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RESOLUTION
Council File # 'J�� —a s
Green Shect # 35.
a3
Refened To
1 Administrative Resolution amending the Defuntions in th Civil
2 Service Rules
3 RESOLVED, that the Civil Service Rules be amended in Secti 2, Definitions, so that said
4 Section 2 shall read as follows:
5 2.
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2.
DEP'IIVITIONS
41
42
2.1
Applicant: An individual who has filled out and submitted a completed employment
application for one or more vacancies for which an exam has been announced.
43 2.2 Appointing Authority: Person or persons who shall be authorized to irire, promote or
44 discipline employees either within the Schoo] District or within each department of City
45 government.
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23
Appointment Date: Date of the official confirmation of selection of an individual from an
eligible list. Tlris is the employee's seniority date for persons appointed (hired) prior to July
1. 1995.
49
50
51
2.4
2.5
Candidate: An approved applicant who has appeared for and taken all or part of an
employment examination.
Cale�xlar Day: Any day of a month including holidays a� weekends.
52 2.6 Certify: A process of the Office of Human Resources of sending or authorizing a name or
53 names of person(s) b an appointing authority w fill a vacancy. The candidate(s) cerfified has
54 taken and passed an employment eacamination and may be selected from either a promorion
55 or an open eligible list
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57
58
59
60
61
62
63
2.7
2.8
2.9
Charter: City Charter of the City of Saint Paul.
City: City of Saint Paul, Minnesota.
City Council or Council: City Council of the City of Saint Paul.
2.10 Civil Service F.lraminafion: Test given as a result of a job announcement wluch may result
in a list of eligibles being established from wluch persons shall be employed in the classified
service if an eligible is hired.
2.11 Class: Position or group of posiflons with similar duties, responsibilities, qualifications, and
title.
�6 as
64 2.12 Class Specification: A description of a class of posidons which consist of elements such as:
65 tifle of the clacs, a general statement of duties, statement of the type and level of supervision
66 received and e�rcised, sfateme� of typical dufies performed, statement of knowledge, skills,
67 abilities, and other characterisfics thax aze es�mial to the position, and statement of min;mnm
68 qualifications.
69 2.13 Classified Employee: An employee who has taken an exam;nation and has been hired from
70 a Civil Service eligible list.
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73
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75
76
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80
81
82
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84
85
2.14 Commission: Civil Service Commission of the City of Saint Paul.
2.15 Condition: The po&cy of accepting an incomplete or partial application which is missing
documentation required from an applicant such as credenfiaLs, papers, certificates, licenses,
diplomas, etc. wlilch may allow that applicant to participate in the exam; process but
is insufficient or inadequate for fiill approval by the Office of Human Resources prior w
certification or appointment. Condition may be removed only after full disclosure of proof
of ineeting the requirement.
2.16 Continuous Service: Service wlrich begns as a regular classified employee and is any one
or any combinarion of the following without a break in service: (a) service in the classified
or unclassified service including as an elected official, (b) service in the classified or
unclassified service immediately followed by a period of employment on a temporary or
provisional basis, (c) a period of an authorized leave of absence without pay, or (d) any
period during wlrich an employee is suspended from ]ris or her posirion pursuant to these
Rules. Breaks in continuous service shall include lay-off, unless reinstated wittun two yeaxs,
resignadon, discharge and re6rement.
86 2.17 Director: Hnman Resources Diteetor of the City of Saint Paul.
87 2.18 DisabIIity: Is any one or any combinauon of the following: (a) a physical or mental
88 impairmem fhat subs4ntially limits one or more major life acdvity /acdvities; (b) a record of
89 such an impairment; or (c) regarded as having such an impairment.
90 2.19 Disabled: For the purpose of these Rules, shall be defined using the federal government's
91 definifion of a disabled person based upon the definition contained in the Americans With
92 Disabiliries Act (ADA).
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95
96
97
98
99
100
101
102
2.20 Division: Shall be defuied as each of the City Departments or Offices as specified in the City
Charter or Administrative Code including the following: City Attorney; Citizen Services;
Civic Center; Finauce; Fire; FirelPolice Equipment Services; Human Resources; Human
Rights; Legislative Operating; Libraries; License, Inspection and Environmental Protection;
Mayor's Administra6on; Pazks; Planning and Economic Development; Police; Public Health;
Pub]ic Works; and Water; or the School Disffict.
2.21
2.22
Eligible: A pexson who has taken and passed an ea�*r±� and, as a result, has been placed
on an eligible list for ihe position for which the person has been tested.
Employment Date: First date employee actually reports to work and begins worldng. This
date may be dis6nct from date of appointment for those persons hired prior to July 1, 1995.
103 2.23 E�taminarion: A selecfion instrnment used to measure a candidate's knowledge, sldlls, and
104 abilities and other qualificafions necessary to successfully perform the duries of a position.
' 105
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2,24 Final Ex�.»;nation Score: Final rating attained by a candidate as a result of participating in
the overall examination process. In addifion to a direct examination rating, it may also
include points for seniority, residency and veteran's preference. The Pinal Examination
Score shall be used to determine ranking on an eligible list.
2.25 Fiscal Year: United States IRS payroll reporring year.
2.26
2.27
2.28
Full-time Fmployee: Fanployee who is iegulazly assigned to work at least 32 hours per week
or at least 64 hours per pay period.
Grade: Standardized range of salaries.
Graded Claes: Position or grouQ of positions with similar duties and qualifications for wlrich
pay is within a standazd salary range with defined steps.
115 2.29 Human Resources: Office of Human Resources
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117
2.30
Illness: Includes, but is not limited to, incapacity of an employee to perform regularly
assigned duties due to medical reasons.
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120
2.31
2.32
Lay-off: Reduc6on of work force due to lack of work or funds.
L.ongevity: Length of service. Any conflnuous service including any unbroken previous
service as a Provisional employee.
121 2.33 Number of Eligibles on a List: Por the purpose of detennining the number oF eligibles on a
122 ]ist, flils number shall be determined at the time a new list is established and shall include only
123 ffiose new persons who took and passed the most recent eacamination and are placed on that
124 list.
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138
2.34
2.35
2.36
2.37
2.38
2.39
2.40 Probation: Specified period of time after appointment, promodon, reinstatement after
resignation, voluntary reduction, or transfer, during which the employee is evaluated to
determine if he or she is successfully performing the job duties to wluch the employee has
been assigned.
Open IIigible List: List of one or more eligibles which contains no eligibles with promotion
status, any of whom may be appointed to a classified position.
Open Examination: Eatamination that is open to all applicants who meet the minimum
qualificafions.
Part-time Employee: Employee who is regulariy assigned to work less than 32 hours per
week or less than 64 hours per pay period.
Pay-Step: Salary amouot within a salary range.
Performance Appraisal: Sirucwred process of evaluating an employee's job performance by
the employee's supervisor.
Posirion: A set of specified duties. There may be one or more posirions within a class.
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145
2.41 Promotiomel Appoi�trnem: Any appoimment from a classified posiflon to any other classified
position from a promo6on eligible list, except to the currendy held tifle or to a position in
uniformed swom police or fire groups (except for those tifles specifically given promotional
rights by the City Council); any appointment from a classified position in the sworn
imiformed fire group to any other classified position in the sworn uniformed fire group; any
appointment from a classified position in the sworn Police group to any other classified
position in the swom Police group.
146 2.42 Promotion Fffiployee: Certified employee who Uas promotion rights as defined in the Rules.
147 2.43 Promotion Rsamination: Examination that is open to all classified applicants who meet the
148 minimunn quylificarions and enter an examination on a promoflon basis as defined in the Rules
149 under promorion requirements.
150 2.44 Promotion List: List of persons who have promotion rights and who have passed a
151 promotional examination for a Ciry of Saint Paul or School District posifion.
152 2.45 Promo6on Rights: Promo6on candidates on an eligible list shall be appointed before non-
153 promotion candiclates on an eligible list for the same tifle.
154 2.46 Provisional Employee: An employee who is non-permanendy appointed to a classified
155 position without being tested or certified.
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2.47 Reallocation: Promotion of an incumbent without fiuYher comperifive e�mination to a
classified posifion when such position has been allocated to a]righer class because of changes
in job dupes and responsibilides.
2.48 Reassignment: Moving an employee from one position to another within a division or within
the School District with no change of tiUe. Involves an intra-division or intra-School District
move only.
2.49 Reduction: Voluntary or involuntary assignment of an employee to either a lower tide or to
a lower rate of pay. Does not include reassignments wluch involve premium pay or pay
differeatials.
165 2.50 Regular Employee: An employee who holds a classified tifle afrer being cerfified and
166 appointed from an eligible list and has started wor�ng. Probationary period does not have
167 to be completed to be a regular employee.
168 2.51 Reinslatement: Re-appoinhnent of an employee to a posiflon in their former classification or
169 to a classification to which thay could be appointed as defined in the Rules following a
170 resignadon, lay-off, leave of absence, or reduetion.
171 2.52 Reinstatement I.ist: Name or names of current or former employees who shall be considered
172 for reinsiatement or re-employment after a resignation, layoff or leave of absence.
173 2.53 Rules: Civil Service Rule or part of a Civil Service Rule being referred w in flris document.
174
175
2.54
Salary Index: Listing of all tiUes and associated salaries or rates of pay, which may also
include primary beneSts.
�'�-as
176 2.55 School Dishict: Independent School Dishict Number 625, Saint Paul, Minnesota. Same as
177 Saint Paul Board of Education.
178 2,56 Sworn Uniformed Group: Police or Fire employees who are authorized to wear clotknng "���
179 approved and authorized by the City (a uniform) and are authorized to perform their job
180 dufies only after they have taken an oath of office before the appropriate official(s}.
181
2.57
Tifle: Shall mean class.
182
183
2.58
Temporary Employee: Non-certified employee who is appointed to fill a position on a
non-permanent basis of limited duration. Used in cases of temporary work.
184 2.59 Trainee: Employee who is being trained for an e�ry-level position.
185 2.60 Transfer: Moveme� of an employee between City Divisions or from a City Division to the
186 School Disprict or vice versa without a change of title.
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2.61 Underrepresentation: A condition tbat e7cists at any given time when the percentage of each
protected-class gcoup within ihe oveiall work force for the Saint Paul Boazd of Educarion and
the deparhnents/divisions of the Ciry of Saint Paul are below the City's goals for each
protected-class group as contained in the City's adopted Open Opportunity Program Action
Plan/Affirmadve Action Plan (OOPAP/AAP).
2.62 Underurilization: A condiaon fl�at e�sts at any given time when the number of
protected-class members employed in the job categories is fewer than the number of qualified
protecfed-class members that would be reasonably elcpected to be employed by the availability
in the relevant labor market areas, based upon census dah aad information as contained in
the City's adopted Open Opportunity Program Action Plan/Affirmarive Action Plan
(OOPAPlAAP).
2.63
2.54
2.65
Ungraded Class: The term shall refer only to classes for which there t�as been established
a single pay rate or very narrow cange of pay rates.
Withdrawal: A candidate who has appeaced for and taken part of a Civil service
eatamination but who failed to complete the tes6ng process.
Worldng Day: Day when CitylSchool District offices aze normally open for business. Does
not include weekends or declared holidays; however, this may vary for employees worldng
in divisions wiffi shift work.
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� �"'� � GREEN SHEET No.: 35801
", �Y'lflice ofHuman Resowces 11/01/95
�roxrwcrrFSSOxtraox�: � amw n�na�rA.+a
'• John Shockley, 664&2 ,� v�enxn�r nne. (4�#�'' f crntcovxcn.
N[IA� � C11yA110RNEYA. 41 1 CrSyCSEBIC
MUSI'YSONOOONCII.AGffi�IDABY(DATL� �n�,�G �p�pRASSG) � C1VQ.SE&VICECO394SSLON
ORDffit � ---
TOTAL # OF SIGNAT[TRI4 PAGFS�_(CLIP ALL LO(`.ATIONS FOR SIGNATURE)
ACTIQN BEQllFSfED: -
Approval of a resolu6on amending Civil Se�vice Rule 2, DeSnitions to make them a more complete reference foi
users.
RECOMMENDAITONS:elppmve(A)aBejat(R) lERSONALS&HVICECONTRAGTSMUSfANSWERTHEPOLLOWING
QUF.STIONS:
PLANHINGCOMA4SSION _CIVII.SSRVICE COMimSSION 1. Hasffiispaaadlnmevacaairadundaraoa�a�iforlLisdcpufmmtT
CID COMI�ff11'EE _ Ya No
STAFF _ 2. HasB�paamlfomaua6emacayanopbyaeR
DTSTRICT COURT � Ya No
simronzscnucxcovxcu.oa�ecnvs� a. noam.pa
Y« xo
Ec�6 aya.rwee. a. se�te iat..a,p�ei a gee. d�d
INITIATiNG L*ROBLEM, ISBUE, OPPORTUNITY (K'io, Wirt,K'Yea,K7�ecy WLy):
The cwrent definitions are not entirely accurate and do not cover many tern►s used in the Rules.
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ADVANTAGESIFAPPROVED: f ^� �� f `
The proposed definitions are more accurate and give users a better description of terms used in the Rules.
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nisanvwrrracrs m arraovEn:
None
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DISADVANSTAGS6IF NQT APPROVED:
Co�inued confusion over terms used in the Rules. " �OV 14 1995
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TOTALAMOUNTOFTStANSACCSON:SO COBflREVENUEBUDGETEDC��.RONL� YFS NO
FUNDING SOIIRCE: ACTiVITY NUMB&R
FINANCIAL INFORMATION: (EXM.AIId)
NOTE: COMPLETEDIItEC1TONSAREINCLUDEDINTHEGREINSF�ETINSTRUCTtONALMANUALAVAII.ABLE
IN TH� PURCAASA7G OFFfCE (PHONE NO. 266-8900).
: � YYI. • :i17�1:i
Bdow aze correct routings for the five most &equent types of documents:
cor�rxncrs (�u„� ��no,;zea nuag� �o�) COUNCII, RESOLUTiON (Amend Budgets/Accept G�ants)
1. OutsideAgency .
2. DepertmentDir�tor
3. CityAttomey
4. Mayor (fa contracts ova S15,000}
5. HumanRights(farcontrsctsoverS50,000)
6. Finence and Management Services DirecWr
7. Finance Accounting
ADMINISIRAITVE ORDERS (Buctget Revi�on)
1. n�s�ryManege�
2. DeparhnentAccounfant
3. DepsrbnenfDirecfor
4. BudgekDirector
5, City Clerk '
6. ChiefAccountanyFinanceandManagementSecvices
ADMJNISTRATIVE ORDERS {all othcrs)
1. DepathrerntDiteclor
2. CiryAttorney
3. FinanceandManagementServicesDi�eetor
4. City Clerk
1. DeparunentD;tector
2. BndgetDitactot
3. CityAttomey
4. Mayor/Assistant
S. City Cow�T
6. ChiefAccovntant,Finance and Msnagement Services
COiINCII. RESOLt7TION (eIl otLers, and Otdinances)
1. DeparfinentDirecWr
2. CityAttomey
3. Mayor/Aasisfant
4. CityCounc7
TOTAL NUMBER OF SIGNATURE PA6ES
Indicate the # of pages on which signamres are required and paperclip or flag each of these pages.
ACITON REQUESTED
Describe what the projecUrequest seeks to accomplish in either chronologica! order or order of irnportance, whichever is mos[
apProQriate for Yhe issue. Do not writc comptete sentences. Begin each item in yow list with a verb.
RECOhIIvfENDATIONS
Compkte if the issue in question has 6cen presenfid before any 6ody, pubGc or privafe.
SUPPORTS WFIICACAUNCII, OBJECTlVET
Indicate which counc�l objxtive(s) your project/request suppcMS by fisfing the keywad(s) (HOUSAIG, RECl2FATION,
NIIGFIBORHOODS,ECONOMICDEVELOPMQdT,BUDGET,SEWERSEPARATi02�. (SEECOMPLETELiSTIN
INSTRUCTIONAL MAN[JAL.)
PERSONAL SERVICE CONTRACTS:
Tf�is information wiil6e used to detelmine the city's Gabiiity for workers compensation ciaims, taxes and proper civil service tv[ing
rules.
IN117ATAIG PROBI.EM, ISSUE, OPPORT[R�ITY
Explain the situalion or conditions that created a need fot yout ptc ject or ttquest.
ADVANtAGES IF APPROVED
Indicau whether tltis is s"vnpty an annUSl budget pr000dwc required by hw/charteror whdher the[e aca sPecific waYs u� which the
City of Saint Paui and its ci('v.ens wiii bene6t fmm this projecUaction.
DISADVANTAGESIFAPPROVED
What negative eBecis or major changes t4 e�dsting or psst p[�esses migM this projecVrequest pcoduce ifitis pessed(e.g., 4affic
delays,noise,�cincreasesorasse�meMS)? ToWhom4 When? Forhowlong?
DlSADVANTAGES IF NOT APPROVED
4Vhai will be the mgative oonsequences if the pmmised action is nM approved? Inabifiq� to deGvet setvice? Continued high ksffiq
noise,accidentrate? Lossofrevenuc?
FINANCIAL IMPACT
Although you mus[ ta�lor the infocmation you provide here to the issue you are addressing, in genetal you must answa two questioc�s:
How much is it going to cos[? Who is going to pay? �