SANTA CRUZ COUNTY
PERSONNEL ADMINISTRATIVE MANUAL
FREQUENCY OF EXAMINATIONS
RECRUITMENT AND EXAMINATIONS
April 18, 1991
March 8, 1994
February 17, 2010
To describe the policy on the frequency that an examination may be given for a
particular job class.
Civil Service Rules, Section V.H. Frequency of Examinations
IV.1. Recruitment/Examination Process: Elements and Timelines
V.2.D. Life of Eligible Lists
V.2.E. Co-mingling Eligible Lists
V.2.F. Abolishing Eligible Lists
- The Civil
Service Rules state that "Examinations may be given as frequently as
the needs of County Government may require or justify."
- The Civil
Service Rules state that an eligible list will remain in effect for a
minimum of 6 months (see Section V.2.D. Life of Eligible Lists).
- When the
need for an examination is identified by Personnel or the department,
existing eligible lists are reviewed and a consideration is made to either
abolish the list (see Section V.2.F. Abolishing Eligible Lists) or
co-mingle a new group of applicants into the existing eligible list (see
Section V.2.E. Co-mingling Eligible Lists).
- The goal
of the Personnel Department is to have lists of qualified candidates
available for the departments to interview to make selections. However,
since some needs cannot be anticipated, the Employment Services Division
will conduct examinations as frequently as required to attain this
goal, while attempting to be efficient with resources required for the
- Departments will communicate
regularly their anticipated hiring needs to their assigned recruiting analyst
to facilitate timely examinations.
Employment Services Division may survey candidates on eligible lists in
order to update availability and contact information.
are conducted on a broad-class basis rather than on a position by position
basis. When an examination need is identified, all positions in the job
class or series are reviewed to determine current and projected needs. The
current vacancy may be highlighted on the job announcement.
- Continuous Examinations
to recruit for job classes may be placed on continuous examination. When
identified as a difficult to recruit for class, applications will be
processed upon receipt and qualified candidates will be referred in a
timely manner to the department for hiring consideration.
continuous exam may also be used when there will be a known series of
hires for a job class. When opened on a continuous basis, the job
announcement will state that there is no final filing date and all
applications on file in the Personnel Department as of any given Friday
may be reviewed and scheduled for testing.
- The need for an examination
is communicated to the Personnel Department through:
- Recruiting analysts or
his/her designee consulting with their assigned departments;
- A memo directed to the
recruiting analyst or his/her designee assigned to the department; or
- A request for certification where there is no eligible
list or the list does not contain available candidates.
- The recruiting analyst or his/her
designee will contact the department and discuss the vacancy need and
establish a timeline for conducting the recruitment and establishing the
new eligible list (see Section IV.1. Recruitment/Examination Process:
Elements and Timelines).