously held; or to a job title for which the employee is currently on list; use blanket

certification number 99028 to process the demotion.

CODE 29 – Voluntary Demotion. The movement of a qualified regular or probationary

civil service status employee who requests movement to a job title with a lower maximum

salary. In addition to submitting Forms SCSC-90 and SCSC-1 as indicated above,

certification requests for voluntary demotions must include written notification from the

employee requesting a demotion. Examples of acceptable notification include letters,

memos, emails or job bids on which the employee indicates that a request for voluntary

demotion is being made. Regular civil service status employees who are demoted will

retain regular civil service status unless the movement is to a trainee job title, in which

case the employee will be placed in probationary civil service status for the designated

trainee probationary period. Probationary civil service status employees voluntarily

demoted may continue to serve the remainder of their probationary period in the new

position or may be required by the hiring agency to serve a new, full civil service

probationary period as a condition of the demotion. Reference should be made to

Management Directive 580.8, Amended, Classified Service Probationary Periods, for

applicable policies and procedures. Forms SCSC-90 and SCSC-1 are not required if the

civil service status employee is being demoted to a job title within the same class series; or

to a job title previously held; or to a job title for which the employee is currently on list; use

blanket certification number 99029 to process the demotion. Note: Voluntarily demoted

employees do not have a right of return to the former job, unless the demotion pertains to

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a regular civil service status employee moving to a probationary civil service status trainee

position. During the training period, including extensions thereof, trainees who do not

successfully complete the probationary period are to be returned to the previously held job

title. In addition, during the first three months of the training, employees who request

return to their former regular civil service status position are to be returned to the job title

previously held, but are not guaranteed to be placed in the exact position previously held.

CODE 31 – Preferred Reemployment Certification. Contains the names of probationary

or regular civil service status employees who were granted a civil service leave of absence

in accordance with Management Directive 580.30, Amended, Civil Service Leave of

Absence and Return Rights, but were unable to be returned to the job title from which the

civil service leave of absence was granted. Employees will be removed from the preferred

reemployment list when the employee accepts or rejects a reemployment offer made by

the agency in the job title from which the leave was granted at any location for which the

employee indicated availability to the SCSC; or when the one year preferred

reemployment period has expired, if no position has been offered.

CODE 40 – Reinstatement. Used to return a qualified employee to a position in any job

title equal to or lower than a job title in which the employee held regular civil service status,

provided the employee left in good standing. Forms SCSC-90 and SCSC-1 are not

required if the employee is being reinstated to a job title in which regular civil service status

was held; or to a lower level job title within the class series in which regular civil service

status was held; or to a job title for which the employee is currently on list. In these

situations, use blanket certification number 99040 to process the reinstatement. In

accordance with Management Directive 580.23, Amended, Resignation from and

Reinstatement to the Classified Service, if a former employee is reinstated within two years

of a separation, the agency may waive the probationary period and reinstate the employee

with regular civil service status, unless the reinstatement is to a trainee job title, in which

case probationary civil service status will be assigned. If more than two years have

passed, the reinstated employee must serve the civil service probationary period

prescribed for the job title to which returned. When a regular civil service status employee,

whose work history does not indicate a break-in-service, has been returned from furlough,

downward reclassified or has demoted voluntarily to a lower level job title and is

subsequently promoted to a job title equal to or lower than the job title previously held, the

agency may waive all or part of the probationary period for the higher job title to which

being reinstated. For example, if a regular civil service status Administrative Officer 3

voluntarily demoted to an Administrative Officer 1 and five years later was reinstated to the

Administrative Officer 3 job title, the agency, at its discretion, may assign regular status to

the reinstated Administrative Officer 3 employee.

8

CODE 60 – Competitive Promotion without Examination. Used to promote a qualified

regular civil service status employee, based on meritorious service and seniority, into a

higher level position within a classification series or from a position that is in a logical

occupational, functional or career development relationship to the higher level position. In

addition to submitting Forms SCSC-90 and SCSC-1 as indicated above, certification

requests for competitive promotion without examination must include a copy of the

vacancy posting. Vacancy postings must be in compliance with policies and procedures

set forth in Management Directive 580.19, Amended, Promotion in the Classified Services

without Examination. Note: There is no blanket certification number for competitive

promotion without examination actions. In addition, Form SCSC-1 is not required if the

employee’s name is on a current eligible list for the job title to which promotion is

requested or if the employee occupies a position in the next lower job title in the same

class series to the higher level job title for the amount of time indicated in the minimum

experience and training requirements of the job specification.

CODE 61 – Promotion as a Result of Reclassification. Used to promote a qualified

regular or probationary civil service status employee due to the upward reclassification of

the position. If the effective date will be prior to the issuance of the certification, indicate in

the remarks area of Form SCSC-90, “The effective date of reclassification is (date).”

Forms SCSC-90 and SCSC-1 are not required if the employee is currently on list for the

job title or the reclassification is within the class series and the employee has held the next

lower job title within the series for the amount of time indicated in the minimum experience

and training requirements of the job specification; use blanket certification number 99061

to process the promotion.

CODE 62 – Promotion without Examination, Collective Bargaining Agreement. Used

to promote a qualified regular or probationary status employee who holds contractual

rights to the higher-level position. In addition to submitting Forms SCSC-90 and SCSC-1,

local government agencies must provide a copy of the relevant portion of the collective

bargaining agreement. State agencies may use blanket certification number 99062 to

process the promotion in accordance with the applicable collective bargaining agreement,

unless the promotion pertains to a Limited Term Clerk promoted to a Clerk 1 or a Limited

Term Clerk Typist promoted to a Clerk Typist 1, in which case blanket certification number

99001 should be used.

CODE 63 – Promotion as a Result of Reclassification, Collective Bargaining

Agreement. Used to promote a regular or probationary status employee due to the

upward reclassification of the position when both job titles are covered by the same

collective bargaining agreement. No documentation is required; use blanket certification

number 99063 to process the promotion.

CODE 64 – Act 285 Promotion without Examination. In accordance with Management

Directive 580.24, Amended, Promotion of Employees in Unskilled Positions into the

9

Classified Service, unskilled employees in job titles identified in the directive may be

promoted into semi-skilled job titles indicated in the directive, provided the promotion is

based on seniority and meritorious service and the employee meets the minimum

experience and training requirements for the semi-skilled job title. Forms SCSC-90 and

SCSC-1 are not required if the employee is currently on list for the job title; use blanket

certification number 99064 to process the promotion.

CODE 66 – Noncompetitive Promotion without Examination. Used to promote a

qualified regular civil service status employee, based on meritorious service and seniority,

into a higher level position within a classification series or from a position that is in a logical

occupational, functional or career development relationship to the higher level position. In

addition, the employee must be the obvious selection for the position, e.g., he/she is the

only employee within the organization who would be eligible to be promoted into the

vacant position. In addition to submitting Forms SCSC-90 and SCSC-1 as indicated

above, certification requests for noncompetitive promotion without examination must

include written justification indicating why the selected employee is the obvious selection

for the position, the job description for the position the employee currently occupies and

the job description for the vacant higher level job title, and an organization chart that

clearly indicates the selected employee’s current position and the vacant position.

Management Directive 580.19, Amended, Promotion in the Classified Services without

Examination, may be referenced for additional information.

Code 70 – Mandatory Reemployment after Furlough, Non-Collective Bargaining. In

accordance with Manual 580.2, Amended, Furlough of Classified Service Employees Not

Covered by Labor Agreements, used to fill a vacant position by returning a furloughee who

has mandatory rights to the job title and agency from which furloughed. Refer to page 38

of this manual.

Code 72 – Optional Placement after Furlough, Non-Collective Bargaining. In

accordance with Manual 580.2, Amended, Furlough of Classified Service Employees Not

Covered by Labor Agreements, used to fill a vacant position by returning a furloughee to

the job title from which furloughed in an agency other than the furloughing agency or to a

job title in a pay grade equal to or lower than the furloughed position in any agency. Refer

to page 39 of this manual.

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BLANKET CERTIFICATION NUMBERS

Blanket certification numbers may be used for employment actions when a Form SCSC-1, Civil Service Application for Employment/Promotion, and a Form SCSC-90, Request for Certification, are not required. The agency must ensure that the employee meets the minimum experience and training requirements and necessary special requirements; must ensure that all other requirements are met, such as Pennsylvania residency, if applicable, and the proper civil service status is held; and must ensure that preferred and furlough reemployment lists are cleared prior to using a blanket certification number to process the action. All blanket certification number transactions are audited by the SCSC. 99001 Used by state agencies to promote a Limited Term Clerk (Job Code 00001) to a

civil service Clerk 1 (Job Code 00110) or a Limited Term Clerk Typist (Job Code 00002) to a civil service Clerk 1 (Job Code 00110) or a civil service Clerk Typist 1 (Job Code 00210). Employee must have contractual rights to the vacancy under the seniority provisions of the collective bargaining agreement.

99002 Used to return an employee from a civil service leave of absence to a civil service

covered position. May also be used by state agencies to return a non-civil service Clerk 1 or Clerk Typist 1, who was promoted due to contractual rights under the seniority provisions of a collective bargaining agreement, to a Limited Term Clerk (Job Code 00001) or a Limited Term Clerk Typist (Job Code 00002) position.

99027 Used to reassign a civil service covered employee to a job title previously held or

to a job title for which the employee is currently on list. Please note a reassignment is defined as the movement of an employee from one position to another position at the same maximum salary.

99028 Used to involuntarily demote a civil service covered employee within the class

series; or to a job title previously held; or to a job title for which the employee is currently on list. Please note a demotion is defined as the movement of an employee from one position to another position with a lower maximum salary. Note: This blanket certification number should not be used to return an employee to a previous position due to not successfully completing a probationary period (99738) or to process a downward reclassification action (99410).

99029 Used to voluntarily demote a civil service covered employee within the class

series; or to a job title previously held; or to a job title for which the employee is currently on list. Note: This blanket certification number should not be used to return an employee to a previous position due to not successfully completing a probationary period (99738) or to process a downward reclassification action (99410).

99033 Used by local government agencies to change an employee’s time work code. 99040 Used to reinstate a former regular civil service status employee who resigned or

otherwise left in good standing to a job title in which regular civil service status was held; or to a lower level job title within the class series in which regular civil

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service status was held; or to a job title for which the employee is currently on list. The reinstatement cannot be to a job title with a higher maximum salary than the job title for which the employee is eligible for reinstatement. Provisions of Management Directive 580.23 Amended, Resignation from and Reinstatement to the Classified Service, apply.

99040A Used by state agencies to reinstate a former civil service covered employee as an

annuitant to a job title in which regular civil service status was held; or to a lower level job title within the class series in which regular civil service status was held; or to a job title for which the annuitant is currently on list. Employees reinstated using blanket certification number 99040A must be placed in temporary civil service status. Provisions in Management Directive 580.23 Amended, Resignation from and Reinstatement to the Classified Service, apply.

99042 Used by a local government agency to transact the movement of a civil service

covered employee transferring to a state agency. 99061 Used to promote a civil service covered employee to a job title, for which the

employee is currently on list, due to the upward reclassification of his or her position. If both positions are covered by the same collective bargaining agreement or memorandum of understanding, refer to blanket certification number 99063.

99062 Used to promote a civil service covered employee without examination, based on

meritorious service and seniority, into a vacant position subject to the promotion provisions of a collective bargaining agreement or memorandum of understanding. The employee must meet the minimum experience and training requirements for the job title to which being promoted; and be the most senior bidding employee among members of the seniority unit, as determined by the agency.

99063 Used to promote a civil service covered employee due to the upward

reclassification of the position when both job titles are covered by the same collective bargaining agreement. The employee does not need to meet the minimum experience and training requirements for the higher level job, except for licensure or other legal standards, when required.

99064 Used to promote an employee pursuant to Act 285 to a job title for which the

employee is currently on list. Provisions in Management Directive 580.24 Amended, Promotion of Employees in Unskilled Positions into the Classified Service, apply.

99101 Used to appoint an employee to an agency, while simultaneously employed in

another agency, to a position for which the employee is currently on list or has previously held regular civil service status. [Dual employment]

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99109 Used to place an employee in a civil service covered position in accordance with Management Directive 580.35 Amended, Employees Placed in the Classified Service by Position Reallocation.

99110 Used for dual employment within the same agency and both job titles are the

same. If the employee holds regular civil service status in one position, the employee is to be given regular civil service status in the other.

99112 Used for dual employment within the same agency when job titles are different

and appointment is to a job title in which the employee previously held regular civil service status or to a job title for which the employee is currently on list. If regular civil service status is currently held in a higher or equal level job title, it must be held in both. If the employee is not currently on list or did not previously hold regular civil service status in the job title, submit a Form SCSC-90, Request for Certification, requesting a Code 27, Reassignment, in order to confirm eligibility, then process with 99112 to indicate the dual employment, and return the Code 27 to the SCSC to be closed.

99120 Used to return an employee to a position as a result of a civil service adjudication,

arbitrator’s decision or grievance settlement. 99130 Used to recall or reemploy a civil service covered furloughee, after a break-in-

service, in a job title to which entitled in accordance with a collective bargaining agreement or memorandum of understanding.

99162 Used to return an employee back to the civil service job title held immediately prior

to being placed in a Senior Management Service position. 99374 Used to transact the placement of a civil service covered furloughee, with no

break-in-service, through mandatory contractual rights; or, provided there has been no break-in-service, to reassign a civil service covered furloughee or move a civil service covered furloughee to a job title in a lower pay grade in which the employee previously held regular civil service status or is currently on list.

99400 Used to promote, reassign or demote an employee based on a civil service

adjudication, by direction of another legal entity, or as a result of an arbitrator’s decision or grievance settlement.

99410 Used to transact the downward reclassification of a civil service covered

employee. Provisions in Management Directive 580.28 Amended, Reallocation to a Lower Class in the Classified Service, apply.

99415 Used to promote an employee in a civil service covered trainee job title, who

successfully completes the training program, to the working-level job title. Provisions in Management Directive 535.5 Amended, Use of Trainee Classes in the Classified Service, apply.

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99474 Used by an agency when conducting a furlough to bump a civil service contract-covered employee, with no break-in-service, to any job title in which entitled within the furloughing agency in accordance with a collective bargaining agreement or memorandum of understanding.

99475 Used to promote a civil service covered employee, with no break-in-service, who

was moved into a job title with a lower pay grade as a result of a furlough. Movement must be to a job title for which the employee previously held regular civil service status or is currently on list.

99738 Used to return an employee in probationary civil service status as a result of a

promotion to the previously held regular civil service status position due to the employee exercising a right of return or not successfully completing the probationary period. Provisions in Management Directive 580.8 Amended, Classified Service Probationary Periods, apply.

99807 Used to transact the movement of a civil service covered employee who has been

reclassified to a non-civil service covered position. Please note the civil service covered employee retains civil service status.

99926 Used to return a regular civil service status employee who was placed in

probationary status as a result of reassigning or voluntarily demoting to a trainee-level job, back to the regular civil service status position due to the employee exercising a right of return or not successfully completing the probationary period. Provisions in Management Directive 535.5 Amended, Use of Trainee Classes in the Classified Service, apply.

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REQUESTING A CERTIFICATION OF ELIGIBLES (CIVIL SERVICE LIST) Agency employees with access to the SCSC Certification System may use the following procedures. Those agencies that do not have access may complete Form SCSC-90, Request for Certification, and submit it to [email protected] or by fax at 717.783.0419. From the SCSC Main Menu, enter option number 2 (Civil Service Certification System).

From the Agency Certification Menu screen, enter option number 1 (Request for Certification).


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Enter the applicable data on the Request for Certification.

Class Code – must be the job code for the job title being filled. A listing of all job titles and their applicable job specifications, including job codes, is located on the SCSC HR Professional website at www.scsc.state.pa.us under Exam Related Information. Requisition Number – the requisition number is assigned by the agency requesting the certification. It may be up to a maximum of six characters in length. It is recommended that the requests be made in sequential order, e.g., 001001, 001002, 001003, etc. In addition, an agency may not use the same requisition number more than once in the same calendar year. Department Code – a listing of department codes is on page 44 of this manual. Location Code – a listing of location (county) codes is on page 45 of this manual. Location Name – the name of the county in which the job is being filled. Bureau – the four digit bureau code for the position being filled. Shift – for agencies with 24 hour operations, identifies the shift to which the position will be assigned. Type Cert – indicate the type of civil service list being requested, e.g., 11, 12, 13, 14, 15, 16, 21, 22, 31, 35, 37, 38, 39, 70 or 72.


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SCSC-98 Diskette – enter N or Y, as applicable. Number of Positions – enter the number of positions to be filled. Number of Names – enter the number of applicants to be referred. Agencies should use their knowledge of previous certification results to determine how many names to request in order to establish a valid Rule of Three. If requesting more than 99 names, agencies must submit Form SCSC-90, Request for Certification, to the Veterans’ Preference and Certification Division at [email protected]. Type Lists – agencies may choose from one of the following:

S – State List. Provides the names of candidates who indicated on their civil service application that they would accept employment in the Location Code County entered on the certification being requested.

C – County List. For agencies that use county preference, this list provides the names of candidates who indicated on their civil service application that they live in the same county as the Location Code County entered on the certification being requested. The civil service list will provide the names of residents of the Location Code County and be followed by candidates who are not residents of the Location Code County but indicated on their civil service application that they would accept employment in the Location Code County.

D or R – District List or Region List. For agencies who have worked with the SCSC to establish lists for positions that are responsible for multiple counties or a region of the Commonwealth, this list provides the names of candidates who indicated on their civil service application that they live in one of the counties within the established district or region.

L – Contiguous Counties List. Provides the names of candidates who indicated on their civil service application that they would accept employment in the Location Code County entered on the certification being requested plus the names of candidates who indicated on their civil service application that they would accept employment in any of the counties bordering the Location Code County.

X – Statewide List. Provides the names of candidates throughout the Commonwealth of Pennsylvania, regardless of which counties were indicated on their civil service application.

Region/District – if requesting a Region or District List, enter the appropriate code assigned by the SCSC. Type Appt – agencies may choose from one of the following:

F – used when filling a full-time position. Candidates will consist of those who selected Career Appointment (Standard workweek, year round) on their civil service application as the type of employment they would accept.

P – used when filling a part-time position. Candidates will consist of those who selected Part-Time (Less than standard workweek, usually year round) on their civil service application as the type of employment they would accept.


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Q – used when filling a part-time position. Candidates will consist of those who selected Career Appointment (Standard workweek, year round) on their civil service application as the type of employment they would accept.

L – used when filling a limited term position. Candidates will consist of those who selected Career Appointment (Standard workweek, year round) on their civil service application as the type of employment they would accept.

K – used when filling a limited term position. Candidates will consist of those who selected Part-Time (Less than standard workweek, usually year round); Temporary up to 12 months (Standard workweek) or Seasonal (Standard workweek, less than year round) on their civil service application as the type of employment they would accept.

S – used when filling a seasonal position. Candidates will consist of those who selected Seasonal (Standard workweek, less than year round) on their civil service application as the type of employment they would accept.

V – used when filling a seasonal position. Candidates will consist of those who selected Temporary up to 12 months (Standard workweek) on their civil service application as the type of employment they would accept.

W – used when filling a seasonal position. Candidates will consist of those who selected Career Appointment (Standard workweek, year round) on their civil service application as the type of employment they would accept.

A – used when filling a substitute position. Candidates will consist of those who selected Temporary up to 12 months (Standard workweek) or Seasonal (Standard workweek, less than year round) on their civil service application as the type of employment they would accept.

Y – used when filling a substitute position. Candidates will consist of those who selected Part-Time (Less than standard workweek, usually year round) on their civil service application as the type of employment they would accept.

Z – used when filling a substitute position. Candidates will consist of those who selected Career Appointment (Standard workweek, year round) on their civil service application as the type of employment they would accept.

Cert Supplement – Leave blank unless requesting additional names in order to establish a valid Rule of Three for a civil service list previously issued. When making this request, add “A” to the end of the original certification number. For example, if the original civil service list was 12345, enter 12345A. Note: Supplements cannot be issued after the expiration date of the original civil service list. Seniority Unit Code – enter the three-digit collective bargaining seniority unit code when filling a position with seniority requirements. The collective bargaining seniority code must also be input for positions designated as confidential. Note: If submitting a Form SCSC-90, Request for Certification, to the Veterans’ Preference and Certification Division, and a seniority unit code is necessary, the code is to be provided in the Remarks Section of the request form. Req/Auth – enter your (the requestor) initials. Type X to Input SSNs – used to request a specific eligible for certification. This field is primarily used when requesting a Code 21 certification to identify the specific veteran

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being requested. This field may also be used to refer candidates who have been removed from the agency’s certifications due to being passed over three times. Refer to page 29 of this manual for additional information on passovers. Once the information has been input, press enter to submit your request. The message “Requisition Accepted – Certification ##### has been issued – F14 to print” will be displayed at the bottom of the screen. Press the shift and F2 key simultaneously to print your certification. If highlighted or blinking fields appear, correct these fields according to the error message shown at the bottom of the screen. SELECTIVE CERTIFICATION In accordance with Management Directive 580.15, Amended, Selective Certification of Classified Service Eligibles, the Executive Director, SCSC, may authorize selective certification of eligibles for positions for which an appointing authority has demonstrated clearly and objectively that criteria such as age, gender, race, medical or physical standards, or special experience, training, licensure, knowledge, skills or abilities constitute qualifications essential to the performance of the duties and responsibilities of the position. To request a selective certification, the agency must complete PART A of Form SCSC-5274, Request for Selective Certification. In item #17, SPECIAL REQUIREMENTS AND JUSTIFICATION, explain why the requirements are necessary and identify the amount of time an individual must have performed the requirements. For requests based on compliance with a specific regulation, cite or attach a copy of the regulation. If the request is being made due to race, gender, age or language requirements, provide the estimated client population, how many clients meet the criteria identified, the total number of employees in the appointing authority or at the location filling the vacancy, as applicable, and how many of those employees meet the criteria identified. Requests are to be submitted to the Veterans’ Preference and Certification Division at [email protected]. The Executive Director, SCSC, will review selective certification requests. If the selective certification is approved, then SCSC staff will canvass the applicable eligibles (or search databases established by skills inventories or other questionnaires, if applicable) for the specific criteria requested. Eligibles meeting the specific criteria requirements will be placed on a certification which will then be issued to the requesting appointing authority. Selective certification requests that are disapproved will be returned to the requesting appointing authority without action. Selective certification requests that are approved will specify the number of positions that may be filled using that certification. Additional appointments from that certification may not be made without receiving prior approval from the Executive Director, SCSC.



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CERTIFICATION MISCELLANEOUS NOTES Questions regarding the issuance of certifications should be directed to the Veterans’ Preference and Certification Division at [email protected] or 717.783.7097. Questions regarding the closing of certifications should be directed to the Policy Assistance and Audit Division at [email protected] or 717.787.5855. Certifications may be requested Monday through Friday between 7:00 a.m. and 5:00 p.m. Prior to requesting a civil service list, ensure that there are no candidates on the preferred or mandatory reemployment lists who have rights to the job title being filled. If an agency has an open civil service list for the same Class Code; Location Code; Bureau; Shift, if applicable; Type Cert; Type List; and Type Appointment, a new civil service list cannot be issued until the original list is officially closed. Pending Certifications. Pending certifications may be viewed by returning to the Agency Certification Menu and entering option number 15 (Pending Certification Inquiry). Temporary Appointments. Temporary appointments may be used when an agency has extra work of a temporary nature (12 months or less), which cannot be performed by regular complement employees. Temporary Appointments may not be made to trainee job titles and may not extend beyond the 12-month period. In order to request a list to fill a temporary appointment, contact the Veterans’ Preference and Certification Division at [email protected] or 717.783.7097. Eligibles hired from a temporary appointment list shall be placed in temporary status; cannot be considered for promotion without examination, reassignment, transfer or demotion; will not appear on promotion lists; and do not acquire reinstatement rights. Note: Generally, temporary appointments are used only to return Commonwealth annuitants as described in Management Directive 515.20, Amended, Reemployment of Commonwealth Annuitants. Cancelling a Certification. If a certification is no longer needed and the eligibles were not sent Form SCSC-98, Availability Survey/Interview Notice, the certification may be deleted/closed by returning to the Agency Certification Menu. From this screen, enter option number 15 (Pending Certification Inquiry); enter option number 4 (Cancel a Pending Cert); enter the certification year and certification number; press enter to display the certification cancellation screen; and enter “N” in response to “Did you survey any of these eligibles?” The message “The above certification is cancelled.” will be displayed at the bottom of the screen. Certification Extensions. Certifications are valid for 60 workdays. If an appointment or promotion effective date is beyond the expiration date of the certification, the agency must contact the SCSC at [email protected] to request an extension. The request must include the certification number and year, identify the eligible being appointed or promoted and provide the effective date of the action. Questions regarding extensions may be directed to the SCSC Policy Assistance and Audit Division at [email protected] or by phone at 717.787.5855.







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SURVEYING ELIGIBLES ON A CERTIFICATION OF ELIGIBLES In accordance with the SCSC-98 User Manual, agencies are to prepare a Form SCSC-98, Availability Survey/Interview Notice, for each certified eligible surveyed for availability or invited to a job interview. The SCSC-98 User Manual can be obtained by visiting the Commission’s HR Professional website at www.scsc.state.pa.us; or by emailing the Bureau of Information Technology Systems, Technical Support at [email protected]. Agencies’ designated security coordinators will be responsible for identifying which of their employees shall have access to the SCSC-98 program, which is also located on the Commission’s HR Professional website. Form SCSC-98, Availability Survey/Interview Notice, should be sent to as many eligibles

on the certification as is necessary to establish a valid Rule of Three for each selection.

Tie scores may not be broken. For example, if an agency is surveying the top 20 eligibles

and the 20th eligible has the same score as five other eligibles, then 25 eligibles must be

surveyed.

When surveying for availability or scheduling interviews through the U.S. Postal Service,

each eligible canvassed shall receive a minimum of two copies of the Form SCSC-98,

Availability Survey/Interview Notice, one to be returned to the agency and the other to be

retained by the eligible. An agency may, at its own discretion, choose to request additional

copies of Form SCSC-98, Availability Survey/Interview Notice, for use by the agency or to

send to eligibles.

When surveying for availability or scheduling employment interviews through the U.S.

Postal Service, eligibles shall be given a minimum of five business days to respond. For

all methods other than U.S. Postal Service, such as email or telephone, eligibles shall be

given a minimum of three business days to respond. When using other methods, such as

email or telephone, indicate in the “FOR AGENCY USE ONLY” box on Form SCSC-98 the

date and time the eligible was contacted and the results of the contact.

The following information shall be included on Form SCSC-98, Availability Survey/

Interview Notice, when surveying for availability or scheduling employment interviews:

Class title

Location

Type of employment, e.g., full-time, part-time, seasonal, limited-term, temporary or

substitute

Work hours. If work hours may vary, that should be indicated

Salary or wage rate

Description of duties

Name, address and telephone number for responding



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When surveying the availability of eligibles when using more than one type of certification

to fill a vacancy, e.g., Codes 11, 12 and 14, only one Form SCSC-98, Availability

Survey/Interview Notice, needs to be sent to an eligible appearing on more than one

certification. Indicate all of the certification numbers on Form SCSC-98, Availability

Survey/Interview Notice, in the “Certification No(s):” box.

Eligibles interviewed by an appointing authority within six months for the same job title

need not be re-interviewed. However, if the eligible appears on a Certification of Eligibles,

the eligible must be re-contacted through use of Form SCSC-98, Availability

Survey/Interview Notice, to confirm if the eligible is still available for the position. For

example, if an agency interviewed an eligible for a Budget Analyst 1 position, but did not

hire the eligible, and that same agency had another Budget Analyst 1 position to fill five

months later, the agency may request a Certification of Eligibles as part of the job filling

process. If the eligible is on the new Certification of Eligibles that the appointing authority

is issued, the eligible must be contacted to determine if he or she is available for the

position. If the eligible indicates being available and is in the Rule of Three, the agency

does not have to re-interview the eligible, but it must still consider the eligible for possible

employment. The six month timeframe shall be calculated as 180 calendar days from the

date of interview. For additional information on policies and procedures associated with

conducting employment and promotion interviews for classified service positions, refer to

Management Directive 580.10, Amended, Conducting Interviews for Classified Service

Positions.

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FORM SCSC-98, AVAILABILITY SURVEY/INTERVIEW NOTICE

SCSC-98 Rev. 06-13

AVAILABILITY SURVEY/INTERVIEW NOTICE

CERTIFICATION NO(S):

DATE:

JOB INFORMATION – Your name has been referred to this agency by the State Civil Service Commission for the job title listed below. Job Title: Work Location: Type Employment: Pay Grade: Starting Salary: Brief Job Description/Special Working Conditions:

To: From:

Please make any changes, if necessary, and update your on-line account at www.scsc.state.pa.us.

Telephone:

Final Earned Rating (FER):

SECTION 1: AVAILABILITY SURVEY THIS IS A SURVEY OF YOUR AVAILABILITY/INTEREST FOR THE ABOVE JOB TITLE.

A. I am available for this position.

B. I am NOT available for this position, but will consider future opportunities in this job title.

C. I am NOT available for this job title. Remove my name from this list.

D. I am NO longer available for employment. Remove my name from all lists.

RETURN ONE COPY OF THIS FORM BY TO THE ABOVE ADDRESS. FAILURE TO DO SO WILL REMOVE YOUR NAME FROM ALL LISTS FOR EQUIVALENT AND LOWER-LEVEL JOB TITLES.

SECTION 2: INTERVIEW NOTICE REPORT FOR INTERVIEW

Location: Date: Time:

TELEPHONE FOR INTERVIEW Name:

Telephone: BRING THIS FORM WITH YOU TO THE INTERVIEW. IF YOU ARE NOT AVAILABLE FOR THIS JOB, COMPLETE SECTION 1. IF YOU NEED ACCOMMODATIONS FOR THE INTERVIEW DUE TO A DISABILITY, PLEASE CALL THE NUMBER LISTED ABOVE.

YOUR SIGNATURE _______________________________________ DATE __________ TELEPHONE _________________

FOR AGENCY USE ONLY Date and Time Information Received: ___________________________________________ Signature of Agency Employee Who Received Information: ___________________________________________

Information Received Via: TELEPHONE EMAIL FAX US POST INTER-OFFICE MAIL IN PERSON Comments:

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ANNOTATING A CERTIFICATION OF ELIGIBLES The Certification of Eligibles is to be annotated by indicating in the “Agency Action” column one of the following codes for each eligible:

Certification Annotation

Code

When Annotation Code Should Be Used

Impact of Code on Eligible’s SCSC Record

AV Eligible checked Section 1, Box A. on Form SCSC-98, “I am available for this position.”

No impact to eligible’s SCSC record.

NCL Eligible checked Section 1, Box A. on Form SCSC-98, “I am available for this position.” However, Form SCSC-98 was received after the “Return by” date stated on the form. If survey was returned by U.S. Postal Service, a copy of the envelope verifying the postmark must be included with the Certification of Eligibles when returning to the SCSC to be closed. If response was received by email, a copy of the email must be included.

Eligible does not need to be considered for appointment or promotion on this Certification of Eligibles only. The annotation will not impact other certifications or the eligible’s SCSC record.

PAP Eligible was recently appointed or promoted to the same job title and type employment being filled.

Eligible’s employment history will be verified and, if applicable, the “PAP” annotation used for the eligible will be changed to “PAV” and the eligible will be inactivated for equal and lower level job titles.

PR In accordance with MD580.34, agency has requested the eligible be removed from the certification/list. A copy of Form SCSC-5275, Request for Removal of Eligible, must be included with the Certification of Eligibles when returning to the SCSC to be closed.

If removal request is approved, the PR annotation used for the eligible will be changed to “RCC” if removal is from this Certification of Eligibles only or “RLC” if removal is from the list. If removal request is denied, the agency must consider the eligible. Therefore, if the eligible was an available eligible within the Rule of Three, the eligible must be considered for appointment or promotion and, if the eligible is an available veteran within the Rule of Three, non-veterans may not be considered for appointment or promotion.

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Code



SEP For Codes 12, 13, 14, 15, 16, 38, 39 and 50 ONLY, when the eligible no longer meets the criteria established for the certification, e.g., no longer occupies a civil service position, no longer employed or no longer in seniority unit.

Eligible may not be considered for appointment or promotion on this Certification of Eligibles only. The annotation will not impact other certifications.

WTP Eligible checked Section 1, Box B. on Form SCSC-98, “I am NOT available for this position, but will consider future opportunities in this job title.”


WJT Eligible checked Section 1, Box C. on Form SCSC-98, “I am NOT available for this job title. Remove my name from this list.”

Eligible does not need to be considered for appointment or promotion on this Certification of Eligibles. The eligible will be inactivated for this job title.

WAL Eligible checked Section 1, Box D. on Form SCSC-98, “I am NO longer available for employment. Remove my name from all lists.”

Eligible does not need to be considered for appointment or promotion on this Certification of Eligibles. The eligible will be inactivated for all job titles.

NR Eligible did not reply to the Form SCSC-98; OR if an eligible does not report for a scheduled interview, the agency is not required to, but may at its discretion, contact the eligible to reschedule the interview. Eligibles who are not rescheduled should be annotated as “NR”, the Form SCSC-98 should be notated to reflect the eligible did not report and a new Rule of Three established disregarding the eligible who did not report for the interview.

Eligible does not need to be considered for appointment or promotion on this Certification of Eligibles. The eligible will be inactivated for this job title and all equal and lower level job titles.

CNL Form SCSC-98 is returned by the U.S. Postal Service as undeliverable. A copy of the envelope verifying the form was undeliverable must be included with the Certification of Eligibles when returning to the SCSC to be closed.


NC Eligible was not contacted. No impact to eligible’s SCSC record.

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Code



B For Code 50 ONLY, used when the employee bids on a position posted under seniority promotional provisions of a collective bargaining agreement.


NB For Code 50 ONLY, used when the employee does not bid on a position posted under seniority promotional provisions of a collective bargaining agreement.


Prior to returning the Certification of Eligibles to the SCSC to be closed, a code annotated on the Certification of Eligibles may need to be changed as a result of an appointment or promotion being made from the certification or based on information obtained during the job filling process. As applicable, the annotation code in the “Agency Action” column is to be changed to one of the following:


Code



A (date) Eligible has been selected for appointment or promotion from this certification. The date is the effective date of the appointment or promotion. The transaction must be entered into the eligible’s SAP or CPS employment history prior to closing the certification.

The eligible will be inactivated for this job title and all equal and lower level job titles.

RJO Eligible refused the job offer or accepted the position, but did not report for work.

SCSC will investigate and determine if removal from the eligible list for this job title and all equal and lower level job titles is appropriate.

PO (1) Eligibles not selected will be considered passed over when there are three or less available eligibles within the Rule of Three. Multiple

An eligible who receives three passovers by the same agency for the same job title need not be considered within the Rule of Three

PO (2) selections from a certification may result in multiple passovers. If an eligible with veterans’ or age

when making additional appointments or promotions. Refer to page 29 of this manual for

PO (3) preference is selected, no eligibles shall receive a passover as a result of that selection.

additional information on passovers.

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Code



SDP Eligible did not submit the necessary documentation from law enforcement and/or other agencies to show that the eligible is not barred from employment in the occupational field of the certification. Notate on the Form SCSC-98 the date the agency requested the eligible’s documentation and the due date for the documentation.


SDR Eligible’s criminal history records show offenses that would bar the eligible from employment in the occupational field of the certification. Notate on the Form SCSC-98, the Act that would be violated due to the criminal offense(s).

SCSC will investigate and determine if removal from the eligible list is appropriate. If appropriate, the eligible does not need to be considered for appointment or promotion.

FDA Eligible failed drug and/or alcohol testing; or eligible does not possess a Commercial Driver’s License (CDL) - used only for job titles requiring a CDL in the necessary special requirements of the job specification or when SCSC approves a selective certification indicating a CDL is required for the position.


Reminders:

Unsigned Form SCSC-98. If the Form SCSC-98, Availability Survey/Interview Notice, is

returned unsigned and indicates the eligible is not available for the position surveyed, the

agency shall notate in the “FOR AGENCY USE ONLY” block, it was received unsigned

and date it was received.

Form SCSC-98 Used as an Interview Notice. If the Form SCSC-98, Availability

Survey/Interview Notice, is being used as an Interview Notice and the eligible is available

for the interview, the eligible shall bring the form to the interview and complete Section 1

and the “YOUR SIGNATURE” block.

Eligible Responds to Form SCSC-98 Other than in Writing. If the eligible notifies the

agency of availability or unavailability for the position other than by a signed Form SCSC-

98, Availability Survey/Interview Notice, the agency shall record the information by

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checking the appropriate box in Section 1 and completing the “FOR AGENCY USE ONLY”

block.

Eligible Did Not Respond to Form SCSC-98. Copies of Forms SCSC-98, Availability

Survey/Interview Notice, do not need to be returned for those eligibles who did not respond

either in writing or by telephone to the form. SCSC may verify in writing or by telephone

that an eligible did not respond either by contacting the eligible, or by contacting the

reporting agency for additional information.

No Available Eligibles. If all of the eligibles have been surveyed, but there are no

available eligibles, or a list does not exist for the job title being filled, the agency may

contact the SCSC Test Administration Division at 717.787.4428 to discuss alternatives,

such as comparable lists, localized tests or accelerated examination programs.

Removal of Eligible from Certification. For policies and procedures associated with

requests to remove an eligible from a certification, refer to Management Directive 580.34,

Amended, Removal of Eligibles for Certification or Appointment in the Classified Service.

Blank Form SCSC-98. Form SCSC-98, Availability Survey/Interview Notice, can be

obtained by visiting the Commission’s HR Professional website at www.scsc.state.pa.us.

Returning Certification of Eligibles to the SCSC.

When returning the Certification of Eligibles, copies of Forms SCSC-98, Availability

Survey/Interview Notice, shall be attached in score order as the eligibles’ names

appear on the Certification of Eligibles. Relevant supporting documentation shall be

included, e.g., if the form indicates SEE ATTACHED, the attachment shall be

included with the returned Certification of Eligibles.

The Certification of Eligibles returned to the SCSC for clearance must list the name

and telephone number of the agency employee who is to be contacted in the event

there are any issues or questions pertaining to the certification.

Certification of Eligibles, copies of Form SCSC-98, Availability Survey/Interview

Notice, and relevant supporting documentation shall be returned to the:

State Civil Service Commission

Policy Assistance and Audit Division

5th Floor, Strawberry Square Complex

320 Market Street

or

U.S. Postal Service deliveries:

P.O. Box 569

Harrisburg, PA 17108-0569


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USING A CERTIFICATION OF ELIGIBLES Terminology

An FER (Final Earned Rating) is an applicant’s numerical score attained by passing

all required parts of an SCSC administered examination.

Establishing a Valid Rule of Three. An agency may choose from among the three highest-ranking available eligibles on a Certification of Eligibles. The Rule of Three may consist of more than three eligibles when tie scores exist with the third eligible candidate in the Rule of Three. The Rule of Three may consist of less than three eligibles when the message “NO MORE ELIGIBLES AVAILABLE” appears at the end of the certification. Note: If the message “END OF REQUEST” appears at the bottom of the certification, a supplement must be requested, eligibles surveyed and a valid Rule of Three established. Supplements may not be issued after the expiration date of the original certification. Veterans’ Preference and Age Preference. When using a Certification of Eligibles in the job filling process, all available eligibles within the Rule of Three must be interviewed or otherwise assessed if making a selection from that Certification of Eligibles, unless there is an available veteran within the Rule of Three, in which case non-veterans are not to be interviewed or otherwise assessed and, therefore, may not be selected from that Certification of Eligibles; or, for the Department of Aging and Area Agencies on Aging, if there is an available eligible with age preference (eligibles 60 years of age or older) in the Rule of Three, as designated by an “A” on the Certification of Eligibles, either an eligible with age preference within the Rule of Three or an available eligible with veteran’s preference regardless of score may be selected, as each have equal standing. Veterans’ preference is given to applicants who pass examinations for positions covered by the SCSC in recognition of their military service. Also eligible for veterans’ preference are spouses of disabled veterans and widows or widowers of veterans. Veterans’ preference applies to certifications with the exception of Agency Promotion Certifications (Code 13), Commonwealth Agency Promotion Certifications (Code 15), Commonwealth Interagency Promotion Certifications (Code 16) and Seniority Promotion Certifications (Code 50). Eligibles with veterans’ preference receive ten additional points on their FER, provided they pass the examination and have mandatory appointment preference over non-veterans when their names appear together within the Rule of Three on a Certification of Eligibles. In addition and at the discretion of an agency, veterans may be given preference for selection regardless of their rank on the Certification of Eligibles. The SCSC is responsible for determining eligibility for veterans’ preference. Eligibles with veteran’s preference shall be designated with a “V” next to their name on Certification of Eligibles. Refer to Management Directive 580.21, Amended, Veterans’ Preference on Classified Service Employment Certifications, for additional information on veterans’ preference. Questions regarding veterans’ preference should be directed to the Veterans’ Preference and Certification Division at [email protected] or by phone at 717.787.6039.


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Passovers. When a Rule of Three consists of three or less eligibles, the agency shall annotate the available eligible selected with A (date). The “date” indicates the effective date of the appointment or promotion. The remaining one or two, as applicable, available eligibles in the Rule of Three shall be considered as being passed over. Once an available eligible has been passed over three times by the same agency for the same job title, the eligible need not be considered within the Rule of Three when making additional appointments or promotions from that Certification of Eligibles. However, the agency may at its own discretion consider and select that eligible; or request such eligible be certified in FER order at a later date by inserting the eligible’s social security number (SSN) in the Request for Certification when prompted to type “X” to input SSNs, provided the eligible’s list life has not expired. List life varies dependent on the job title. In addition, an agency can request to have the passovers removed by emailing the Executive Director, SCSC, at [email protected]. If an eligible who has previously been passed over appears on a newly issued certification, the agency may not disregard that eligible when establishing a Rule of Three. Questions regarding eligibles with passovers are to be directed to the Policy Assistance and Audit Division at [email protected] or by phone at 717.787.5855. When a Rule of Three consists of more than three eligibles, those not selected do not receive passovers. Therefore, if the following eligibles checked Section 1, Box A. on their Form SCSC-98, Availability Survey/Interview Notice, indicating that they were available for the position, the Rule of Three and Agency Actions would be as follows: Example 1: Rule of Three Consists of Three Eligibles, Eligibles Not Selected Receive Passovers FER Rule of Three Agency Action

Available Eligible A 99 1 PO(1) Available Eligible B 95 2 PO(1) Available Eligible C 92 3 A (date) Available Eligible D 87 - AV Available Eligible E 84 - AV

Example 2: Rule of Three – Tie Scores, When There are Four or More Available Eligibles within the Rule of Three, Eligibles Not Selected Do Not Receive Passovers FER Rule of Three Agency Action

Available Eligible F 95 1 AV Available Eligible G 95 2 AV Available Eligible H 95 3 AV Available Eligible I 95 3 A (date) Available Eligible J 90 -

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Available Eligible K 86 1 A (date) Available Eligible L 86 2 AV Available Eligible M 83 3 AV Available Eligible N 83 3 AV Available Eligible O 83 3 AV


Available Eligible P 92 1 AV Available Eligible Q 91 2 AV Available Eligible R 91 3 A (date) Available Eligible S 91 3 AV Available Eligible T 90 - AV

Example 5: Rule of Three Consists of Three Eligibles, One with Veteran’s Preference. When There Is a Veteran in the Rule of Three, Other Available Eligibles Cannot Be Selected and, Therefore, Do Not Receive Passovers FER Rule of Three Agency Action

Available Eligible U 98 1 AV Available Eligible V 91 2 AV Available Eligible W 90 V 3 A (date) Available Eligible X 86 - AV Available Eligible Y 80 - AV Available Eligible Z 74 V - A (date)

In this example, the first Rule of Three consisted of Available Eligibles U, V and W. Eligible W has veterans’ preference. Therefore, Eligibles U and V may not be selected for the first appointment and do not receive pass overs. The second Rule of Three consists of Available Eligibles U, V and X. Although the agency could have selected Eligibles U, V or X, at its own discretion, it chose to select Available Eligible Z because available veterans regardless of their rank on a Certification of Eligibles may be selected.

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Example 6: DEPARTMENT OF AGING AND AREA AGENCIES ON AGING ONLY: Rule of Three Consists of Three Eligibles, One with Veteran’s Preference, One with Aging Preference, When There Is an Eligible with Veterans’ Preference or Age Preference within the Rule of Three, Other Available Eligibles Cannot Be Selected and, Therefore, Do Not Receive Passovers FER Rule of Three Agency Action

Available Eligible A 92 V 1 AV Available Eligible B 84 A 2 A (date) Available Eligible C 75 3 AV Available Eligible D 74 - AV Available Eligible E 71 - AV

In this example, the Rule of Three consisted of Available Eligibles A, B and C. Eligible A has veterans’ preference and Eligible B has age preference. Either Eligible A or Eligible B may have been selected. In this example Eligible B was legally selected. Example 7: Making Multiple Appointments from a Certification of Eligibles. Elig FER 1st APT 2nd APT 3rd APT 4th APT 5th APT 6th APT 7th APT 8th APT 9th APT 10th APT

F 98 V 1 A(date)

G 98 2 1 1 PO1 1 PO2 1 1 1 PO3

H 93 3 2 2 PO1 2 PO2 2 2 2 PO3

I 91 3 3 A(date)

J 91 3 A(date)

K 86 3 A(date)

L 85 V 3 A(date)

M 85 3 3 A(date)

N 85 3 3 3 A(date)

O 84 1 1 PO1 1 A(date)

P 81 2 2 PO1 2 PO2

Q 77 3 3 A(date)

R 77 3 A(date)

S 75 3 PO1

1st Appointment: The Rule of Three consists of Available Eligibles F, G and H. Because a veteran is in the Rule of Three, non-veterans cannot be selected from this certification. Eligible F is annotated as being appointed along with the effective date of the appointment. Available Eligibles G and H do not receive passovers. 2nd Appointment: The Rule of Three consists of Available Eligibles G, H, I and J. Available Eligible J is selected and annotated as being appointed along with the effective date of the appointment. Available Eligibles G, H and I do not receive passovers because there were more than three people in the Rule of Three.

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3rd Appointment: The Rule of Three consists of Available Eligibles G, H and I. Available Eligible I is selected and annotated as being appointed along with the effective date of the appointment. Available Eligibles G and H each receive their first passover. 4th Appointment: The Rule of Three consists of Available Eligibles G, H and K. Available Eligible K is selected and annotated as being appointed along with the effective date of the appointment. Available Eligibles G and H each receive their second passover. 5th Appointment: The Rule of Three consists of Available Eligibles G, H, L, M and N. Because a veteran is in the Rule of Three, non-veterans cannot be selected from this certification. Eligible L is annotated as being appointed along with the effective date of the appointment. Available Eligibles G, H, M and N do not receive passovers. 6th Appointment: The Rule of Three consists of Available Eligibles G, H, M and N. Available Eligible M is selected and annotated as being appointed along with the effective date of the appointment. Available Eligibles G, H and N do not receive passovers because there were more than three people in the Rule of Three. 7th Appointment: The Rule of Three consists of Available Eligibles G, H and N. Available Eligible N is selected and annotated as being appointed along with the effective date of the appointment. Available Eligibles G and H each receive their third passover. 8th Appointment: Because an eligible passed over three times no longer needs to be considered in the Rule of Three, at the agency’s discretion, Available Eligibles G and H no longer need to be considered. The Rule of Three may consist of Available Eligibles O, P, Q and R. Available Eligible R is selected and annotated as being appointed along with the effective date of the action. Available Eligibles O, P and Q do not receive passovers because there were more than three people in the Rule of Three. 9th Appointment: The Rule of Three may consist of Available Eligibles O, P and Q. Available Eligible Q is selected and annotated as being appointed along with the effective date of the appointment. Available Eligibles O and P each receive their first passover. 10th Appointment: The Rule of Three may consist of Available Eligibles O, P and S. Available Eligible O is selected and annotated as being appointed along with the effective date of the appointment. Available Eligible P receives his/her second passover and Available Eligible S receives his/her first passover. For the 9th or 10th Appointments, the agency at its discretion may have re-established the Rule of Three by including Available Eligibles G or H. For example, if for the 9th Appointment, the agency wanted to include Available Eligible G, the Rule of Three would have consisted of Available Eligibles H, O and P; and, the agency may have chosen Available Eligible H for the 9th Appointment. If the agency chose to include both Available Eligibles G and H in the Rule of Three for the 10th Appointment, the Rule of Three would have consisted of Available Eligibles G, H and O.

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When returning a Certification of Eligibles to the SCSC to be closed, each eligible may only have one annotation. Therefore, Example 7 would be annotated as follows:

FER Agency Action

Available Eligible F 98 V A (date) Available Eligible G 98 PO1/PO2/PO3 Available Eligible H 93 PO1/PO2/PO3 Available Eligible I 91 A (date) Available Eligible J 91 A (date) Available Eligible K 86 A (date) Available Eligible L 85 V A (date) Available Eligible M 85 A (date) Available Eligible N 85 A (date) Available Eligible O 84 A (date) Available Eligible P 81 PO1/PO2 Available Eligible Q 77 A (date) Available Eligible R 77 A (date) Available Eligible S 75 PO1

Questions regarding the use of passovers should be directed to the Policy Assistance and Audit Division at [email protected] or by phone at 717.787.5855. Fewer Than Three Available Eligibles. When there are fewer than three available eligibles on a Certification of Eligibles and the message “END OF REQUEST” appears at the bottom of the certification, a supplement must be requested, eligibles surveyed and a valid Rule of Three established, in order to legally appoint an eligible from that Certification of Eligibles. To request a supplement to the Certification of Eligibles, refer to page 14 of this manual. Supplement certifications are valid for 30 workdays. Example 8: Original Certification of Eligibles Has Two Available Eligibles FER Rule of Three Agency Action

Available Eligible T 80 1 AV Available Eligible U 70 2 AV

Supplement to the Certification of Eligibles Required to Establish a Valid Rule of Three FER Rule of Three Agency Action

Available Eligible V 92 3 AV Available Eligible W 83 - AV Available Eligible X 75 - AV Available Eligible Y 74 - AV Available Eligible Z 74 - AV

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Although the FERs of the available eligibles on the supplement may be higher than the FERs of available eligibles on the original Certification of Eligibles, the available eligibles on the supplement shall be treated as lower ranking. Therefore, the Rule of Three shall be Available Eligibles T, U and V. Residency. For agencies that give preference to residents of their jurisdiction, e.g., county, city, district or region, all available eligible residents on the Certification of Eligibles must be appointed prior to appointing available eligible nonresidents. This may result in less than three available eligibles within the Rule of Three. Example 9: The Certification of Eligibles Provides the Eligible’s Names within the Applicable Jurisdiction First, Names from Other Administrative Districts Will Follow FER Rule of Three Agency Action

Available Eligible A 85 1 AV Available Eligible B 80 2 AV Available Eligible C 108 V - AV Available Eligible D 103 - AV Available Eligible E 97 - AV

From this Certification of Eligibles, the agency may only appoint Available Eligibles A or B. USING A CODE 50, SENIORITY PROMOTION CERTIFICATION (STATE AGENCIES ONLY) Section 601 of the Civil Service Act, in relevant part, indicates if a labor agreement exists covering promotions in the classified service, the terms and procedures of such labor agreement relative to the procedures for promotions shall be controlling. Therefore, in order to promote an employee using a Certification of Eligibles in accordance with the labor agreement, the following options apply: The Rule of Five is used to promote the most senior bidding employee in the seniority unit from a Code 50, Seniority Promotion Certification, who scores within five points of the seniority unit employee with the highest score. For example, if the highest FER on the Code 50 is an 85, the agency may promote the most senior bidding employee with an FER between 85 and 80 on that Certification of Eligibles. If there are no bidding employees within the Rule of Five, the agency may use any of the certification with examination types to fill its vacancy. Note: Under certain conditions, seniority will not be the determining factor in selecting an employee to be promoted. Reference should be made to the applicable collective bargaining agreement. OR The Rule of Ten is used to appoint or promote an eligible who scores ten points or more higher than the seniority unit employee with the highest score. For example, if the highest FER on the Code 50 is an 85, the agency may use the Rule of Three for any of the

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certification with examination types to fill its vacancy provided the selected eligible’s FER is 95 or higher. Example 10: The Highest FER on the Code 50, Seniority Promotion Certification, is an 85. The Agency is Using a Code 11, Employment Certification, in Conjunction with the Code 50, for Which an Employee within the Rule of Five Has Bid. FER Rule of Three Agency Action

Available Eligible A 103 1 AV Available Eligible B 100 2 AV Available Eligible C 94 V - AV Available Eligible D 92 - AV Available Eligible E 85 - AV

The top three highest scoring available eligibles are Available Eligibles A, B and C. However, an employee within the Rule of Five has submitted a bid for the position. Therefore, only eligibles who have an FER of 95 or more may be used to establish a Rule of Three from that Certification of Eligibles. For Example 10, the Rule of Three consists of Available Eligibles A and B, either of which may be selected to fill the position. The eligible not selected will receive a passover because there are three or less eligibles in the Rule of Three. Filling Multiple Positions Using a Code 50. When filling more than one position using a Code 50, Seniority Promotion Certification, and the employee with the highest FER on the Code 50 is either promoted or no longer holds a position in the seniority unit which warrants placement on the Code 50, the next highest FER on the Code 50 will be used to establish the Rule of Three. For example, if the highest FER on the Code 50 was an 85 and the next highest FER was an 80 and the employee with the FER of 85 was promoted, the new Rule of Five would be from FERs between 80 and 75 and the Rule of Ten would allow for FERs of 91 or higher to be used in establishing a valid Rule of Three.

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USING A CODE 35, PROVISIONAL APPOINTMENT, ACCELERATED EXAMINATION PROGRAM (AEP) Section 604 of the Civil Service Act indicates, in relevant part, that, “Whenever there is a great and urgent need for filling a vacancy in any position in the classified service, and when the director is unable to certify an eligible for the vacancy from an eligible list, or arrange for reassignment, transfer, promotion or other means of filling the vacancy with a qualified employee, and when there is no regular examination immediately available, the director may authorize an accelerated examination program for the position to be filled.” Accelerated examination programs will not be approved if an examination program is open or can be opened for the job title; when there are eligible candidates on employment, promotion or preferred, mandatory or optional reemployment lists who are available; or the job title is designated as a trainee class covered by Management Directive 535.5, Amended, Use of Trainee Classes in the Classified Service. Provisional appointments shall only be made as a result of an accelerated examination program, which will include such elements as abbreviated, localized advertising for the position, by the agency filling the vacancy, to ensure open competition; rapid processing and evaluation of the qualifications of applicants by the SCSC, ranking them as Well Qualified, Qualified and Not Qualified; and certification of those determined to be Well Qualified and Qualified to the position. Agencies may not make commitments for provisional employment until they receive a Certification of Eligibles for the provisional appointment and have interviewed the applicable candidates thereon. Code 35, Provisional Appointment Certification of Eligibles group Well Qualified and Qualified eligibles separately. All available Well Qualified eligibles must be equally considered and an agency may appoint any available Well Qualified eligible as each has equal standing. If there are no available Well Qualified eligibles, the agency must equally consider all available Qualified eligibles and may appoint any available Qualified eligible as each has equal standing. Exceptions:

If there is an available Well Qualified veteran, non-veterans may not be selected. An available Qualified veteran may be appointed over a Well Qualified veteran or non-veteran. If there are no available Well Qualified eligibles and the agency will be appointing from the available Qualified eligible group, available Qualified veterans have preference over available Qualified non-veterans.

For agencies that give preference to residents of their jurisdiction, e.g., county, city, district or region, all available Well Qualified and then Qualified eligible residents on the Certification of Eligibles must be appointed prior to appointing available Well Qualified or Qualified eligible nonresidents.

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The eligible selected for the provisional appointment shall serve a six-month working test period, which cannot be reduced or extended except for a leave of absence. Upon successful completion of the working test period, the employee shall be granted probationary status. Failure to successfully complete the working test period will result in termination. During the working test period, the employee may not be promoted, reassigned, transferred, demoted or reinstated to any other civil service job titles, unless the provisional status employee, immediately prior to the working test period, held regular civil service status in another job title, in which case may be returned to the previous position or job title for failing to successfully complete the working test period. The provisional status employee may be transferred in the same job title, but the working test period is to continue without extension. Successive provisional appointments of the same person shall not be made to the same position or classification. Questions regarding Accelerated Examination Programs should be directed to the SCSC Test Administration Division, Testing Unit, at 717.787.3037.

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USING A CERTIFICATION OF ELIGIBLES FOR REEMPLOYMENT AFTER FURLOUGH For one year from the effective date that an employee was furloughed, the furloughed employee has mandatory reemployment rights to the job title and agency from which furloughed at locations designated by the employee on the SCSC-1R, Application for Placement/Reemployment – Furlough. In addition, for one year from the effective date that the employee was furloughed, the furloughed employee may have optional reemployment rights to classified service positions equal to and lower than the level of the position from which furloughed, provided the employee meets the minimum experience and training requirements for the job title and Pennsylvania residency requirements, if applicable. Note: The education and experience provided on the SCSC-1R will be used to determine if the employee meets the minimum experience and training requirements for the applicable job titles. Employees who do not complete the SCSC-1R will not be placed on optional reemployment lists. Mandatory Reemployment after Furlough, Non-Collective Bargaining – Code 70 If a mandatory list is active, then no employment actions other than the following are permitted: appointments from preferred reemployment lists; filling of vacancies reserved for employees on approved civil service leave of absences; reclassification of a position either upward or downward; promoted employees exercising a right of return to their former regular status position; and reassignment of an employee in the same appointing authority from one position to another in the same job title. If an agency attempts to request a Certification of Eligibles for a job title in which a furloughed employee holds mandatory reemployment rights, either the Code 70 certification, Mandatory Reemployment after Furlough, Non-Collective Bargaining, certification will be generated in place of the certification with examination type requested; or the certification will be blocked from being issued and the agency must submit Form SCSC-90, Request for Certification, to the Veterans’ Preference and Certification Division at [email protected] using Code 70 as the “Cert Type.” If a Code 70 certification contains more than one name, due to more than one employee being furloughed from the job title being filled, the first person on the list holds mandatory rights to the job title and is to be contacted using the procedures set forth in Manual 580.2, Amended, Furlough of Classified Service Employees Not Covered by Labor Agreements. If the furloughed employee does not respond to the mandatory reemployment letter or refuses the job offer, the agency may contact the next person on the Code 70 certification. When returning the Code 70 certification to the SCSC to be closed, annotate the certification using A (effective date of return to employment) for the selected employee, NR for those who did not respond or RJO for those who refused the job offer. Copies of supporting documentation, e.g., letters and responses received from the furloughed employee, must also be included with the Code 70 certification in order for it to be closed.

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Optional Placement after Furlough, Non-Collective Bargaining – Code 72 If there are furloughed employees who have optional reemployment rights to a job title being filled by an agency and the agency requests a certification with examination type, the Code 72, Optional Placement after Furlough, Non-Collective Bargaining, will automatically generate along with the requested certification. Agencies may also request a Code 72 certification by submitting Form SCSC-90, Request for Certification, to the Veterans’ Preference and Certification Division at [email protected] using Code 72 as the “Cert Type,” or may request the Code 72 certification through the SCSC Certification System following the procedures on page 14 of this manual. An agency may select any furloughee appearing on a Code 72 Certification. However, consideration must be given to all of the available furloughees on the Code 72 Certification. Form SCSC-98, Availability Survey/Interview Notice, is to be used when canvassing furloughees to determine their availability. Form SCSC-98 can be found on the SCSC’s HR Professional website at www.scsc.state.pa.us under Forms. State agencies are required to interview all optional furloughees who have indicated that they are available prior to making an appointment from another certification, unless the appointing authority receives a waiver from the Executive Director, SCSC. Local government agencies must review any Code 72 Certification received and, although not required to contact or interview the optional furloughees, must be able to defend not considering furloughees from a Code 72 Certification as one of their recruitment methods in the event an appeal is filed. Optional available furloughees interviewed but not selected for the position must be given written notification, including the reasons for their nonselection and appeal rights. A copy of the notice must be provided to the SCSC along with the Code 72 Certification and applicable Availability Surveys and relevant supporting documentation in order for it to be closed. Agencies must direct furloughees who refuse reemployment offers to do so in writing. Agencies must include the furloughee’s rejection notification with the Code 72 Certification when returning the certification to the SCSC. Furlough Reemployment List Inquiry and Furlough Reemployment Names List Inquiry Agencies with access to the SCSC Certification System may use the Agency Certification Menu screen, Furlough Reemployment List Inquiry, to determine if a mandatory reemployment list exists. Agencies without access to the SCSC Certification System may determine if a reemployment list exists by contacting the Veterans’ Preference and Certification Division, SCSC, at 717.783.7097 or by email at [email protected].


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When an agency is considering filling a position by transfer, reassignment in a different job title, demotion, reinstatement or promotion without examination, the agency shall access the Furlough Reemployment List Inquiry screen to determine if there are optional furloughees. When a list does exist, the agency shall request a Code 72 Certification. When no such list exists, the agency should print and retain a copy of the screen indicating that there are no furloughees. Regardless of whether or not furloughees subsequently are placed on the optional reemployment list, the agency may proceed to interview and make selections. The agency will have 30 workdays from the date of the printout to submit Form SCSC-90, Request for Certification, for the specific action or to transact the employment action. A copy of the printout must be included with the Form SCSC-90, Request for Certification. Note: The agency shall not use the information obtained from the Furlough Reemployment List Inquiry printout as a means to bypass any optional furloughee(s) from its own agency whose name(s) may have been added to the Furlough Reemployment List subsequent to the date the screen was printed. Agencies must ensure that no mandatory or optional reemployment list exists prior to processing any employment actions using a blanket certification number, with the exception of appointing from a preferred reemployment list; filling a vacancy reserved for an employee on an approved civil service leave of absence; reclassifying a position either upward or downward; returning a promoted employee exercising a right of return to the former regular status position; and reassigning an employee in the same appointing authority from one position to another in the same job title.

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DEFINITIONS ACCELERATED EXAMINATION PROGRAM (AEP). An SCSC examination program developed because of a lack of any other feasible means of filling a vacancy. The examination includes elements such as focused recruitment, rapid processing and evaluation of the qualifications of applicants. See page 36 of this manual for additional information on AEPs. AGE PREFERENCE. Applicable only to the Pennsylvania Department of Aging and Area Agencies on Aging to facilitate preference in selection of eligibles 60 years of age or older. CERTIFICATION OF ELIGIBLES. The referral of one or more eligibles by the SCSC to an agency, in order to fill one or more positions or to take appropriate classification action. CERTIFICATION SUPPLEMENT. Names of eligibles added to the original certification in order to establish a Rule of Three. A certification supplement is identified with an “A” suffix to the original certification number. CIVIL SERVICE LEAVE OF ABSENCE. A temporary interruption of employment for which the employee is given a specified period of leave for purposes such as illness, school attendance, cyclical employment, military duty or training, or employment in a non-civil service position. CONTRACTUAL PERSONNEL SYSTEM. A system maintained by the SCSC that contains the personnel transactions documenting work histories of employees of local government agencies that contract with the SCSC for merit system coverage. COUNTY/DISTRICT/REGION LISTS. Certification of Eligibles that list the administrative jurisdiction residents before listing nonresidents. DEMOTION. The voluntary or involuntary movement of an employee to a job title assigned to a pay range with a lower maximum salary except when the movement is the result of a valid reclassification downward. ELIGIBLE. A person whose name is on a Certification of Eligibles. FER (Final Earned Rating). An applicant’s numerical score attained by passing all required parts of an SCSC administered examination. FURLOUGH. The termination of employment because of lack of funds or lack of work. LIMITED TERM APPOINTMENT. The employment of a qualified eligible for a specific period, regardless of duration. The employee is assigned probationary status and if the assignment exceeds the designated probationary period for the job title and the employee has successfully completed the probationary period, the employee shall be assigned regular status.

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LIST LIFE. The length of time that an eligible’s name will appear on an eligible list. The eligible must have successfully examined for and met the minimum experience and training requirements for the job title in order to have been placed on the eligible list. LOCAL GOVERNMENT AGENCY. A non-state governmental department that has a contract with the SCSC for merit system coverage, e.g., County and City Housing Authorities, Emergency Management Agencies, County Mental Health/Intellectual Disabilities, Children and Youth, Area Agencies on Aging and Drug and Alcohol Agencies. MERIT SYSTEM. The process of hiring and promoting employees based strictly on their abilities and qualifications to perform a job, with no other extraneous non-merit based factors considered. PASSOVER. Used when a certified eligible is not selected in accordance with the Rule of Three. Does not apply if there are more than three available eligibles in the Rule of Three or when an eligible with veterans’ or age preference is selected. POSITION. A group of current duties and responsibilities assigned or delegated by complement authority requiring the full-time or part-time employment of one person. PROBATIONARY STATUS EMPLOYEE. An employee serving a preliminary period of employment prior to acquiring regular status in a classified service position. PROMOTION. The movement of an employee to another job title in a pay range with a higher maximum salary. REASSIGMENT. The movement of an employee to another job title for which the employee qualifies at the same maximum salary. REGULAR STATUS EMPLOYEE. An employee who has successfully completed the required probationary period. REINSTATEMENT. The return to the classified service of a former employee who resigned or otherwise left in good standing. RULE OF THREE. The three highest scoring available eligibles on a certification. The Rule of Three may include more than three eligibles when tie scores exist with the third eligible in the Rule of Three. RULE OF FIVE. All eligible employees in a seniority unit with an FER within five points of the highest scoring seniority unit employee. RULE OF TEN. All eligibles outside of a seniority unit with an FER ten points or higher than the highest scoring seniority unit employee. SEASONAL EMPLOYMENT. Work that may be a standard workweek for a specified part of the calendar year and may be recurring.

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SELECTIVE CERTIFICATION. An eligible list which is restricted to individuals who meet specific criteria or possess special knowledge, skills and abilities essential to the performance of the duties and responsibilities of a position. SENIORITY UNIT. A grouping of employees, subject to collective bargaining, based on occupation, organization and geographic criteria and used in connection with promotion, reduction in force and other selected employment considerations. SUBSTITUTE APPOINTMENT. The employment of a qualified eligible to fill a position vacated by a probationary or regular status employee who has a guaranteed right of return. TEMPORARY APPOINTMENT. The employment of a qualified eligible to fill an extra position for a period of less than 12 months. The employee is assigned temporary status. TRANSFER. The movement of an employee from one agency to a different agency. UNSKILLED LABOR. Any person occupying or assigned to a position for which the principal job requirement is good physical condition as related to the duties of the particular position. VETERANS’ PREFERENCE. The Military Code of August 1, 1975. P.L. 233, as amended, provides for preferential treatment of soldiers and spouses of deceased or disabled veterans, provided they have passed all parts of an SCSC administered examination. This includes granting ten points above their FER, mandatory preference in appointment over non-veterans appearing on the same Certification of Eligibles, and optional preference over any eligible on a Certification of Eligibles.

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TABLE 1: AGENCY CODES

AGENCY CODES STATE AGENCIES

010 Department of Aging 011 Department of Corrections 012 Department of Labor and Industry 013 Department of Military and Veterans Affairs 015 Department of General Services 016 Department of Education 017 Pennsylvania Public Utility Commission 018 Department of Revenue 019 Department of State 020 Pennsylvania State Police 021 Department of Public Welfare 022 Fish and Boat Commission 023 Game Commission 024 Department of Community & Economic Development 025 Pennsylvania Board of Probation and Parole 026 Pennsylvania Liquor Control Board 027 Milk Marketing Board 030 Pennsylvania Historical and Museum Commission 031 Pennsylvania Emergency Management Agency 032 Civil Service Commission 035 Department of Environmental Protection 036 State Tax Equalization Board 038 Department of Conservation and Natural Resources 067 Department of Health 068 Department of Agriculture 070 State Employees’ Retirement System 071 Municipal Retirement System 072 Public School Employees’ Retirement System 074 Department of Drug and Alcohol Programs 075 Department of Banking and Securities 078 Department of Transportation 079 Department of Insurance 081 Executive Offices 090 Pennsylvania State System of Higher Education

AGENCY CODES LOCAL GOVERNMENT AGENCIES

034 Children, Youth, and Family 039 Mental Health/Intellectual Disabilities 040 Area Agencies on Aging 041 County Emergency Management 089 Drug and Alcohol 096 Pennsylvania Housing Authority

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TABLE 2: COUNTY CODES

CODE COUNTY CODE COUNTY

01 Adams 35 Lackawanna 02 Allegheny 36 Lancaster 03 Armstrong 37 Lawrence 04 Beaver 38 Lebanon 05 Bedford 39 Lehigh 06 Berks 40 Luzerne 07 Blair 41 Lycoming 08 Bradford 42 McKean 09 Bucks 43 Mercer 10 Butler 44 Mifflin 11 Cambria 45 Monroe 12 Cameron 46 Montgomery 13 Carbon 47 Montour 14 Centre 48 Northampton 15 Chester 49 Northumberland 16 Clarion 50 Perry 17 Clearfield 51 Philadelphia 18 Clinton 52 Pike 19 Columbia 53 Potter 20 Crawford 54 Schuylkill 21 Cumberland 55 Snyder 22 Dauphin 56 Somerset 23 Delaware 57 Sullivan 24 Elk 58 Susquehanna 25 Erie 59 Tioga 26 Fayette 60 Union 27 Forest 61 Venango 28 Franklin 62 Warren 29 Fulton 63 Washington 30 Greene 64 Wayne 31 Huntingdon 65 Westmoreland 32 Indiana 66 Wyoming 33 Jefferson 67 York 34 Juniata

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TABLE 3: CIVIL SERVICE MANAGEMENT DIRECTIVES Management Directives are located on the State Civil Service Commission’s HR Professional website at www.state.pa.us.

MD515.3, Amended, Classified Service Emergency Appointments

MD535.4, Amended, Use of State Work Program Trainee, County Work Program Trainee, Public Services Trainee and County Public Services Trainee Classes

MD535.5, Amended, Use of Trainee Classes in the Classified Service

MD580.2, Amended, Civil Service Availability Survey/Interview Notice

MD580.6, Amended, Tabulation of Classified Service Employees

MD580.8, Amended, Classified Service Probationary Periods

MD580.10, Amended, Conducting Interviews for Classified Service Positions

MD580.11, Amended, Documentation of Classified Service Personnel Actions

MD580.12, Amended, Recruitment for Classified Service Positions

MD580.13, Amended, Report of Personnel Transactions for Non-State Employees

MD580.15, Amended, Selective Certification of Classified Service Eligibles

MD580.16, Amended, Provisional Employment in the Classified Service

MD580.18, Amended, Pennsylvania Residency Requirements for the Classified Service

MD580.19, Amended, Promotion in the Classified Service without Examination

MD580.21, Amended, Veterans' Preference on Classified Service Employment Certifications

MD580.23, Amended, Resignation from and Reinstatement to the Classified Service

MD580.24, Amended, Promotion of Employees in Unskilled Positions into the Classified Service

MD580.25, Amended, Political Activities of Classified Service Employees

http://www.state.pa.us/

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MD580.26, Amended, Transfer or Reassignment of Classified Service Employees

MD580.27, Amended, Limited Appointments to Positions Exempted from the Classified Service Pursuant to Section 3(c)(4), Civil Service Act

MD580.28, Amended, Reallocation to a Lower Class in the Classified Service

MD580.30, Amended, Civil Service Leave of Absence and Return Rights

MD580.31, Amended, Classified Service Temporary Appointments

MD580.32, Amended, Substitute Employment in the Classified Service

MD580.33, Amended, Reproductions of Documents for Classified Service Personnel Actions

MD580.34, Amended, Removal of Eligibles for Certification or Appointment in the Classified Service

MD580.35, Amended, Employees Placed in the Classified Service by Position Reallocation

MD580.37, Amended, Promotion by Appointment and Temporary Higher-Level Assignment of Unclassified Service Employees into the Classified Service

MD580.38, Use of Intern Job Titles in the Classified Service

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TABLE 4: ACRONYMNS

AEP Accelerated Examination Program BES Bureau of Employment Services BITS Bureau of Information Technology Systems BPA Bureau of Personnel Assessment BPIS Bureau of Policy and Information Services CAPS Candidate Application Processing and Scheduling (SCSC on-line

scheduling system) COE Condition of Employment CPS Contractual Personnel System DDAP Department of Drug and Alcohol Programs DIIS Division of Investigations and Information Services DPW Department of Public Welfare EOW Examples of Work EPR Employee Performance Review ERO Eastern Regional Office, SCSC FER Final Earned Rating HA Housing Authority ICE Integrated Computer Examination KSAs Knowledge, Skills and Abilities METs Minimum Experience and Training Requirements MD Management Directive NSR Necessary Special Requirement OJT On-the-Job Training PAAD Policy Assistance and Audit Division PD Position Description PDA Pennsylvania Department of Aging PWOE Promotion without Examination SCSC State Civil Service Commission SME Subject Matter Expert TWOC Temporarily Working Out-of-Class VPCD Veterans’ Preference and Certification Division VPN Virtual Private Networking (Internet Access to SCSC Systems) WRO Western Regional Office, SCSC

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TABLE 5: FAQs FROM LOCAL GOVERNMENT AGENCIES Who do I contact for information on creating or reclassifying a job title?

Contact should be made with the state agency liaison, which in some instances may be referred to as the funding agency.

For Children and Youth Agencies and Mental Health/Intellectual Disabilities Agencies the liaison is the Department of Public Welfare, County Programs Section.

For Area Agencies on Aging the liaison is the Pennsylvania Department of Aging, Human Resource Office.

For Drug and Alcohol Agencies the liaison is the Pennsylvania Governor’s Executive Offices, Office of Human Resources.

For Local Emergency Management Agencies the liaison is the Pennsylvania Emergency Management Agency, Human Resource Office.

For Housing Authorities, Parking Authorities and Ambulance Services the liaison is the State Civil Service Commission, Policy Assistance and Audit Division.

What is remote access?

Remote access allows access to the SCSC Certification and Contractual Personnel Systems. To obtain remote access, contact should first be made with the applicable state agency liaison. For those with remote access, general IT questions should be referred to the SCSC help desk at 717.787.7804 or email to [email protected].

Can local government agencies request employment lists that give hiring preference to residents of their county?

Yes. At the discretion of the local government agency, employment lists can be requested that give county residents hiring preference over non-county residents, by indicating a “C” for County in the Type List field on the Request for Certification.

Can local government agencies request state employment lists and county employment lists at the same time?

Yes. State employment lists may be requested at the same time as county employment lists. Refer to page 14 of this manual.

Is veterans’ preference a statutory requirement?

Yes. The Military Code of August 1, 1975. P.L. 233, as amended, provides for preferential treatment of soldiers and spouses of deceased or disabled veterans, provided they have passed all parts of an SCSC administered examination. This includes granting ten points above their FER, mandatory preference in appointment

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over non-veterans appearing on the same Certification of Eligibles, and optional preference over any eligible on a Certification of Eligibles.

Is Pennsylvania residency preference a statutory requirement?

Yes. According to Section 501(b) of the Civil Service Act, in relevant part, persons applying for positions or promotions in the classified service shall be residents of the Commonwealth or former residents of the Commonwealth who meet the requirements set forth in that subsection. Refer to Management Directive 580.18, Amended, Pennsylvania Residency Requirements for the Classified Service. Note: If there is an inadequate supply of qualified Pennsylvania residents, an agency may submit a request to the Executive Director, SCSC, requesting a waiver to the residency requirements at [email protected]. Waiver requests must include the job title, number of existing or contemplated vacancies, description of specific recruitment efforts within Pennsylvania and their results, and the reasons why additional recruitment efforts directed at Pennsylvania residents would be similarly unsuccessful.

Are local government agencies required to use the Commonwealth of Pennsylvania’s Employee Performance Review Form 363L?

No. Local government agencies may develop their own employee performance review forms, but must submit the form for review and approval to the Executive Director, SCSC, prior to using the form. Requests for review and approval may be submitted to [email protected].

Although it is not a formal job requirement for the County Caseworker, can a local government agency require the possession of a valid driver’s license for an applicant to hold the position?

Yes. In accordance with MD580.15, Amended, Selective Certification of Classified Service Eligibles, local government agencies may submit Form SCSC-5274, Request for Selective Certification, indicating in item #17 why a driver’s license is necessary. If approved by the Executive Director, SCSC, candidates without a valid driver’s license would not be considered for the position.

How do I request certifications that require eligibles to speak a second language?

In accordance with MD580.15, Amended, Selective Certification of Classified Service Eligibles, local government agencies may submit Form SCSC-5274, Request for Selective Certification, indicating in item #17 what language is required, an estimate of the client population and how many of those clients communicate in the applicable language, the total number of employees in the agency or at the location filling the vacancy, as applicable, and how many of those employees can communicate in the applicable language. If approved by the Executive Director, SCSC, only candidates who communicate in the applicable language may be considered for the position.

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Is it appropriate to ask follow-up questions during an employment interview?

Yes. While all candidates should be asked the same set of initial questions, there will be instances when a candidate’s response to a particular question requires a clarifying question, or prompts an obvious question in follow-up. It is perfectly acceptable to ask such follow-up questions in those circumstances.

Is there a civil service intern program available to local government agencies?

Yes. The County Social Work Intern program is a structured six-month internship program focused on the performance of social casework duties. It is open to full time students enrolled in a bachelor’s degree program in sociology, social welfare, psychology, gerontology, or other related behavioral science, and who have completed 75 credits, including completion of 15 credits in one of the listed majors. Upon successful completion of the program and graduation, interns can be placed in County Caseworker 1 or 2 positions with no further requirement for application or testing.

Is the “Rule of Three” a statutory requirement?

Yes. Article VI, Section 601 of the Civil Service Act requires that the Executive Director “certify to the appointing authority the names of the three eligibles who are highest on the appropriate promotion list or employment list…” Section 602 goes on to state, “If the vacant position is to be filled from an employment or promotion list, the appointing authority shall select a person who is among the three highest ranking available persons on the certification of eligibles.” Under certain conditions and not withstanding this requirement, tied examination scores can expand the “Rule of Three” to include more than three candidates. Any questions about this requirement should be directed to the Policy Assistance and Audit Division at [email protected] or by phone at 717.787.5855