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PERSONNEL COMMISSION MINUTES

Regular Meeting, Wednesday, March 16, 2016, at 12:00 p.m. Board Room, Business Building Room 117, 1900 Pico Blvd., Santa Monica, CA 90405

Distribution List for Personnel Commission Announcements, Agendas and Minutes

DEPARTMENTS: PLEASE POST 3400 Airport/SBDC: Sasha King Academic Affairs: Rebecca Weiland Accounts Payable: Cristina Hamblet AET: Rassheedah Watts Admissions & Records: Esau Tovar African American Center: Sherri Bradford Airport: Athletics: K. Stallings Auxiliary Services: Ofelia Meza Bookstore: David Dever Bundy: Beverly Redd-Walker Bursar’s Office: Chandra Dhruv Business Department: P. Murray Campus Police Office: Jennifer Jones Career Services: Vicky Rothman Community Education: Michelle King Counseling Office: Laurie Guglielmo Custodian Time Clock: Raymond Bruce Disabled Students Center: Stephanie Schlatter Early Childhood Ed.: L. Manson Emeritus College: V. Rankin-Scales English Dept.: Joanne Laurance EOP&S: Nick Mata ESL Office: Pam Nemeth Events Office: Joy Bice Faculty Association: Peter Morse Financial Aid Office: T. Thomas Health Sciences: Ida Danzey Health Office: Nancy Alfaro HSS: Carolyn Baugh International Students Center: Ana Jara KCRW: Cheryl Gee Latino Center: Maria Martinez Letters & Science: Linda Sallovitz Library: R. Furuyama Madison: Gail Johnson Maintenance/Facilities Time Clock: C.Rogers Math Village: Mitra Moassessi Media Center: L. Nakamura M.I.S.: Modern Language: Jeanne Laurie Music: Lori Geller Payroll: Ian Fraser Science: Ingrid Cardwell School Relations Outreach: Trena Johnson Student Life: Amelia Trejo Superintendent/Presidents Office: L. Kilian STEM: Vanan Yahnian Theater Arts: Judy Louff W& ED/Bundy: Tricia Ramos

ADMINISTRATORS and MANAGERS Emeritus: Gita Runkle Facilities: Bruce Wyban HR: Sherri Lee-Lewis Info Mgmt: S. Chen Int. Ed. Center: D. Kinsella Instructional Technology: Joshi John Maintenance: J. Bradney Operations: Anthony Barlow Courtney Pierce Receiving: R. Jauregui Supplemental Instruction: Wendi DeMorst

PRESIDENT/SUPERINTENDENT and SENIOR STAFF Superintendent/President: Kathryn Jeffery Executive VP: VP Academic Affairs: Georgia Lorenz VP Business/Admin: R. Isomoto VP Enroll. Services: T. Rodriguez VP Human Resources: Marcia Wade VP Student Affairs: M. Tuitasi Senior Director Government Relations & Institutional Communications: Don Girard Community Relations: Kiersten Elliott Public Information: Grace Smith PUBLIC POSTING LOCATIONS 2714 Pico: exterior display box Library for Public Posting (1) Library for Archives (2) Mailroom SMC Personnel Commission Office SMC Human Resources Staff Lounge EMPLOYEE ORGANIZATIONS CSEA Labor Rep.: M. Espinoza CSEA Chapter Pres.: R. Villanueva CSEA Chapter 1st V.P.: CSEA Chapter 2nd V.P.: M. Bonin CSEA Chief Job Steward: L. Peterson CSEA Corresponding. Sec’y: CSEA Recording Sec’y: K. Green SMC POA President: – Officer Cadena Mgmnt Assoc: G. Brown/B. Dammer IF YOU NEED AN ACCOMMODATION Written requests for disability-related modifications or accommodations that are needed in order to participate in the Commission meeting are to be directed to the Personnel Commission Office as soon in advance of the meeting as possible.

Revised 2/25/16

For information regarding Personnel Commission Agenda/Minutes distribution, please contact Personnel Commission at (310) 434-4410.

PUBLIC PARTICIPATION

ADDRESSING THE PERSONNEL COMMISSION

Members of the public may address the Personnel Commission by oral presentation concerning any subject that lies within the jurisdiction of the Personnel Commission provided the requirements and procedures herein set forth are observed: 1. Individuals wishing to speak to the Commission at the Personnel Commission meeting during Public

Comments or regarding an item(s) on the agenda must complete an information card with their name, name of organization (if applicable) and the topic or item on which the comment is to be made.

Five minutes is allotted to each speaker per topic. If there are more than four speakers on any topic or item, the Commission reserves the option of limiting the time for each speaker. A speaker’s time may not be transferred to another speaker.

Each speaker is limited to one presentation per specific agenda item before the Commission, and to one presentation per Commission meeting on non-agenda items. General Public Comments

∗ The card to speak during Public Comments must be submitted to the recording secretary at the meeting before the Commission reaches the Public Comments section in the Agenda.

∗ Five minutes is allotted to each speaker per topic for general public comments. The speaker must

adhere to the topic. Individuals wishing to speak during the Public Comments will be called upon during Public Comments.

Agenda Items

∗ The card to speak during Agenda Items must be submitted to the recording secretary at the meeting before the Commission reaches that specific item in the agenda.

∗ Five minutes is allotted to each speaker per Agenda Item. The speaker must adhere to the topic.

Individuals wishing to speak on a specific Agenda Item will be called upon at the time that the Commission reaches that item in the Agenda.

Exceptions: This time allotment does not apply to individuals who address the Personnel Commission at the invitation or request of the Commission or the Director of Classified Personnel.

2. Any person who disrupts, disturbs, or otherwise impedes the orderly conduct of any meeting of the Personnel Commission by uttering loud, threatening, or abusive language or engaging in disorderly conduct, shall, at the discretion of the presiding officer or majority of the Personnel Commission, be requested to be orderly and silent and/or removed from the meeting.

No action may be taken on items of business not appearing on the agenda. Reference: Merit Rule 2.2.8 Government Code sections 54954.2, 54954.3, 54957.9

Santa Monica College Personnel Commission MINUTES of Regular Meeting, March 16, 2016

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Board Room, Business Building, Room 117, 1900 Pico Blvd., Santa Monica, CA 90405 Any public records, which can be disclosed, related to an open session item on the agenda and distributed to the Personnel Commissioners less than 72 hours prior to the meeting, are available for public inspection in the Personnel Commission Office, 2714 Pico Blvd, Santa Monica, during normal business hours. Any individual or group may address the Personnel Commission during the Comments—Public Forum segment of the meeting regarding any item that is within the Commission’s subject matter jurisdiction. However, the Commission will not take action on any item that is not on this agenda.

Any individual may appear at the Commission meeting to respectfully testify in support of or opposition to any item being presented to the Commissioners for consideration. Individuals wishing to address items to the Commissioners should complete a Request to Address the Personnel Commission card (green form) prior to the start of the meeting.

PUBLIC SESSION: 12:00 P.M.

I. ORGANIZATIONAL FUNCTIONS

A. Call to Order __12:06__ p.m.

B. Roll Call Commissioner Present Absent Commissioner Metoyer, Chair X Commissioner Abbott, Vice-Chair X Commissioner Greenstein X Commissioner Jansen X Commissioner Leone X

C. Approval of Minutes

Regular Meeting – February 17, 2016 Special Meeting – February 25, 2016

DISPOSITION BY THE COMMISSION

MOTION MADE BY: Lawrence Leone SECONDED BY: Deborah Jansen AYES: 5 NAYS: 0 ABSTENTIONS: 0 Amendments/Comments Minutes were approved.


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II. REPORT – DIRECTOR OF CLASSIFIED PERSONNEL

Carol Long, Director of Classified Personnel, shared the following: Merit Rules Advisory Committee The Merit Rules Advisory Committee is bringing forward today for a second reading three sections from Chapter VI of the Merit Rules, regarding processes and rules related to the management of eligibility lists. If approved, these revisions will be officially incorporated into our Merit Rules. We are also bringing forward the remaining sections of Chapter VI for a first reading. Once revisions to Chapter VI have been finalized, we will move forward to review Chapter IV of the Merit Rules.

Staffing We would like to welcome a new staff member today who started his new assignment on March 7, 2016. John Linke has been selected as a new Supervising Personnel Analyst. He is coming from Los Angeles Unified School District, where he worked as a Senior Personnel Analyst in the Talent Acquisition and Selection Branch.

We are also in the process of selecting two additional temporary Personnel Technicians, primarily to assist Amy Gurjian with preparation for upcoming District-wide classification studies. Both are current graduate students in the Industrial/Organizational Psychology Master’s program at the Chicago School of Professional Psychology in Los Angeles.

III. COMMENTS AND INFORMATIONAL REPORTS A. Recognition of Employee Longevity: March 2016

5 YEARS

*Felix Ma, Laboratory Technician-Life Science, Life Science

Carol Long, Director of Classified Personnel, stated that, “Felix has served as a rater on our interview panels for Laboratory Technician – Life Science. He brings a lot of knowledge to our interview process and has done an excellent job of helping to screen candidates during interviews. Felix we are extremely grateful!”

*Marcus Suzuki, Instructional Assistant-Math, Math

Wendi DeMorst, Interim Director of Supplemental Instruction and Tutoring, commended Mr. Suzuki on his longevity. “Marcus is beloved by students and staff; he is a team player and is always willing to do what is necessary. He volunteers to work in the math lab when we are understaffed. Marcus is wonderful to work with and we have a great employee!”


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10 YEARS

Clyde Singleton, Journeyman Trade - HVAC, Maintenance

Bruce Wyban, Director of Facilities Management, shared that, “Clyde is a competent and effective employee. He is a heating, ventilating and air conditioning technician by trade and runs the college’s energy management system. His work helps the community and the college to conserve energy. I would like to commend him on his service to the college.”

Randolph Smith, Instructional Assistant-Math, Math

Wendi DeMorst, Interim Director of Supplemental Instruction and Tutoring, commented that, “Randy is the only tutor we have that tutors the higher level math, therefore he is always busy. Our students really connect with him and enjoy working with him. He is a great employee and we are grateful to have him at SMC.”

15 YEARS

Leonard Magur, Custodian, Operations

Bruce Wyban, Director of Facilities Management, shared that Mr. Magur works overnight on the NS II shift. He is in charge of maintaining the Counseling and Liberal Arts buildings. “Leonard is a conscientious and hardworking employee who is always willing to help his fellow custodians. We’d like to commend him on his 15 years of service to the college.”

20 YEARS

Andrew Abel, Custodian, Operations

Bruce Wyban, Director of Facilities Management, commented that, “Andrew is a member of the NS II staff. He works at the Bundy Campus, the Broad Stage campus and is currently a member of the floor care team. I would like to commend Andrew for his 20 years of service to the college.”

25 YEARS

Ariana Morgenstern, KCRW Radio Programming Assistant, KCRW

Commissioner Abbott, shared that, “She produces my favorite radio show, “Morning becomes Eclectic” because of her I’ve discovered all sorts of new music. We are so lucky to have a radio show as part of our community.”

Commissioner Leone, commended Ms. Morgenstern and stated, “I’ve listened to your work, thank you!”


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B. Comments from Vice President of Human Resources

Marcia Wade, Vice President of Human Resources, thanked Dr. Jeffery for attending the Personnel Commission meeting. She also congratulated Felix Ma for celebrating his longevity with the college. Ms. Wade reported that some offices closed so that more employees would attend the Institutional Flex Day that was held March 15, 2016.

C. Comments from CSEA Chapter 36 Representative

Not Present

D. Comments from Management Association Vice – President

Not Present

E. Comments from Personnel Commission Staff

None

F. Public Comments (non-actionable comments from those in attendance)

None

G. Comments by Personnel Commissioners

Commissioner Metoyer introduced President/Superintendent, Dr. Kathryn E. Jeffery Dr. Kathryn Jeffery, President/Superintendent, addressed the Personnel Commission and attendees. Dr. Jeffery sees the deep commitment from the staff and it is evident by the number of years that employees work for the college. She shared that she is originally from Oklahoma and she served as President at Sacramento City College and Hennepin Technical College before being appointed as President/Superintendent at Santa Monica College. Dr. Jeffery stated, “I hope to be, not only someone who works at Santa Monica College, but someone who contributes in a significant way to the community of Santa Monica.”


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IV. AGENDA REPORTS

# ITEM Page

1 Amendment to Rules and Regulations of the Classified Service – Chapter 6 – Second Reading Merit Rule 6.1: Employment Lists, Merit Rule 6.2: Eligibility Lists, Merit Rule 6.3: Certification to Fill Vacancies

6

2 Amendment to Rules and Regulations of the Classified Service – Chapter 6 – First Reading Merit Rule 6.3.8: Removal of Names from Eligibility Lists, Merit Rule 6.4: Duties and Rights of Eligibles

17

3 Personnel Commission Staff Action: Approval of Selection of Supervising Personnel Analyst 20 4 Approval of Extension of Provisional Working Out of Class Assignment: Darryl Gray 21 5 Extension of Provisional Working Out of Class Assignment: Michael Dammer 24 6 Extension of Provisional Working Out of Class Assignment: Robin Yancey 27 7 Ratification of Provisional Working Out of Class Assignment: Carl Sheaffer 30 8 Ratification of Substitute Limited Term Assignment: Iotha Roberts 32 9 Position Reclassification: Information Systems Administrator to Information Systems Engineer:

Jung Lee 34

10 Ratification of Eligibility Lists 36 11 Ratification of Limited Term Assignments 37 12 Advisory Item: Appointments to Limited Term Positions 38 13 Advisory Item: Appointments to Provisional Assignments 39 14 Advisory Item: Reinstatement List 40 15 Examination Schedule

• Accounting Specialist II • Asset Manager

41

16 Recruitment & Examination Status Report – Informational Only 42

IV. ADJOURN AT _______ P.M. Next regularly scheduled meeting: Wednesday, April 20, 2016 at 12:00 p.m.


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AGENDA REPORT NO. 1 SUBJECT: AMENDMENT TO RULES AND REGULATIONS OF THE CLASSIFIED SERVICE - CHAPTER 6 – SECOND READING

MERIT RULE 6.1: EMPLOYMENT LISTS MERIT RULE 6.2: ELIGIBILITY LISTS MERIT RULE 6.3: CERTIFICATION TO FILL VACANCIES

DATE: March 16, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel Proposed changes to Chapter 6: Merit Rules 6.1, 6.2, and 6.3, are attached for a second and final reading. Merit Rule 6.3 includes all sections except for 6.3.8 (Removal of Names from Eligibility Lists). Recommendations were developed with input from the District, CSEA, Campus Counsel, and the Merit Rules Advisory Committee. Goals of these changes include eliminating language which is not in compliance with current laws. Following one final review with the Merit Rules Advisory Committee, two additional changes were added. The last sentence was stricken from Rule 6.2.4.A, in order to reflect standard best practices related to merging candidates onto existing eligibility lists. One additional statement was added to 6.3.6.C, to clarify exceptions to the maximum number of times eligibles can waive certification. Section 6.3.8 of Merit Rule 6.3, and Merit Rule 6.4 are being brought to the Personnel Commission today for a first reading.

CHAPTER VI EMPLOYMENT LISTS AND CERTIFICATION

(EDUCATION CODE SECTION 88119)

Positions in the classified service shall be filled from employment and eligibility lists established according to the procedures prescribed in this chapter. It shall be the policy of the Personnel Commission to promote upward mobility, career laddering/latticing for classified staff, and equal employment opportunity to minorities and other underrepresented groups in the selection process. Rule 6.1 EMPLOYMENT LISTS (88091) An employment list shall be defined as a list of names of current and former permanent employees who are eligible for employment into a vacant position without competitive examination.


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6.1.1 REEMPLOYMENT LISTS (EDUCATION CODE SECTION 88116, 88117, 88195) A. A reemployment list shall be established for each class as necessary and shall take precedence over all other employment and eligibility lists. This list shall contain the names of all regular classified employees who have been laid off or demoted from any position because of lack of work, lack of funds, or exhaustion of medical benefits leave. B. An employee who is granted a leave of absence for military duty or who is ordered, pursuant to the laws of the United States, to serve in any civilian war effort or war industry, shall have preference in reemployment. His/her name shall be placed ahead of all other names on the reemployment list for a given class. (Merit Rule 11.9) C. The life of the reemployment list for persons laid off shall be 39 months. Employees returning from military leave shall be eligible for reemployment for a period not exceeding six (6) months after discharge.

D. Employees on one or more re-employment lists shall be certified to vacant positions in their class in order by seniority (Merit Rule 13.1; Education Code 88195)

DE. Employees who take voluntary demotions or voluntary reductions in assigned time in lieu of layoff, in order to remain in their present positions rather than be reclassified or reassigned, shall be entitled to an additional 24 month period of reemployment provided that the same tests of fitness under which they qualified for appointment to the class still apply. Determination as to whether the same tests of fitness still apply shall be made on a class-by-class basis. 6.1.2 POSITION TRANSFER LIST

A. All qualified employees who request position transfer to a position with the same number of hours and/or months shall be placed on a position transfer list and shall be certified for interview in accordance with 6.3.2.A.1. Each transfer list shall expire once the current vacancy or vacancies listed in the posting have been filled.

6.1.3 CAREER LADDERING LATTICING LIST (INCLUDES LATERAL TRANSFERS,

VOLUNTARY DEMOTIONS, INCREASE IN HOURS, OR DECREASE IN HOURS)

A. All qualified persons requesting increase or decrease in hours, voluntary demotions or lateral transfer shall be placed on a career laddering latticing list and shall be certified for interview in accordance with 6.3.2.A.3. Each Career Latticing list shall expire once the current vacancy or vacancies listed in the posting have been filled.


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6.1.4 REINSTATEMENT LIST

A. All qualified permanent former employees who left in good standing and request reinstatement to their former class, or a lower related class in the same occupational group, shall be placed on a reinstatement list and shall be certified for interview in accordance with 6.3.2.A.4. Employees shall be eligible for reinstatement for a period of 39 months from their last date of employment.

Rule 6.2 ELIGIBILITY LISTS (EDUCATION CODE SECTION 88091, 88119) An eligibility list shall be defined as a list of the names of persons who have qualified in all parts of the examination. 6.2.1 ESTABLISHMENT OF ELIGIBILITY LISTS A. After an examination is completed, the names of successful candidates shall be arranged on a list in the rank order of examination score, including additional veteran's or longevity preference points, when applicable. The completed list, after approval by the Personnel Commission, shall constitute an "eligibility list" for that class.

B. Unless otherwise authorized in these rules, all appointments to positions in the classified service shall be made from eligibles whose names appear on eligibility lists. The Personnel Director of Classified Personnel shall be responsible for establishing eligibility lists as a result of examinations authorized by these rules. An eligibility list shall contain:

1. The type of eligibility list - open, promotional, open and promotional with the promotional list taking precedence, or merged promotional and open competitive (dual certification). 2. The names of all eligibles in final rank order of total examination scores. 3. The adjusted scores of each part of the examination and the weighted total scores. 4. The dates of each part of the examination. 5. The expiration date of each person's eligibility.

6. The signature of the Personnel Director of Classified Personnel attesting to the accuracy of the information on the eligibility list.

7. The date the list was ratified or approved by the Personnel Commission.

C. All eligibility lists shall be certified approved at the first reasonable opportunity at a Personnel Commission meeting.


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1. To facilitate the orderly progress of business, the Personnel Director of Classified Personnel may certify eligibles from the eligibility list before approval of the list by the Personnel Commission. However, no job placement shall be made before the notification procedures provided in Rule 5.2.1916 have been carried out. , and if an examination protest has been filed within the five (5) day notification period, no certification shall be made until the protest has been finally determined.

6.2.2 TYPES OF ELIGIBILITY LISTS A. The types of eligibility lists are 1. Promotional - a list of eligibles resulting from an examination limited to qualified permanent employees only. 2. Promotional and open competitive – separate promotional and open competitive lists of eligibles resulting from a single examination with the promotional list taking precedence;. 3. Merged promotional and open competitive - one list of eligibles resulting from a single examination including promotional and open competitive eligibles in a single merged eligibility list (See 5.2.4);. 4. Open competitive - a list of eligibles resulting from an examination open to all qualified candidates. 6.2.3 DURATION OF ELIGIBILITY LIST (EDUCATION CODE SECTION 88119) A. Eligibility lists shall be established for the duration of either six (6) months or one (1) year commencing from the date the list is approved by the Personnel Director or the Personnel Commission. B. The expected duration of each eligibility list as approved by the Personnel Commission shall be announced on the job announcement bulletin for each class.

C. An eligibility list may be extended by the Personnel Commission for one or more periods, not to exceed a total of two years from the time the list was first established. The Personnel Director of Classified Personnel shall base his/her recommendation for extension of an eligibility list on the following factors:

1. a sufficient number of available eligibles remain to fill expected future vacancies; 2. the composition of the list reflects appropriate representation of ethnic minorities, underrepresented groups, or non-traditional candidates; 3. the field of competition in the occupational area has not changed dramatically.


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D. Names of successful competitors may be added to eligibility lists for classes

approved by the Personnel Commission for continuous testing effective upon approval of the Personnel Director of Classified Personnel. These eligibles shall remain on the eligibility list only for the appropriate period as indicated in the job announcement bulletin.

6.2.4 CONSOLIDATION OF ELIGIBILITY LISTS A. If a new examination for a class is given during the first year of the life of an existing list, the examination shall be sufficiently similar to the previous examination to ensure the comparability of the scores of eligibles. The new list shall then be merged with the existing list with eligibles ranked in the order of examination score. Promotional lists shall be merged only with promotional lists. B. When lists are consolidated under this rule, the earlier lists shall be terminated one year after its establishment and those eligibles' names shall be removed from the consolidated list. C. All candidates on an existing eligibility list shall be notified at the time a new examination is scheduled for the class. Each candidate may retake the examination if a period of 90 days has elapsed since he/she last took the examination for the same class. 6.2.5 TERMINATION OF ELIGIBILITY LISTS A. An eligibility list shall be terminated as follows: 1. Automatically, when the term of the eligibility list as promulgated, has expired. 2. Automatically, when no eligibles remain on the list.

B. An eligibility list may be terminated by the Personnel Director of Classified Personnel prior to its expiration under the following circumstances:

1. When no eligible is available for appointment to a specific permanent vacant position. 2. When fewer than three ranks of eligibles remain on the list after certification, and the appointing authority requests certification of additional eligibles. 3. Upon abolishment of the class for which the list was established. C. When an eligibility list is terminated prior to the expiration of its term, all remaining eligibles shall be notified and given the opportunity to register for or retake the examination.


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Rule 6.3 CERTIFICATION TO FILL VACANCIES (EDUCATION CODE SECTION 88091) Certification shall be defined as the official submission of the names of employees or eligibles from an appropriate list to the appointing authority by the Personnel Director of Classified Personnel. 6.3.1 APPOINTING AUTHORITY A. The appointing authority shall be the Governing Board of the District, and its designated managers and supervisors. 6.3.2 ORDER OF PRECEDENCE IN THE USE OF LISTS

A. The order of precedence for the use of employment and eligibility lists for filling vacancies in the classified service shall be as follows:

A. Position Transfer List – ahead of all other lists.

1. Reemployment List - assignment of former employees shall be in order by seniority (Rule 13.2) (Education Code Section 88117, 88195)

2. Position Transfer List

3. Career Laddering Latticing List - voluntary demotion, reduction and lateral transfers.

4. Reinstatement List and Eligibility List - shall be certified along with

eligibles from the appropriate eligibility list. 5. Promotional Eligibility List - when the vacancy is not filled through the procedures listed in paragraph 1-3 above, the promotional eligibility list shall be used. 6. Open Competitive List - when the vacancy cannot be filled from the promotional list, the open-competitive list shall be used. 6.3.3 REQUEST FOR CERTIFICATION

A. When a new position is created, or a regular position becomes vacant, the request to fill the position shall be made through the appropriate process as prescribed by the District and submitted to the Director of Classified Personnel for action. supervisor shall make his/her request to fill the position on a Classified Employment Request form. The request shall be approved by the Division Head, the appropriate senior staff administrator, and the District Personnel Administrator. Upon approval, the request shall be submitted to the Personnel Director for action.


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6.3.4 CERTIFICATION OF AVAILABLE ELIGIBLES A. The Personnel Director shall poll the approved employment list and the eligibility list for the class of the vacant position. He/she Personnel Commission staff shall certify the names of qualified persons on the eligibility employment lists and the three top ranks on the employment eligibility list who are ready and willing to accept the vacant position. Certification shall be in the order prescribed in Rule 6.3.2. B. An eligible may limit or waive certification to a specific vacancy or a class of vacancies as provided in Rule 6.3.6. C. An eligible shall be allowed three business days to respond to a written and/or telephone notification of interview. Failure to respond may constitute an automatic waiver of eligibility as specified in Rule 6.3.6. DB. The certification prepared by the Personnel Director Personnel Commission staff shall contain the following: 1. For employees certified from an employment list, the certification shall include the name and status of the employee as well as a recent application; 2. For employees certified from an eligibility list, the certification shall list the name, the ranking on the eligibility list, the application, and resume, if any, filed by the employee. 6.3.5 RULE OF THREE RANKS A. Eligibles shall be placed on the eligibility list in rank order according to their score on the examination. The final scores of candidates shall be rounded to the nearest whole percent. All eligibles with the same percentage score shall be placed in the same rank. B. Certification from the eligibility list shall consist of all eligibles in the top three ranks who are ready and willing to accept the vacant position. C. For classes approved for continuous testing, certification shall be made at the time the Personnel Director can first reasonably certify three ranks of eligibles to the appointing authority. DC. When the field of competition indicates that the promotional list shall take precedence over the open list, and fewer than three ranks of eligibles are available on the promotional list, sufficient names shall be certified from the open competitive list to allow a choice among three ranks of eligibles. ED. When fewer than three ranks of eligibles are available for certification, the available eligibles shall be certified; however, the appointing authority may choose not to appoint any of them and may request a new examination.


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FE. When there is more than one vacancy for the same position in any one or more departments, one additional rank per vacancy shall be certified for final interview. All candidates on the eligibility list may be interviewed. However, the rule of three ranks still applies and all hiring must be made from the top three ranks before a lower rank can be hired. 6.3.6 AVAILABILITY AND WAIVER OF ELIGIBILITY A. An eligible may designate his/her availability for specific locations or shifts, part-time or

full time positions, and for limited-term (temporary) or permanent positions by filing an availability questionnaire in the Personnel Commission Office.

B. An eligible may revise or withdraw his/her availability by submitting a request in writing

to the Personnel Director of Classified Personnel. The change shall become effective upon receipt and acceptance by the Personnel Director of Classified Personnel.

C. An eligible may waive certification twice without penalty, except that waivers relating to

part-time or limited-term appointments shall not be counted for the purpose of this rule. At the time of a third waiver, he/she shall be removed from the eligibility list. The eligible shall be notified of the action to be taken and shall sign an acknowledgement thereof.

6.3.7 WITHHOLDING NAMES FROM CERTIFICATION A. The Personnel Director of Classified Personnel may withhold the name of an eligible

from certification for a permanent or temporary vacancy when the eligible: 1. Expresses unwillingness or inability to accept appointment;

2. Fails to respond within three (3) business days following the mailing of written inquiry regarding availability for the written or verbal notification of a specific vacancy. Failure of the candidate to respond within three (3) business days will constitute a waiver of certification.

3. Cannot be reached in time for appointment when immediate temporary employment is required; 4. Fails to present the license, registration, certificate, or any other credential required; 5. Is disqualified under Rule 4.2. 6.3.9 RESTORATION A. An eligible's name may be restored to an eligibility or employment list by the Personnel

Director of Classified Personnel under the following circumstances: 1. When the eligible presents a good and valid reason for waiver, inability to accept employment, failure to respond to an inquiry regarding availability for interview or to report for work;


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2. When the eligible presents verification that the reason(s) for ineligibility under Rule 4.2 has been corrected.

B. Revisions and withdrawals of voluntary waivers shall become effective upon receipt by the Personnel Director of Classified Personnel.

6.3.10 FINAL SELECTION INTERVIEW

B.A. The immediate supervisor, accompanied by his/her supervisor or such other persons as may be designated by the District Personnel Administrator hiring manager or the Personnel Director of Classified Personnel, shall interview all persons certified for the vacant position. This interview shall be designated as the final selection interview.

B. The final selection interview shall be conducted in a fair and impartial manner and all

eligibles shall be given an equal opportunity to present their qualifications for the vacant position. All questions asked shall be job-related, and all eligibles shall be asked the same basic questions and shall be given sufficient time to respond.

C. Following the completion of the interviews, a final selection report shall be

completed by all interviewers in the final selection interview. The report shall provide a specific appraisal of the relative qualifications of each of the candidates. 6.3.11 TIMELINES FOR THE FINAL SELECTION INTERVIEW A. Certification of eligibles to be interviewed for a vacancy in a class with an existing eligibility list shall normally be made within two weeks after job posting and other contractual requirements have been met. B. Certification of eligibles to be interviewed for a vacancy in a class with a newly established eligibility list may be made after completion of notification requirements as specified in Rules 5.2.16 and 5.2.20. C. The supervisor shall notify the Personnel Director of Classified Personnel of his/her

selection decision within five days after the completion of the interviews. 6.3.12 PROCEDURE FOR REQUEST AND CERTIFICATION OF ADDITIONAL ELIGIBLES A. If an eligible who has been certified, refuses appointment or fails to report for an interview, the appointing authority may fill the vacancy from the remaining eligibles or may request additional certification. B. When a request for additional eligibles is made, the Personnel Director of Classified

Personnel may:

1. Certify additional eligibles, as required.

2. Remove the names of eligibles who have refused appointment or have failed to report for a scheduled interview without notification.


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3. Investigate the matter at his/her discretion to determine that any refusal is, in fact, voluntary. 4. Request authorization from the Personnel Commission to refuse further certification should the investigation determine that refusal of appointment by an eligible is, in fact, not voluntary. 6.3.13 USE OF ALTERNATE ELIGIBILITY LISTS A. If there is no eligibility list for the class in which a vacancy occurs, certification may

be made from a list for another class at the same or a higher salary level provided: 1. The duties and qualifications of the class for which the examination was given include substantially all of the duties of the position to be filled.

2. The Personnel Commission finds that the use of the list is in the best interest of the District and that the necessary skills and knowledge were adequately tested in the examination.

6.3.14 SELECTIVE CERTIFICATION FOR POSITIONS WITH LANGUAGE REQUIREMENTS (EDUCATION CODE SECTION 88096)

A. If a position requires the use of a language in addition to English, the appointing authority shall so indicate to the Personnel Director of Classified Personnel when requesting certification of eligibles to fill the vacancy.

B. The Personnel Director of Classified Personnel shall determine which eligibles possess

the required language skills and shall certify the names of the top three (3) ranks of eligibles who meet the special requirements.

C. The recruitment bulletin announcing the examination shall indicate the special requirements which may be necessary for filling one or more of the positions in the class.

B. If there are insufficient eligibles who meet the language requirements, the Personnel Director shall certify additional eligible(s) not possessing the language requirements provided that the total number certified shall not exceed three (3) ranks of eligibles.

6.3.15 CERTIFICATION OF NAMES FOR SHIFT DIFFERENTIAL COMPENSATION (EDUCATION CODE SECTIONS 88180, 88181, 88182, 88183, 88184, 88185, 88186) A. Assignment to a position which qualifies for shift differential compensation as specified in Rule 12.2.14 shall be made on the basis of seniority among those employees within the appropriate class. The following conditions shall apply: 1. The assignment must exceed twenty continuous working days.

2. The employee must submit a written request an application for transfer to the Personnel Director of Classified Personnel at the time the vacancy is posted.


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3. Seniority shall be computed as provided in Rule 13.1.2. B. No employee assigned to work a shift which is entitled to differential compensation shall

be demoted in class as a result of such an assignment. C. An employee receiving a shift differential shall not lose this compensation if he/she is

temporarily, for twenty (20) working days or less, assigned to a shift not entitled to such compensation.

D. When a vacancy exists in a permanent or temporary position for which differential

compensation is designated, and no employee in the class wishes to volunteer for the shift, the assignment shall be made by the department supervisor on the basis of the needs of the department. Except in emergency circumstances, notification shall be made to the affected employee(s) in writing at least five (5) working days prior to becoming effective.

DISPOSITION BY THE COMMISSION MOTION MADE BY: Lawrence Leone SECONDED BY: Barbara Greenstein AYES: 5 NAYS: 0 ABSTENTIONS: 0 Amendments/Comments Motion was passed.


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AGENDA REPORT NO. 2 SUBJECT: AMENDMENT TO RULES AND REGULATIONS OF THE CLASSIFIED SERVICE - CHAPTER 6 – FIRST READING

MERIT RULE 6.3.8: REMOVAL OF NAMES FROM ELIGIBILITY LISTS MERIT RULE 6.4: DUTIES AND RIGHTS OF ELIGIBLES

(Note: No formal action will be taken at this meeting.) DATE: March 16, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel Proposed changes are attached to Chapter 6: Merit Rule 6.3.8 (Removal of Names from Eligibility Lists), and Merit Rule 6.4 (Duties and Rights of Eligibles). Recommendations were developed with input from the District, CSEA, Campus Counsel, and the Merit Rules Advisory Committee. Goals of these changes include clarification of processes and eliminating language which is not in compliance with current laws. 6.3.8 REMOVAL OF NAMES FROM ELIGIBILITY LISTS A. The Personnel Director of Classified Personnel may remove the name of an

eligible from an eligibility list for any of the following reasons:

Failure to respond within five (5) business days following the mailing of an inquiry regarding availability for employment in the classification.

Failure to respond within three (3) business days following the mailing of written notice of a vacancy.

31. Failure to notify the Personnel Commission Office of a change of address

contact information as provided in Rule 6.4.2. 42. Failure to report for a scheduled interview after certification. 53. Failure to report for duty at the required time after having accepted appointment. 64. Termination of employment resulting in removal of an eligible from a promotional eligibility list.


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75. Three (3) waivers of certification during the life of the eligibility list, except that waivers relating to part time or limited-term appointments shall not be counted for the purpose of this rule. 86. Refusing an employment offer after having been properly certified as eligible and available for the appointment. 97. Any of the causes listed in Rule 4.2. 108. A written request by the eligible for removal. B. The Personnel Director of Classified Personnel shall notify the eligible of the

action to be taken, the reason(s) therefore, and the opportunity to appeal to the Personnel Director Commission within five (5) business days before final action is taken, except when the eligible is removed due to termination of employment. Any action taken by the Personnel Director following an appeal is subject to ratification by the Personnel Commission.

Rule 6.4 DUTIES AND RIGHTS OF ELIGIBLES EMPLOYMENT OF ELIGIBLES 6.4.1 DUTIES OF ELIGIBLES NOTIFICATION OF ELIGIBLES A. When an eligible is selected for a permanent position, the following notification

procedures shall be used: Personnel Commission staff shall notify eligibles selection for a position.

1. The eligible shall be notified of selection by the Classified Personnel Office.

2. Notification may be made in person, by telephone, telegramemail, or certified mail.

3.1B. He/she An eligible selected for a permanent position shall report for work

within two calendar weeks (one month for management positions). BC. When aAn eligible is selected for a limited-term (temporary) position,

he/she must report for work on the date specified by the appointing authority.

4. 2D. At its discretion, the appointing authority may allow the selected eligible a longer period longer than two weeks to report for work. 5. 3E. Failure to report for work on the agreed upon date shall constitute refusal of appointment and be grounds for removal under Rule 6.3.8.


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6.4.2 NOTIFICATION OF ADDRESS DUTIES OF ELIGIBLES A. All persons placed on an eligibility or reemployment list shall provide their current

address and telephone contact information to the Personnel Commission Office. The Personnel Director of Classified Personnel shall use the address and telephone numberthis contact information for all communication with the eligible.

B. It shall be the responsibility of the eligible to notify the Personnel Commission

Office promptly of any changes in address or telephone number their contact information. Failure to notify the Personnel Commission Office shall constitute a waiver of certification and may be grounds for removal under Rule 6.3.8.

6.4.3 CONFIDENTIALITY OF CERTIFICATION (EDUCATION CODE SECTION 88083) A. The certification of eligibles shall be considered confidential and release of information shall be limited as follows:

1. To the appointing authority: only information relating to eligibles who have been certified shall be released by the Personnel Director of Classified Personnel.

2. To the eligibles: only the names of the eligibles who have accepted certification. 3. To such other additional persons as specifically ordered by the Personnel Commission. 6.4.4 REDUCTION IN ELIGIBILITY A. A reduction in eligibility from a higher class to a lower class may be approved by the Personnel Commission when the two classes are in the same line of promotion and have similar test(s) of fitness. The name of an eligible reduced in eligibility shall be placed at the bottom of the eligibility list for the lower class. 6.4.54 ELIGIBILITY AFTER APPOINTMENT A. An eligibility The same list shall be used for full time, part time, regular, and

limited-term (temporary) assignments in thea class. An eligible who accepts part time employment shall continue to be eligible for full time employment, and an eligible who accepts limited-term employment shall continue to be eligible for regular employment.


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AGENDA REPORT NO. 3 SUBJECT: PERSONNEL COMMISSION STAFF ACTION: APPROVAL OF SELECTION OF SUPERVISING PERSONNEL ANALYST DATE: March 16, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel It is requested that the Personnel Commission approve the selection of Mr. John Linke to fill a vacant Supervising Personnel Analyst position within the Commission Office. The appointment is effective on March 7, 2016. The eligibility list for Supervising Personnel Analyst was produced on March 21, 2014, and extended for an additional year. John Linke placed within the top three ranks on the eligibility list and was, therefore, eligible for selection into a new permanent assignment. John Linke previously worked as a Senior Human Resources Specialist with the Los Angeles Unified School District’s Talent Acquisition and Selection Branch. He possesses a Master’s degree in Industrial/Organizational Psychology. Merit Rule 2.3.1 (A) Status of Commission Employees A. The Personnel Director and other persons required to carry out the responsibilities of the

Commission shall be appointed by and be responsible to the Personnel Commission. However, they shall be considered part of the classified service, and the rules, procedures, benefits, and burdens pertinent to the classified service of the Santa Monica Community College District shall apply to Commission employees.

DISPOSITION BY THE COMMISSION MOTION MADE BY: Joy Abbott SECONDED BY: Barbara Greenstein AYES: 5 NAYS: 0 ABSTENTIONS: 0 Amendments/Comments Motion was passed.


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AGENDA REPORT NO. 4 SUBJECT: APPROVAL OF EXTENSION OF PROVISIONAL WORKING OUT OF CLASS

ASSIGNMENT: DARRYL GRAY DATE: March 16, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel It is recommended that the Personnel Commission approve the following provisional working out of class assignment at 100%:

Name Assignment Previous Dates Length of Extension Darryl Gray Custodial Operations Supervisor 1/04/2016 to 2/29/2016

38 working days 3/01/2016 to 4/15/2016 Not to exceed 90 working days

BACKGROUND The Facilities Department has requested approval to extend Darryl Gray’s working out of class assignment as a Custodial Operations Supervisor from 3/01/2016 through 4/15/2016. Additional assistance is needed to cover duties until the permanent vacancy is filled. Darryl Gray is currently employed by Santa Monica College as a Lead Custodian, in permanent status. Duties assigned which are at the level of Custodial Operations Supervisor will assume more than 50% of Mr. Gray’s daily assignments. Merit Rule 3.2.10 Working Out of Class (Education Code Section 88010, 88087) 3.2.10

A. CONCEPT OF WORKING OUT OF CLASSIFICATION 1. Each classified employee shall be required to perform the duties of the position approved by the Board and classified by the Personnel Commission for the class to which he or she is assigned. An employee may be required to perform other related duties consistent with the concept of the classification to which the position is assigned. 2. Classified employees shall not be required to perform duties and responsibilities which are not fixed and prescribed for their positions or are not consistent with the concept of the classification of their current position for any period of time which exceeds five (5) working days within a fifteen (15) calendar day period, or equivalent (i.e., four 10-hour working days within a fifteen (15) calendar day period) except as provided by this rule.


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3. Working out of class assignments are designed for temporary situations and shall not be used to place an employee in a long-term or permanent assignment in a higher or different classification. No employee shall be assigned to work out of class beyond the time limits specified in Merit Rule 7.2 (Provisional Appointments) and Merit Rule 7.4 (Limited Term Appointments). B. Procedure for Supervisor Requesting Approval for Working Out of Class 3. The Director of Classified Personnel will advise the Office of Human Resources of the findings and shall present those findings, including the recommended pay differential, to the Personnel Commission for approval. Confirmation of this approval shall then be sent by the Personnel Commission to the Supervisor and the employee, and forwarded to the Board of Trustees for final approval. Merit Rule 7.2.1 Provisional Appointments (Education Code Section 88106 - 88108) 7.2.10

C. GENERAL PROVISIONS

Notwithstanding the provisions of paragraphs A and B, the Personnel Commission may extend the 90-working-day provisional appointment for a period not to exceed 36 additional working days provided all of the following criteria are met: 1. An examination for the class was given during the initial 90 working days of the

employee’s provisional assignment.

2. Satisfactory evidence is presented indicating:

a. Adequate recruitment effort has bene, and is being made, b. Extension of this provisional assignment is necessary to carry on vital functions

of the District c. The position cannot satisfactorily be filled by use of any of the following:

1. The eligibility list for the class 2. Other employment lists such as reinstatement, or transfer; 3. Any other appropriate substitute eligibility lists

3. No person shall be employed full-time in provisional capacities under a given

Governing Board for a total of more than 126 working days in any one fiscal year.

RECOMMENDATION Darryl Gray has been assigned additional duties currently at the level of Custodial Operations Supervisor, during the period of time between 1/04/2016 through 4/15/2016. These duties will make up more than fifty percent (50%) of his daily assignments. Therefore, it is recommended that the Personnel Commission approve the request for working out-of-class for one hundred percent (100%) of the stipend.


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DISPOSITION BY THE COMMISSION MOTION MADE BY: Lawrence Leone SECONDED BY: Deborah Jansen AYES: 5 NAYS: 0 ABSTENTIONS: 0 Amendments/Comments Motion was passed.


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AGENDA REPORT NO. 5 SUBJECT: EXTENSION OF PROVISIONAL WORKING OUT OF CLASS ASSIGNMENT:

MICHAEL DAMMER DATE: March 16, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BACKGROUND It is recommended that the Personnel Commission approve the following extension of a working out of class assignment: Name Assignment Previous Dates Length of Extension

Michael Dammer Student Services Assistant 10/26/15 to 3/01/16 Not to exceed 90 working days

03/02/2016 to 4/19/2016 Not to exceed 36 additional working days, or until a permanent incumbent is selected

*Not to exceed six (6) months, or in case of an appointment in lieu of an absent employee, is not to exceed the authorized absence of that employee. Merit Rule 7.4.3(A) – Eligibility for Appointment, Limited Term appointments shall be made from eligibility lists and employment list in accordance with procedures for regular appointments. On October 21, 2015 the Personnel Commission approved a request to allow Michael Dammer to work out-of-class in a provisional assignment as a Student Services Assistant, in order to cover the duties while a recruitment was in process to fill this position on a permanent basis. The recruitment has now been completed, and we are in the process of scheduling final interviews for multiple departments who have vacancies for Student Services Assistant. The Personnel Commission Office has received a request to extend the working out of class assignment for Michael Dammer up to 04/19/16, or until they can complete their final interviews and select a permanent incumbent. Mr. Dammer is a permanent employee of the District, currently assigned as a Student Services Clerk. Duties assigned which are outside the scope of a Student Services Clerk are expected to take up more than 50% of Mr. Dammer’s daily assignments. Merit Rule 3.2.10 Working Out of Class (Education Code Section 88010, 88087)

3.2.10 WORKING OUT OF CLASS

A. CONCEPT OF WORKING OUT OF CLASSIFICATION


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1. Each classified employee shall be required to perform the duties of the position approved by the Board and classified by the Personnel Commission for the class to which he or she is assigned. An employee may be required to perform other related duties consistent with the concept of the classification to which the position is assigned.

2. Classified employees shall not be required to perform duties and

responsibilities which are not fixed and prescribed for their positions or are not consistent with the concept of the classification of their current position for any period of time which exceeds five (5) working days within a fifteen (15) calendar day period, or equivalent (i.e., four 10-hour working days within a fifteen (15) calendar day period) except as provided by this rule.

3. Working out of class assignments are designed for temporary situations and

shall not be used to place an employee in a long-term or permanent assignment in a higher or different classification. No employee shall be assigned to work out of class beyond the time limits specified in Merit Rule 7.2 (Provisional Appointments) and Merit Rule 7.4 (Limited Term Appointments).

B. PROCEDURE FOR REQUESTING APPROVAL FOR WORKING OUT OF CLASS

3. The Director of Classified Personnel will advise the Office of Human

Resources of the findings and shall present those findings, including the recommended pay differential, to the Personnel Commission for approval. Confirmation of this approval shall then be sent by the Personnel Commission to the Supervisor and the employee, and forwarded to the Board of Trustees for final approval.

Agreement between Santa Monica Community College and CSEA, Chapter 36, Article 7

7.4 LIMITED-TERM (TEMPORARY) APPOINTMNETS

7.4.1 LIMITED-TERM POSITIONS DEFINED

b. Positions established to replace temporarily absent employees shall be designated as substitute limited-term positions.

7.4.2 PROCEDURES FOR ESTABLISHMENT OF LIMITED-TERM POSITIONS

b. Substitute limited-term appointment may be made for the duration of the absences of a regular employee but need not be for the duration of the absence. The appointment may be made in the same class as that of the absent employee or the duties may be reduced in level and the appointment may be made in a lower class.


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Agreement between Santa Monica Community College and CSEA, Chapter 36, Article 11 11.7 WORK OUT OF CLASSIFICATION

11.7.3 COMPENSATION:

a. In the event that an employee is assigned duties at a higher

classification as defined above and those duties make up at least fifty percent (50%) of the employee’s daily assignments, the employee salary shall be adjusted as set forth in Section 11.4.1.

b. If those duties make up less than fifty percent (50%) of the employee’s

daily assignment, the District shall pay the employee equal to one half (1/2) of the stipend that would have been paid under sub division a (above)

11.4 SALARY ON PROMOTION

11.4.1 When an employee is promoted to a position in a higher salary range,

he/she shall receive the next higher dollar amount above his/her present rate of pay, but not less than the minimum of the new salary range. If that amount is less than a one-step (5%) increase, the employee shall be placed at the next higher step over that authorized above.

RECOMMENDATION Mr. Dammer is being assigned additional duties currently at the level of Student Services Assistant, during the period of time between 10/26/15 through 04/19/2016. These duties will make up more than fifty percent (50%) of his daily assignments. Therefore, it is recommended that the Personnel Commission approve the request for working out-of-class one hundred percent (100%) of the stipend as indicated under CSEA, Chapter 36 Article 11.7.3 b (above), through 04/19/2016, or until a permanent incumbent is selected. DISPOSITION BY THE COMMISSION MOTION MADE BY: Barbara Greenstein SECONDED BY: Lawrence Leone AYES: 5 NAYS: 0 ABSTENTIONS: 0 Amendments/Comments Motion was passed.


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AGENDA REPORT NO. 6

SUBJECT: EXTENSION OF PROVISIONAL WORKING OUT OF CLASS ASSIGNMENT: ROBIN YANCEY

DATE: March 16, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BACKGROUND It is recommended that the Personnel Commission approve the following extension of a working out of class assignment: Name Assignment Previous Dates Length of Extension

Robin Yancey Student Services Assistant 10/26/15 to 2/01/16 71 working days

2/2/2016 to 3/1/2016 Not to exceed 90 working days 3/2/2016 to 4/19/2016 Not to exceed 36 additional working days, or until a permanent incumbent is selected

*Not to exceed six (6) months, or in case of an appointment in lieu of an absent employee, is not to exceed the authorized absence of that employee. Merit Rule 7.4.3(A) – Eligibility for Appointment, Limited Term appointments shall be made from eligibility lists and employment list in accordance with procedures for regular appointments. On October 30, 2015 the Personnel Commission approved a request to allow Robin Yancey to work out-of-class in a provisional assignment as a Student Services Assistant, in order to cover the duties of this position while a recruitment was in process to fill this position on a permanent basis. The recruitment has now been completed, and we are in the process of scheduling final interviews for multiple departments who have vacancies for Student Services Assistant. The Personnel Commission Office has received a request to extend the working out of class assignment for Robin Yancey up to 4/19/16, or until they can complete their final interviews and select a permanent incumbent. Ms. Yancey is a permanent employee of the District, currently assigned as an Administrative Clerk. Duties assigned which are outside the scope of an Administrative Clerk are expected to take up more than 50% of Ms. Yancey’s daily assignments. Duties that have been assigned to Ms. Yancey during this period include, but are not limited to, the following: • Assists in planning and coordinating the First Year Experience (FYE) and Welcome Center activities • Maintains and updates student data on the First Year Experience master database • Tracks and monitors FYE counseling contracts and FYE progress reports • Creates and collects time sheets, and tallies hours for student time payroll


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• Provides information to students, parents, the campus community, and other institutions regarding department’s policies and procedures Merit Rule 3.2.10 Working Out of Class (Education Code Section 88010, 88087)

3.2.10 WORKING OUT OF CLASS

A. CONCEPT OF WORKING OUT OF CLASSIFICATION

1. Each classified employee shall be required to perform the duties of the position

approved by the Board and classified by the Personnel Commission for the class to which he or she is assigned. An employee may be required to perform other related duties consistent with the concept of the classification to which the position is assigned.

2. Classified employees shall not be required to perform duties and

responsibilities which are not fixed and prescribed for their positions or are not consistent with the concept of the classification of their current position for any period of time which exceeds five (5) working days within a fifteen (15) calendar day period, or equivalent (i.e., four 10-hour working days within a fifteen (15) calendar day period) except as provided by this rule.

3. Working out of class assignments are designed for temporary situations and

shall not be used to place an employee in a long-term or permanent assignment in a higher or different classification. No employee shall be assigned to work out of class beyond the time limits specified in Merit Rule 7.2 (Provisional Appointments) and Merit Rule 7.4 (Limited Term Appointments).

B. PROCEDURE FOR REQUESTING APPROVAL FOR WORKING OUT OF CLASS

3. The Director of Classified Personnel will advise the Office of Human

Resources of the findings and shall present those findings, including the recommended pay differential, to the Personnel Commission for approval. Confirmation of this approval shall then be sent by the Personnel Commission to the Supervisor and the employee, and forwarded to the Board of Trustees for final approval.


7.4 LIMITED-TERM (TEMPORARY) APPOINTMNETS

7.4.1 LIMITED-TERM POSITIONS DEFINED

b. Positions established to replace temporarily absent employees shall be designated as substitute limited-term positions.

7.4.2 PROCEDURES FOR ESTABLISHMENT OF LIMITED-TERM POSITIONS


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b. Substitute limited-term appointment may be made for the duration of the absences of a regular employee but need not be for the duration of the absence. The appointment may be made in the same class as that of the absent employee or the duties may be reduced in level and the appointment may be made in a lower class.


11.7 WORK OUT OF CLASSIFICATION

11.7.3 COMPENSATION:

a. In the event that an employee is assigned duties at a higher

classification as defined above and those duties make up at least fifty percent (50%) of the employee’s daily assignments, the employee salary shall be adjusted as set forth in Section 11.4.1.

b. If those duties make up less than fifty percent (50%) of the employee’s

daily assignment, the District shall pay the employee equal to one half (1/2) of the stipend that would have been paid under sub division a (above)

11.4 SALARY ON PROMOTION

11.4.1 When an employee is promoted to a position in a higher salary range,

he/she shall receive the next higher dollar amount above his/her present rate of pay, but not less than the minimum of the new salary range. If that amount is less than a one-step (5%) increase, the employee shall be placed at the next higher step over that authorized above.

RECOMMENDATION Ms. Yancey is being assigned additional duties currently at the level of Student Services Assistant, during the period of time between 10/26/15 through 4/19/2016. These duties will make up more than fifty percent (50%) of her daily assignments. Therefore, it is recommended that the Personnel Commission approve the request for working out-of-class one hundred percent (100%) of the stipend as indicated under CSEA, Chapter 36 Article 11.7.3 b (above), through 4/19/2016, or until a permanent incumbent is selected. DISPOSITION BY THE COMMISSION MOTION MADE BY: Deborah Jansen SECONDED BY: Barbara Greenstein AYES: 5 NAYS: 0 ABSTENTIONS: 0 Amendments/Comments Motion was passed.


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AGENDA REPORT NO. 7 SUBJECT: RATIFICATION OF PROVISIONAL WORKING OUT OF CLASS

ASSIGNMENT: CARL SHEAFFER DATE: March 16, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel It is recommended that the Personnel Commission approve the following provisional working out of class assignment at 100%:

Name Assignment Length of Assignment Carl Sheaffer Assistant Director of Facilities Management 2/29/2016 to 5/20/2016

Not to exceed 90 working days BACKGROUND Assistant Director of Facilities Management was approved by the Personnel Commission as a new classification on October 30, 2015. An examination is now in process to select someone to fill this position on a permanent basis. The Facilities Department has requested approval for Carl Sheaffer to work out of class as an Assistant Director of Facilities Management from 2/29/2016 through 5/20/2016, to cover this role on a temporary basis. Carl Sheaffer is currently employed by Santa Monica College as a Skilled Maintenance Worker II, in permanent status. Mr. Sheaffer meets the minimum requirements for this classification. Duties assigned which are at the level of Assistant Director of Facilities Management will assume more than 50% of Mr. Sheaffer’s daily assignments. Merit Rule 3.2.10 Working Out of Class (Education Code Section 88010, 88087) 3.2.10



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3. Working out of class assignments are designed for temporary situations and shall not be used to place an employee in a long-term or permanent assignment in a higher or different classification. No employee shall be assigned to work out of class beyond the time limits specified in Merit Rule 7.2 (Provisional Appointments) and Merit Rule 7.4 (Limited Term Appointments). B. Procedure for Supervisor Requesting Approval for Working Out of Class 3. The Director of Classified Personnel will advise the Office of Human Resources of the findings and shall present those findings, including the recommended pay differential, to the Personnel Commission for approval. Confirmation of this approval shall then be sent by the Personnel Commission to the Supervisor and the employee, and forwarded to the Board of Trustees for final approval. RECOMMENDATION Carl Sheaffer has been assigned additional duties currently at the level of Assistant Director of Facilities Management, during the period of time between 2/29/2016 through 5/20/2016. These duties will make up more than fifty percent (50%) of his daily assignments. Therefore, it is recommended that the Personnel Commission approve the request for working out-of-class for one hundred percent (100%) of the stipend. DISPOSITION BY THE COMMISSION MOTION MADE BY: Joy Abbott SECONDED BY: Lawrence Leone AYES: 5 NAYS: 0 ABSTENTIONS: 0 Amendments/Comments Motion was passed.


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AGENDA REPORT NO. 8 SUBJECT: RATIFICATION OF SUBSTITUTE LIMITED TERM ASSIGNMENT: IOTHA ROBERTS DATE: March 16, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel It is recommended that the Personnel Commission approve the following provisional working out of class assignment at 100%: Name Assignment Length of Assignment Iotha Roberts Student Services Assistant 03/05/2016 to 04/01/2016

Not to exceed 90 working days BACKGROUND The Admissions and Records Department has requested approval for Iotha Roberts to work out of class as a Student Services Assistant from 03/05/2016 through 04/01/2016, to cover for another employee who is out on leave. Iotha Roberts is currently employed by Santa Monica College as a Student Services Clerk, in permanent status. Duties assigned which are at the level of Student Services Assistant will assume more than 50% of Mr. Roberts’ daily assignments. Merit Rule 3.2.10 Working Out of Class (Education Code Section 88010, 88087) 3.2.10



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3. Working out of class assignments are designed for temporary situations and shall not be used to place an employee in a long-term or permanent assignment in a higher or different classification. No employee shall be assigned to work out of class beyond the time limits specified in Merit Rule 7.2 (Provisional Appointments) and Merit Rule 7.4 (Limited Term Appointments). B. Procedure for Supervisor Requesting Approval for Working Out of Class 3. The Director of Classified Personnel will advise the Office of Human Resources of the findings and shall present those findings, including the recommended pay differential, to the Personnel Commission for approval. Confirmation of this approval shall then be sent by the Personnel Commission to the Supervisor and the employee, and forwarded to the Board of Trustees for final approval. RECOMMENDATION Iotha Roberts has been assigned additional duties currently at the level of Student Services Assistant, during the period of time between 03/05/2016 through 04/01/2016. These duties will make up more than fifty percent (50%) of his daily assignments. Therefore, it is recommended that the Personnel Commission approve the request for working out-of-class for one hundred percent (100%) of the stipend. DISPOSITION BY THE COMMISSION MOTION MADE BY: Barbara Greenstein SECONDED BY: Deborah Jansen AYES: 5 NAYS: 0 ABSTENTIONS: 0 Amendments/Comments Motion was passed.


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AGENDA REPORT NO. 9 SUBJECT: POSITION RECLASSIFICATION:

INFORMATION SYSTEMS ADMINISTRATOR TO INFORMATION SYSTEMS ENGINEER: JUNG LEE

DATE: March 16, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: Amy Gurjian, Classification and Compensation Manager BACKGROUND The Personnel Commission has been requested to conduct a position study for Jung Lee, current Information Systems Administrator in the IT Department. A reclassification study was initiated to determine if Mr. Lee’s assigned duties and responsibilities are appropriately classified. Mr. Lee has been assigned to Management Information Systems (MIS) since August, 1998. According to the IT department program review, the MIS division is responsible for creating, maintaining, and expanding the College’s primary, centralized information system in support of the campus portal for faculty/staff, student self-serve system, Academic Affairs, Enrollment Services, Business Services, Human Resources, and other administrative areas, as well as mission critical self-services internet access portals for faculty/staff, and students. Mr. Lee also supports the Network Services division, which administers SMC’s computer network services including all College network components, network security, the campus email system, and campus server and storage infrastructure. METHODOLOGY A Position Description Questionnaire (PDQ) was submitted by the incumbent. Dan Rojas, Network Services Manager reviewed the PDQ and provided comments. One-on-one interviews were conducted with the incumbent and his supervisor to gather additional details about the nature and level of duties assigned and performed. ANALYSIS Key factors assessed when studying a position or classification include; the scope of responsibilities, knowledge required for the position, level of complexity, degree of decision-making authority, nature & purpose of contacts, and consequence of error. Typical duties performed by Mr. Lee include planning, leading and managing large system installation and migration/upgrade projects and coordinating the efforts among vendors, district staff, and IT resources to ensure successful and timely implementation. In addition, Mr. Lee researches and recommends optimal and up-to-date technical solutions, and develops standard operations procedures and maintenance plans for the technology infrastructure that hosts significant campus functions Districtwide. Moreover, Mr. Lee exercises expert independent judgment and mastery-level knowledge of server platforms, virtualization, and storage networks to provide lead direction to other professional and technical staff IT staff, in addition to advising IT management on highly technical projects that have a substantial impact on District resources.


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FINDINGS

• Mr. Lee qualifies for reclassification because he is performing highly complex duties which require advanced journey-level knowledge and substantial independence to conduct needs assessments, identify and recommend highly technical IT solutions, manage large-scale projects, and lead technical and professional staff. Above mentioned duties impact a significant portion of his assigned work. Duties are required to support normal Department and District operations and cannot be absorbed by other staff members.

• According to Mr. Lee’s supervisor, Mr. Lee has been assigned to perform these duties through gradual accretion for at least two years.

• Based on the duties assigned and the KSAs required, Information Systems Engineer encompasses the majority of the essential duties of the incumbent in terms of the level of knowledge, complexity, scope and effect of work, decision making, and nature of contacts.

Applicable Rules:

• In order to qualify for reclassification, the change in duties and responsibilities must occur through a gradual accretion of duties and not occasioned by the sudden assignment of wholly new duties. (Merit Rule 3.3.3.B (3))

• Merit Rule 3.3.4 defines gradual accretion of duties as “occurring over two (2) or more years of regular service.”

• Determination as to whether gradual accretion has occurred will be based on the date the incumbent began the performance of the newly acquired duties and responsibilities, and clear and convincing evidence of the employee’s continuing performance of the added duties and responsibilities. (Merit Rule 3.3.5.A (C))

• At least two (2) years must elapse before another request for reclassification can be initiated for the same position. (Merit Rule. 3.3.6.E)

RECOMMENDATION It is recommended that the Commission reclassify Jung Lee’s position as follows: FROM: Information Systems Administrator Range 52 $81,204 to $98,700 TO: Information Systems Engineer Range 55 $87,396 to $106,212 Reclassification Effective Date: April 1, 2016

DISPOSITION BY THE COMMISSION MOTION MADE BY: Lawrence Leone SECONDED BY: Barbara Greenstein AYES: 5 NAYS: 0 ABSTENTIONS: 0 Amendments/Comments Motion was passed.


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AGENDA REPORT NO. 10 SUBJECT: RATIFICATION OF ELIGIBILITY LISTS DATE: March 16, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician

Class Title Field of Competition Promotional Total On List

Expiration Date

Academic Computing Instructional Specialist

Merged Promotional & Open Competitive 0 6 02/25/17

Athletic Equipment Specialist Merged Promotional & Open Competitive 0 11 03/08/17

Groundskeeper/Gardener Open Competitive 0 9 03/02/17 Laboratory Technician – Life Science

Merged Promotional & Open Competitive 0 9 03/09/17

Payroll Specialist Merged Promotional & Open Competitive 0 6 03/14/17

Research Analyst Merged Promotional & Open Competitive 0 11 03/06/17

Student Services Specialist – Admissions & Records Promotional 2 2 03/08/17

DISPOSITION BY THE COMMISSION Amendments/Comments MOTION MADE BY: Joy Abbott SECONDED BY: Deborah Jansen AYES: 5 NAYS: 0 ABSTENTIONS: 0 Motion was passed.


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AGENDA REPORT NO. 11 SUBJECT: RATIFICATION OF LIMITED TERM ASSIGNMENTS DATE: March 16, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician The Personnel Commission is requested to ratify the classification of the following Limited Term positions pursuant to Section [7.4.2(C)] of the Rules and Regulations of the Classified Service of the Santa Monica Community College District: Position Classification Department Effective Dates Bookstore Sales Clerk (1 full-time position)

Bookstore 02/16/16-03/11/16

Instructional Assistant – English (2 part-time positions)

Supplemental Instruction 02/16/16-06/30/16

Instructional Assistant – ESL (1 part-time position)

ESL 03/02/16-09/02/16


ESL 02/29/16-08/29/16


ESL 03/04/16-09/06/16

Instructional Assistant – Math (1 part-time position)

Math 02/16/16-07/15/16

Sign Language Interpreter III (1 part-time position)

Disabled Students Center 02/19/16-06/14/16

Student Services Clerk (1 part-time position)

Matriculation 03/14/16-06/30/16

Student Services Clerk (1 part-time position)

Matriculation 03/04/16-06/30/16

DISPOSITION BY THE COMMISSION Amendments/Comments MOTION MADE BY: Deborah Jansen SECONDED BY: Barbara Greenstein AYES: 5 NAYS: 0 ABSTENTIONS: 0 Motion was passed.


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AGENDA REPORT NO. 12 SUBJECT: ADVISORY ITEM: APPOINTMENTS TO LIMITED TERM POSITIONS DATE: March 16, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician The Personnel Commission is advised that the following persons have been appointed to the following Limited Term positions from certified eligibility lists pursuant to Section [7.4.3(A)] of the Rules and Regulations of the Classified Service of the Santa Monica Community College District.

Candidate Position Department Duration* Eligible List Date

Robles, Jose Bookstore Sales Clerk Bookstore 02/16/16-03/11/16 03/17/15

Edwards, Flor Instructional Assistant – English Supplemental Instruction 02/16/16-06/30/16 01/07/16

Romano, Maria Instructional Assistant – English Supplemental Instruction 02/16/16-06/30/16 10/31/14

Poole, Jamie Instructional Assistant – ESL ESL 03/02/16-09/02/16 01/29/16 Dell’Amico, Elena Instructional Assistant – ESL ESL 02/29/16-08/29/16 01/29/16 Conte Herse, Vanessa Instructional Assistant – ESL ESL 03/04/16-09/06/16 01/29/16 Okonoboh, Barry Instructional Assistant – Math Math 02/16/16-07/15/16 04/03/15

Cheng, Peter Sign Language Interpreter III Disabled Students Center 02/19/16-06/14/16 12/04/14

Casale, Danielle Student Services Clerk Matriculation 03/14/16-06/30/16 02/05/16 Taylor, William-Michael Student Services Clerk Matriculation 03/04/16-06/30/16 02/05/16

*Not to exceed six (6) months or, in case of an appointment in lieu of an absent employee, is not to exceed the authorized absence of that employee. Reference Merit Rule 7.4.3 (A) –Eligibility for Appointment Limited term appointments shall be made from eligibility lists and employment lists in accordance with procedures for regular appointments.


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AGENDA REPORT NO. 13 SUBJECT: ADVISORY ITEM: APPOINTMENTS TO PROVISIONAL ASSIGNMENTS DATE: March 16, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician The Personnel Commission is advised that the following persons have been appointed to the following provisional assignments, not to exceed 90 working days pursuant to Section 7.2 of the Rules and Regulations of the Classified Service of the Santa Monica Community College District. Candidate Position Department Duration* Sanchez, Ana Accounting Specialist II Fiscal Services 02/26/16 - 07/06/16 Tahan, Ciza Student Services Clerk Emeritus 03/02/16 - 07/08/16 Blaisdell, Kerrie Theatre Technical Specialist SMC Performing Arts 02/11/16 - 06/30/16 Sperry, Adam Theatre Technical Specialist SMC Performing Arts 02/18/16 - 06/30/16 *Assignment ending dates may be adjusted as not to exceed 90 working days in a fiscal year


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AGENDA REPORT NO. 14 SUBJECT: ADVISORY ITEM: REINSTATEMENT LIST DATE: March 16, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel

The Personnel Commission is advised that the following person is being added to a Reinstatement list as specified below:

Name List Classification Resignation Date Reinstatement Effective Dates (39 months from resignation date)

Ollie Winn Student Services Clerk 4/17/2015 4/18/2015 to 7/18/2018 Reference: Merit Rule 15.2.1 Reinstatement

A permanent employee who resigned in good standing may be reinstated in a vacant position in his/her former class and status within 39 months of last date of paid service. He/she may also be reinstated in a vacant position in a lower related class, if qualified, or in limited-term status in the same or lower class. Such reinstatement is discretionary with the appointing authority.


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AGENDA REPORT NO. 15 SUBJECT: EXAMINATION SCHEDULE DATE: March 16, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José Guzmán, Personnel Technician It is recommended that the Personnel Commission approve the following Examination Schedule:

Class Title Field of Competition Time

Accounting Specialist II Merged Promotional & Open Competitive 3 weeks

Asset Manager Merged Promotional & Open Competitive 3 weeks

DISPOSITION BY THE COMMISSION MOTION MADE BY: Deborah Jansen SECONDED BY: Joy Abbott AYES: 5 NAYS: 0 ABSTENTIONS: 0 Amendments/Comments Motion was passed.


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AGENDA REPORT NO. 16 SUBJECT: RECRUITMENT AND EXAMINATION STATUS REPORT –

INFORMATION ONLY DATE: March 16, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician This item is presented for the Commission’s review—no action is required. Please see next page.


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V. ADJOURN AT __12:38__ P.M. DISPOSITION BY THE COMMISSION Amendments/Comments Commissioner Metoyer thanked President/Superintendent, Dr. Kathryn Jeffery, for attending the Personnel Commission meeting. Motion to adjourn was passed. MOTION MADE BY: Lawrence Leone SECONDED BY: Barbara Greenstein AYES: 5 NAYS: 0 ABSTENTIONS: 0 The next regular Personnel Commission meeting is scheduled for:

Wednesday, April 20, 2016 at 12 P.M. in the Santa Monica College Board Room,

Business Building, Room 117 at 1900 Pico Blvd, Santa Monica, California.

As required by law, this agenda for the Wednesday, March 16, 2016, Regular Meeting of the Santa Monica College Personnel Commission was posted on the official District website and bulletin boards, no later than 72 hours prior to the date and time of this meeting.

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