City of Vernon, California
Human Resources Policies and Procedures
____________________
Director of Human Resources
_________________________
City Administrator
Number: I-1 Effective Date: December 7, 2021
SUBJECT: TERMS OF EMPLOYMENT
PURPOSE:
To specify and define employment terms for uniform use and interpretation.
POLICY:
All full-time regular employees are considered classified employees and participate in a competitive examination process and retain a property interest in their jobs after successful completion of their probationary periods.
Part-time, temporary, and full-time non-classified employees serve at the will of the appointing authority.
NON- CLASSIFIED POSITIONS: The following job positions are non-classified positions. The employees in these positions serve at the will of the City Administrator, City Council or City Attorney and do not have any property interest in their jobs.
A. Temporary Employees: Employees not exempt from the Fair Labor Standards Act who are hired only for a specified, limited period of time. There is a six-month employment period limit for all temporary appointments. However, with written justification from the appointing department and City Administrator approval, an extension of no more than six months may be granted. In no event shall a temporary employee be allowed to work more than twelve (12) continuous months in the same classification unless approved by the City Administrator due to special circumstances. This limitation of the term of employment also applies to dual classifications. These employees are eligible for overtime but are not eligible for any other benefits not required law.
B. Part-Time Employees: Employees who work a maximum of 1000 hours or less per fiscal year. These employees are eligible for overtime, but are not eligible for any other benefits not required by law.
C. Full-Time Non-Classified Employees: Employees who are regularly scheduled to work at least 40 hours per week and who do not retain property interests in their jobs. These employees are entitled to full benefits from the City. Non-Classified full time employees serve at the pleasure of the appointing authority and have no property interests in their positions, other than as may be established in an at will employment agreement approved by the City Council from time to time.
A full-time non-classified position is created when it is determined by the City Administrator that the City requires a classification to perform top-level administrative, Number: I-1 Effective Date: December 7, 2021
2 managerial, professional and/or confidential functions with direct accountability to the appointing authority. Upon reasonable notice to affected employees, the City Administrator may, from time to time, create other full-time non-classified positions as appropriate. No changes in the Classification Plan will be made without the approval of the City Council.
NON-CLASSIFIED POSITIONS: The following positions are the established full-time NonClassified positions of the City of Vernon:
Assistant General Manager of Generation and Operations
City Administrator
City Attorney
City Clerk
Deputy City Administrator
Deputy City Attorney
Director of Finance/City Treasurer
Director of Health and Environmental Control
Director of Human Resources
Director of Public Works
General Manager of Public Utilities
Police Chief
Senior Deputy City Attorney
Senior Legal & Policy Advisor
Utilities Operations Manager
CLASSIFIED POSITIONS: All other full-time positions within the classification system adopted by the City Council from time to time are Classified positions. These employees are regularly scheduled to work 40 hours per week or a City-approved alternative work schedule and are entitled to full benefits from the City. Classified employees have a property interest in their positions once they have satisfactorily completed their probationary periods.
TYPES OF POSITIONS - A position is the basic unit of an organization within the classification system adopted by the City Council from time to time and the corresponding duties and responsibilities assigned by management that requires the full or part-time employment of one person. Specific types of positions in the City organization are:
A. Regular Full-Time - A position established to provide service on a full-time, ongoing basis into the future.
B. Regular Part-Time - The same as Regular Full-Time, except that the work schedule involved shall not exceed 1000 hours total each fiscal year. Such work schedule may be of an irregular nature including short shifts at various times and on various days of the week.
C. Temporary - A position established to provide service not to exceed 1000 hours during any fiscal year. Such positions may be filled on a full-time or part-time basis.
Number: I-1 Effective Date: December 7, 2021
3 TYPES OF APPOINTMENTS - An appointment is the offer, by an appointing authority and acceptance by a person eligible under City policies and laws, of a position in City employment that is made in accordance with approved policies and procedures. Specific types of appointments to positions in the City are:
A. Regular Appointment (Classified Service) - An appointment made from a certified eligible list to a budgeted position and subject to successful completion of a probationary period.
B. Temporary Appointment (Non-Classified Service) - An appointment to a position established for a definite length of time, for a special project that shall cease to exist at the end of a stated time, for a regularly recurring need, or to alleviate cyclical or peak workloads. Such appointment is not to exceed, on a full-time or part-time basis, 1000 work hours in a fiscal year. No benefits are provided.
The City Administrator or designee may authorize the temporary appointment of a qualified individual designated by a department head to a grant-funded position or a specially budgeted project that shall exceed 1000 work hours in a fiscal year. Full benefits or mandatory benefits only may be authorized depending on the terms and conditions of the grant.
C. Regular Appointment (Non-Classified Service) - An appointment made by the City Administrator, or other City official designated to hire outside the classified service. Such appointments shall be made to an authorized position typically from a certified eligibility list. All appointments in this category shall be designated “at will” and subject to the terms and conditions of an at will employment agreement approved by the City Council from time to time.
D. Acting/Interim Appointment - A temporary appointment of a qualified candidate made to a regular full-time or part-time position where there is no appropriate list of eligible persons, or when there is an insufficient number of persons on an appropriate list who are willing to accept such appointment, and when all other recruitment measures have been exhausted. Such appointment shall expire when an eligible list has been prepared and a regular appointment made, or shall automatically expire when 1000 work hours are completed in a fiscal year. The Director of Human Resources must certify eligibility of such appointment prior to making a job offer.
The City Administrator may authorize an acting appointment that exceeds 1000 work hours for an authorized leave of absence where the incumbent has reinstatement rights or for an extended recruitment. Upon reinstatement of the incumbent or hiring of an individual, the acting employee shall be returned to the position previously held.
E. Appointments Outside the Hiring Process - Where an emergency, or other temporary need exists for additional help not elsewhere addressed in this policy statement, a Department Head may, subject to the approval of the City Administrator and Director of Human Resources, implement one or more of the following hiring methods in his/her Number: I-1 Effective Date: December 7, 2021
4 discretion:
1) 2 Week Emergency Direct Hire: Hire any individual considered qualified for emergency work for a period not to exceed 14 calendar days at any one time. 2) 90 Day Hire Via Temp Agency: Utilize the services of an agency supplying temporary, short-term, or emergency help for a period not to exceed 90 days. 3) Contract Employment (Independent Contractors) - The practice of engaging individuals under contract for personal services may be utilized only where it has been demonstrated that an employer-employee relationship does not exist. All such contracts for personal services must be approved as to form by the City Attorney.
City of Vernon, California
Human Resources Policies and Procedures
_________________________
Director of Human Resources
_________________________
City Administrator
Effective Date: 11/20/2012
1 Number: I-2
SUBJECT: REQUESTING AND RECRUITING FOR PERSONNEL
PURPOSE:
To provide a fair and equitable system to ensure that applicants (both internal and external) are made aware of current and/or future vacancies within City government.
POLICY:
The Human Resources Department shall establish and maintain, as needed, lists of qualified candidates to enable departments to fill vacancies in a timely manner.
All recruitments, except acting and temporary appointments, will be announced on a promotional/open competitive process. Departments wishing to fill an opening for a new position or a replacement vacancy shall complete a Personnel Rrequisition Form (see attachment), and forward this form to the Human Resources Office Department for approval. The Human Resources Office Department will then forward the approved Personnel Requisition Form to the City Administrator.
The requesting department should indicate on the Personnel Requisition Form the type of recruitment desired (e.g. “Open” or “Promotional”) if a current eligibility list does not exist for the position requested. A promotional recruitment can occur only after taking into consideration the availability of employees possessing requisite skills. Any promotional recruitment which fails to attract at least five (5) qualified candidates may be reopened to outside candidates. Temporary employees are not eligible to apply for closed promotional recruitments. The requesting department shall also indicate on the Personnel Requisition Form any special conditions of employment such as shift work, permanency of assignment, or need for second language proficiency.
The City shall make every effort to provide the means by which interested and qualified applicants shall be made aware of vacancies within City government. This process shall occur without regard to race, religion, color, national origin, ancestry, age, disability, medical condition, marital status, sex or sexual orientation. Recruitments shall be carried out in accordance with merit principles.
The Human Resources Department shall administer and coordinate the recruitment process and shall contact the requesting department for assistance, as appropriate. An announcement (bulletin) shall be Number: I-2 Effective Date 11/20/2012___
2 published and distributed for each vacancy (either promotional or open), and shall specify pertinent data such as compensation, a brief description of the essential job functions or duties of the position, the minimum and/or special requirements, and any recruiting deadlines. Any changes to the essential job functions of an approved job classification must be approved by the Director of Human Resources before posting.
The City of Vernon recruitments shall be posted in all common areas within City Hall, at the City Yard, Fire Stations, Power Plant, City’s website, and on the Human Resources Joblinethe City’s applicable social media accounts. Other means of communicating the opening to the public may be used, such as the use of local and national newspaper advertising, professional or trade journal advertising, local and regional association newsletters, special mailing lists, and/or personalized letters/emails. All advertising shall state that the City is an “Equal Opportunity Employer.” Completed online applications must be received by the Human Resources Department no later than the time and date indicated on the job bulletin. A facsimile (FAX) of the application will be accepted provided that the original application is mailed and postmarked no later than the final filing date.
Applicants submitting a facsimile will not receive further consideration in the recruitment process if the original application is not received by the Human Resources Department within 5 days from the final filing date.
Each department shall assist the Human Resources Department by developing and maintaining recruitment sources in accordance with State and Federal guidelines.
The following “Advertising Guidelines” may be utilized for cost saving purposes. The guidelines may vary by the specific recruitment needs of each department taking into account such variables as uniqueness of position, equal employment opportunity, and past recruitment history. All advertisement costs are funded by the Human Resources Department:
1. As needed, local labor market advertisement will be placed in newspapers utilizing multiple position block ads.applicable advertising sites and/or publications.
2. Advertising beyond the local labor market (ie; out-of-state publications) will be considered for management and executive recruitments only.
3. Where possible, professional newsletters, trade journals, websites and community publications may be used to recruit hard-to-fill positions.
Recruitment Process for Management Positions:
For all department head and key management recruitments, the City may utilize a search firm to conduct a broad search for the most qualified candidates. The top-ranked applicants will be interviewed. For City Administrator or City Attorney recruitments tThe City Council’s first choice will undergo a full background check.
PROCEDURE:
Responsibility Action
Requesting Department 1. Prepares a Personnel Requisition Form to fill the vacancy, and submits form(s) to the
Human Resources Department.
Number: I-2 Effective Date 11/20/2012___
3 Human Resources Department 2. Human Resources verifies that the position is vacant and is funded in the adopted
Budget. If authorized, submits to City
Administrator for consideration.
City Administrator 3. City Administrator approves or denies the recruitment of the position and forwards
back to the Human Resources Department.
4. City Administrator shall notify City Council
as appropriate and seek Council approval as
required.
Human Resources Department 5. Contacts requesting department to review applications from existing eligibility list.
or
6. Recruits promotionally or openly for
qualified candidates; tests as needed;
establishes eligibility list.
7. Certifies eligibility list to requesting
department within guidelines established in
the Testing, Certification, and Eligibility Lists
policy.
8. Reviews previous recruitments for the
position and any instructions for recruiting
that may have been included on the
Personnel Requisition Form.
9. Contacts requesting department to develop
additional information and to review
announcements prior to distribution.
10. Develops an examination plan for the
recruitment and reviews with department.
11. Reviews advertising plan to ensure
appropriate levels of outreach efforts are
consistent with State and Federal
guidelines.
12. Reviews the procedures in the recruitment
process to ensure compliance with all equal
employment opportunity laws and the goals
of the City.
13. Prepares a job announcement bulletin and
advertisement(s) which briefly describes
Number: I-2 Effective Date 11/20/2012___
4 the essential job functions or duties of the
position and indicates the minimum
requirements, the compensation, and the
final filing date (if applicable).
Hiring Department 14. Reviews and approves wording of
announcement and advertisement and
provides recruitment sources as
appropriate.
Human Resources Department 15. Determines scope of advertising and places ads with sources.
16. Distributes job announcement bulletin to
recruitment sources as appropriate.
17. Receives and processes online applications through
the final filing date (close of business day).
City of Vernon, California
Human Resources Policies and Procedures
_________________________
Director of Human Resources
_________________________
City Administrator
Effective Date: 07/15/2014
1 Number: I-3
SUBJECT: TESTING, CERTIFICATION, AND ELIGIBILITY LISTS
PURPOSE:
To provide a fair and equitable process to determine whether applicants possess the knowledge, skills, and abilities to perform the duties of the position for which they are applying and, if so, to provide a process consistent with merit principles so eligible candidates can be referred to departments based on their relative knowledge, skills and abilities.
POLICY:
1. Testing:
The Human Resources Department shall be responsible for the administration of competitive examinations as necessary to determine applicants’ qualifications and shall do so without regard to race, religion, color, national origin, ancestry, age, disability, medical condition, marital status, sex or sexual orientation. All tests shall be carried out in accordance with merit principles and in compliance with applicable State and Federal laws/regulations. All qualified applicants will undergo the same competitive examination process.
The Human Resources Department shall, after consulting with affected departments, determine the appropriate means of examining applicants and shall administer and/or coordinate the process.
All parts of any testing procedure shall be conducted in accordance with accepted merit principles, EEOC guidelines on employee selection, and applicable Federal and State law, and only as authorized by the Director of Human Resources. The Director of Human Resources shall have the authority to revoke, cancel or nullify the results of any or all portions of any testing procedures which do not have such authorization or are not in accordance with the criteria set forth above.
After consultation with the Department Head, the Human Resources Department shall determine the content and combinations of tests to be used, the weights assigned to each test, and the passing point or qualifying score.
Steps in the selection process may include any of the following:
A. Screening of employment applications for minimum qualifications.
B. Further screening of applications and/or supplemental questionnaires or documents for job- Number: I-3 Effective Date__07/15/2014_
2 related qualifications
C. Administration of a job related written examination.
DC. Administration of a job related oral examination.
ED. Administration of a job related performance examination.
FE. Interview of candidates.
GF. Coordination of an appropriate medical screening or examination after a job offer has been made.
HG. Investigation of reference and background information of individual candidates. (See Reference/Background Check Policy and/or Criminal Background and Live Scan Policy) The Human Resources Department may call upon subject matter experts from within or outside City employment for assistance in developing and/or administering any of the testing procedures.
Consideration in determining the appropriate selection device shall include cost to the City and candidates, time restraints, legality of the process, and practicality.
Each candidate in an examination shall be given written notice of the results thereof, and if successful, of the final earned score and/or band on the eligibility list.
All candidates shall have access the right to inspect their own test answer sheet within five (5) business days after the written notification of examination results have been sent by the Human Resources Department. Any error in computation shall be corrected, if called to the attention of the Human Resources DirectorDirector of Human Resources within this period.
2. Veteran’s Credit:
A veteran’s credit of five points will be added to a candidate’s passing score in an open competitive civil service examination if the candidate is either:
A. A veteran who served in the armed forces of the United States during any of the following periods: WW II – December 7, 1941 through December 31, 1946; Korean Conflict – June 27, 1950 to January 31, 1955; Vietnam Era – February 28, 1961 through May 7, 1975; Granada, October 25, 1983 to December 15, 1983; Panama, December 20, 1989 through January 31, 1990, Operations Desert Shield/Storm – August 2, 1990 through January 2, 1992; or for more than 180 consecutive days, other than for training, any part of which occurred during the period beginning September 11, 2001, and ending on August 31, 2010, the last day of Operation Iraqi Freedom, to date of final troop withdrawal; or received in a campaign or expedition for which a campaign medal has been authorized.
B. The spouse of such veteran who while engaged in such service was wounded, disabled, or crippled and thereby permanently prevented from engaging in any paid employment, or C. The widow or widower of any such person who died or was killed while in such service will also be entitled to Veteran’s credit.
Veteran’s credit is not allowed in promotional examinations, and proof of eligibility must be presented at the time of application, if the applicant wishes to be considered for the veteran’s credit.
3. Eligibility Lists:
Number: I-3 Effective Date__07/15/2014_
3 The Human Resources Department shall determine, based upon the results of the testing process, which candidates shall be placed on the eligibility list. These lists shall also include: 1) the names of candidates qualifying for reinstatement rights; 2) candidates placed on the list by the Human Resources Department for purposes of rehabilitation 3) City employees who request the opportunity to voluntarily demote; 4) City employees desirous of a lateral transfer between departments and within the same classification and who are in good standing . (See Policy on Employee Transfers.).
Eligibility lists other than those resulting from a continuous examination shall remain active for a period of one year, or until vacated by the Human Resources DirectorDirector of Human Resources, whichever occurs first. Open competitive lists created as a result of continuous examinations shall remain in effect for not more than one year after the last administration of the examination, unless sooner vacated sooner. An eligible list is exhausted when all the applicants in bands, I, and II on the list have been interviewed or requested to appear for an interview. A list may be vacated by the Director of Human Rresources Director at the request of the Director of the hiring department. The Director of Human Resources may authorize a one-time extension of an eligibility list for up to one additional year.
A. Band I1 – Upon completion of the testing process, the Human Resources department will compile a certified list of successful candidates. Band I1 shall include only the name of the person receiving the highest overall score, along with the names of any other candidates who scores within ten (10) points of the highest score (92 points to 82 points, etc.) The names on the Band I1 list will be listed in alphabetical order. The Human Resources Department will forward copies of the Band I1 list to the appropriate department head. At the discretion of the Director of Human Resources Band I and Band II may be combined if Band I has less than three candidates. After a competitive interview process is conducted, the appropriate Department Head will in turn make a recommendation to the City Administrator. The City Administrator upon review of the Band 1 list shall consider the department head’s recommendation and make the final selection and appointmentextend a conditional job offer.
The Director of Human Resources will determine the minimum pass point for each recruitment. There is a minimum 70% correct score required to pass the examinations in order for a job applicant to have his/her name placed on a certified list of successful candidates. .
B.A.
C.B. Band II – If band I is exhausted, the department may request from the Human Resources Department the band II list of successful candidates from the Human Resources Department.
Said list will consist of the names of those persons whos’ scores fell into the next ten (10) point group (81 points to 71 points, etc.) These names will also be listed alphabetically, and no scores will be reported to the department. Appointments will then be made in the same manner as with the band I1 list.
D.C. Police and Fire Department Banding - The Police and Fire Department banding of successful candidates shall be in accordance with approved Departmental policies and procedures outlined for each testing procedure.
4. Selection:
Based on the examination results, all successful full-time and part-time employees will have their names placed on a closed promotional list of eligible candidates. Also, based on the examination results, all successful temporary employees and all other applicants will have their names placed on an open competitive list of eligible candidates.
The appointing department will be required to interview and select a promotional candidate if there are at least five (5) names in Band I1 of any employment list of eligible promotional candidates. If there are fewer than five (5) names in Band I1 of the promotional list, these names Number: I-3 Effective Date__07/15/2014_
4 and band placement will be merged into the Open Competitive Eligibility List. Then the appointing department will only be required to interview and consider these candidates, and a selection will not be mandatory.
5. Certification:
Certification of eligible candidates shall be from the top candidates based on a review of rankings from the eligibility list. A screening of the training and experience qualifications of the affected candidates may be conducted by Human Resources to determine the best qualified. The candidates possessing the most suitable job qualifications and characteristics shall be referred.
The names of candidates placed on the eligibility list as a result of reinstatement rights, rehabilitation or transfer shall also be certified.
The City of Vernon encourages promotion from within and recommends consideration of internal candidates first, as part of an open/outside recruitment process. The City will conduct open/outside recruitments whenever it is determined that such recruitment will enable the City to identify the most qualified candidate group.
A. Selective Certification - In the event a department desires candidates with specialized skills, they may request a selective certification of these candidates (e.g., bilingual skills, computer skills). These skills must be identified via job analysis information and prior to the initial certification. A written formal request to the Human Resources Department must be submitted for selective certification.
B. Rejection of Certification - In the event a department rejects a certification, a formal written request for additional certification must be made. Inclusive with the request, there must be specific reason(s) as to the rejection of each certified candidate. The Human Resources DirectorDirector of Human Resources reserves the right to accept or reject this request.
C. Removal of Names - Names shall be removed from the eligible list after appointment, or at the end of the eligibility period. Names shall be removed from the promotional eligible lists upon termination of the employee's services from City employment or upon granting a leave of absence without right to return to the job. The Human Resources DirectorDirector of Human Resources may remove names of any person:
1) Who has been hired for the position for which they applied. (Employees accepting appointment for temporary and/or part-time positions may remain on the list until expiration.)
2) Who fails to appear without prior notice for any job interview for which they have been appropriately notified.
3) Who has refused to be interviewed twice for openings they have previously indicated on their application that they wish to be considered for. 4) Who has failed to answer any availability inquiry or keep the Human Resources Department informed of a current address and/or contact information. 5) Who is unable to produce or obtain the required license or related special requirement.
6) Who has falsified or omitted information from their application. 7) If the eligible person requests in writing that their name be removed.
Number: I-3 Effective Date:__07/15/2014
5 8) Unsatisfactory background or reference check.
The Human Resources DirectorDirector of Human Resources is authorized to modify this policy when it is in the best interest of the City to do so in accordance with accepted merit principles and Federal and State law, and with the concurrence and authorization of the City Administrator or City Attorney.
6. EXECUTIVE AND KEY MANAGEMENT RECRUITMENTS:
A. In-House Recruitment:
When recruitments for department heads and key management positions are conducted inhouse, the Human Resources Department shall adhere to the testing and certification procedures as outlined above. The Human Resources Department shall maintain all recruitment relatedrecruitment-related documents, including but not limited to, applications/resumes, exam scores (when applicable), inter rating forms, and reference checks, for the purpose of documenting the analyses and justifications utilized for appointments and promotions to department head and key management positions.
B. Outside Search Firm:
At the City’s discretion, a search firm may be utilized to conduct a broad search for the most qualified candidates. When recruitments for department heads and key management positions are conducted by an outside search firm, the search firm shall be required to provide the City with the methodology to be used for the recruitment process (i.e. outreach methods, placement of advertisements, resume review and ranking process), as well as a written summary of highest ranking candidates, guidance on the interview process, including panel composition, questions and rating forms, and verification of reference checks. All related documentation of the aforementioned shall be received and maintained by the Human Rresources Department.
PROCEDURE:
Responsibility Action
Human Resources Department 1. Reviews employment application to determine whether the applicant meets the
minimum qualifications of the position.
2. Notifies unsuccessful applicants at each step
of the pre-certification selection process via
email and/or text notice.
3. Determines appropriate means of testing
candidates.
4. Develops or procures appropriate exams as
needed.
Number: I-3 Effective Date:__07/15/2014
6 5. Administers and scores exams as needed.
6. Determines final cut-off scores for
examination process.
7. Establishes an eligibility list and notifies
candidates accordingly.
8. Certifies candidates. For internal promotional
certifications a minimum of 5 candidates shall
be certified. Employment Applications and
Certificate of Eligibles for each name certified
shall be sent to the hiring department.
Requesting Department 9. May Aassists the Human Resources Department in reviewing applications,
schedulesing selection interviews,
interviewsing candidates, and conductsing
reference checks. Makes final selection from
the list of names certified or requests
additional names from Human Resources if all
candidates are rejected or the department
determines with the concurrence of the
Human Resources Department that
insufficient applicants have been certified in
order to make a selection decision.
10. Completes all forms (Certification of Eligibles,
Personnel Requisition Form , Personnel Action
Form, and completed interview rating forms),
submitted during certification process and
returns them to the Human Resources
Department.
11. Notifies candidates not selected via mail,
copies of those letters must be submitted to
Human Resources along with other
documentation as indicated under item 10
above.
11. Makes conditional offer of employment at
first step of the salary schedule. All
employment offers that are above the first
step of the salary schedule must be preapproved by the City Administrator.
12. Submits conditional letter of employment to
candidate stating salary, work schedule,
position and tentative hire date and Criminal
Conviction Form..
13. Submits a copy of the conditional letter of
employment, and copies of any required
Number: I-3 Effective Date:__07/15/2014
7 certificates, degrees and/or licenses to
Human Resources along with the Personnel
Action Form.
Human Resources Department 14. Initiates pre-employment processing and obtains all required new employee
documents. Schedules pre-employment
physical process in accordance with Human
Resources policy and procedures.
15. Confirms hire date with the department to
ensure accuracy of personnel action form.
16. Upon completion of all pre-employment
processes and receipt of clearance, submits
certification of eligibility to hiring department
for candidate to begin employment with the
City.
No candidate may start work until all preemployment and processing has been completed and certified by the Human
Resources department.
17. Completes Personnel Action Form and submits
to payroll for processing.
18. Notifies candidates not selected as to their
current status on the eligibility list. If
requesting department notifies candidates
not selected via mail, copies of those letters
must be submitted to Human Resources along
with other documentation as indicated under
item 10 above.