General Circular No. 001329

To: Heads of State Agencies and Human Resource Directors

Subject: Procedures For Proposed Rule Change

Issue Date: October 15, 1998

The purpose of this general circular is to clear up some procedural questions concerning the top five grade groups. These examples should not be used to make appointments unless the Civil Service commission amends rule 8.9 (a) as proposed. These are examples that show how the proposed rule would work.

Three significant changes are proposed:

1. For a grade to be considered a grade group, it must have at least one available candidate.

2. If you exhaust a grade group, you may proceed to an additional grade group with at least one available candidate to replace the depleted grade.

3. For each additional vacancy you fill, you may proceed to an additional grade group with at least one available candidate. This means that for one vacancy, you may select from the top five grade groups. For a second vacancy, after the first has been filled, you may select from the top six grade groups. For a third vacancy, after the second has been filled, you may select from the top seven grade groups, and so on.

EXAMPLE: One Vacancy

GROUP	GRADE	NUMBER IN GROUP	NUMBER AVAILABLE
1 2 3 4 5 6	98 96 94 93 91 89	1 2 2 3 9 10	1 1 2 1 2 4

In this example, the top five grade groups are 98, 96, 94, 93, and 91. Since there is at least one available candidate in each group, the appointment is restricted to these grade groups.

EXAMPLE: One Vacancy

GROUP	GRADE	NUMBER IN GROUP	NUMBER AVAILABLE
1 2 3 4 5 6 7	98 96 94 93 91 89 88	1 2 2 3 9 10 6	1 1 0 2 2 3 4

In this example, the original top 5 were 98, 96, 94, 93, and 91. However, once we determined availability, we eliminated 94 because there were no available candidates in that grade . The top 5 grade groups are 98, 96, 93, 91, and 89. The appointment is restricted to these grade groups.

EXAMPLE: One Vacancy

GROUP	GRADE	NUMBER IN GROUP	NUMBER AVAILABLE
1 2 3 4 5 6 7 8	98 96 94 93 91 89 88 86	1 2 2 3 9 10 8 7	0 1 0 2 4 2 2 1

In this example, we eliminated grades 98 and 94 because none of the candidates was available. The top five grade groups are 96, 93, 91, 89, and 88.

EXAMPLE: Two Vacancies

GROUP	GRADE	NUMBER IN GROUP	NUMBER AVAILABLE
1 2 3 4 5 6 7 8	98 96 94 93 91 89 88 86	1 2 2 3 9 10 8 7	1 1 2 1 2 4 2 2

In this example, the top five grade groups are 98, 96, 94, 93, and 91, since there is at least one available candidate in each grade. The first appointment is restricted to those grade groups. The agency appoints one of the candidates with a 94. Each grade still has at least one available candidate. No group has been exhausted. For the second vacancy, the agency may now proceed to group 89. The second vacancy is restricted to 98, 96, 94, 93, 91, and 89.

EXAMPLE: Two Vacancies

GROUP	GRADE	NUMBER IN GROUP	NUMBER AVAILABLE
1 2 3 4 5 6 7 8 9	98 96 94 93 91 89 88 86 84	1 2 2 3 9 10 8 7 5	0 1 1 2 3 1 0 2 2

In this example, the top five grade groups are 96, 94, 93, 91, and 89. This is the eligible pool for the first vacancy. Grade 98 was eliminated because no one in that grade was available. The first person appointed had an 89; this exhausts grade group 89. The agency replaces grade 89 with grade 86. Grade 88 was not considered because no one was available. Grade 84 is added for the second vacancy.

EXAMPLE: Three Vacancies

GROUP	GRADE	NUMBER IN GROUP	NUMBER AVAILABLE
1 2 3 4 5 6 7 8 9 10	98 96 94 93 91 89 88 86 84 82	1 2 2 3 9 10 8 7 5 4	1 0 1 2 2 2 1 0 2 1

In this example, the top five grade groups are 98, 94, 93, 91, and 89. Grade 96 was not part of the top 5 grade groups since there were no available candidates. The first appointment is restricted to these groups. The first person appointed has a 91. Each grade still has at least one available candidate so we dont replace a group. The agency proceeds to grade 88 for the second vacancy. The second person appointed has a 94; this exhausts grade 94. The agency adds grade 84 to replace the exhausted grade 94. Grade 86 had no available candidates. The agency now proceeds to grade 82 for the third vacancy.

The best way to determine which grade group to proceed to is to first replace any depleted grade group and then add your additional group for the multiple vacancy.

When we review appointments, we will consider the highest scoring person appointed as the first person appointed.

This is a dramatic change in the rules, please bear with us since it will take time to revise the back of certificates, the manual, etc.

Sincerely,

Allen Reynolds

Director