Clerical, University Police and Maintenance Staff (AKA classified staff)

Includes employees represented by CSEA, NYSCOPBA, Council 82, PEF and certain M/C employees

Generally, classified staff recruitment follows procedures prescribed by Civil Service Law as well as the collective bargaining agreement each union has reached with the State of New York.  For classified recruitment, as with unclassified recruitment, the same initial step must occur: an Authorization to Recruit form must be completed. The form is designed to prompt the person/office/department requesting the recruitment to supply the information needed for that particular type of recruitment and, for most classified staff vacancies, would not require the originator to supply a list of advertising sources.

Characteristics of Vacant Position

Specific procedures followed in recruitment of classified staff are determined by the following characteristics of the vacant position:

Title

The Civil Service classification system is title-driven.  Even titles which appear to be the same may, in fact, not be.  The precise title and title code of the vacant position must be identified so that the correct recruitment process can be followed. This information is available through the Human Resources (HR) office.

Jurisdictional Classification

All positions not in the unclassified service are considered in the classified service. All positions in the classified service are considered to be competitive unless specifically placed in the exempt , non-competitive or labor jurisdictional classification. Competitive class positions are filled generally through a process which uses written tests, administered by Civil Service, to determine merit and fitness. [However, the determination of merit and fitness for some competitive class positions is made through a process of evaluation of training and experience. Two such positions at Plattsburgh State are Nurse 1 and Plant Utilities Engineer Apprentice 1 .]

Competitive Class Positions

Candidates are ranked on eligible lists according to test scores [(or other determination of merit and fitness)] and the selection of the individual to fill the vacancy must be from among the top three scorers willing to accept the position. This is referred to as the "rule of three." Besides appointment from an eligible list, the filling of classified staff vacancies can be accomplished with the following processes:

  1. Transfer - An individual holding the same or a similar position from another department on campus or at another State agency may be eligible to transfer into the position. [Civil Service law determines when and if a person holding a similar position would be eligible for transfer. HR can provide assistance in determining eligibility for transfer ]. The Human Resources department maintains a current file of candidates requesting transfers [from other agencies. There is a job vacancy posting process that invites applications from internal applicants ].
  2. Reinstatement - An individual who has held the same or a similar position at a State agency may be eligible to be reinstated to a competitive class position. [HR can provide assistance in determining eligibility for reinstatement ].
  3. Appointment - Agreements with all classified staff bargaining units require an internal posting of vacancies for the purpose of allowing individuals from other departments the opportunity to move to a new position. An employee eligible for appointment to the vacancy might be transferred or reinstated, as described above, or in certain instances, simply appointed to the vacant position.

Non-Competitive Class Positions

Merit and fitness for non-competitive class positions is [are] determined by an assessment of each candidate's orientation and experience relative to the stated qualifications.  Recruitment and selection of candidates for these positions is [are] accomplished through the following process:

  1. Promotional Appointment from Internal Posting - For applicants for whom the vacant position would be a promotion (higher-grade level), the most senior, minimally qualified applicant, who meets operational needs, must be offered the position.
  2. Appointment from Internal Posting - For qualified applicants [who meet minimum qualifications and operating needs], for whom the vacant position would be the same or a lower salary grade, selection can be made without regard to seniority.
  3. Open Recruitment - If there are no qualified internal candidates for whom the position would be a promotion and no other suitable internal candidates, outside recruitment may take place. [For most positions at the College, HR maintains a file of active job applications.  These are usually unsolicited applications that are kept on file for one year from the date of application. If none of these recruitment sources yields a suitable applicant pool]  Generally in this situation, a local search is conducted with advertisements being placed with the local newspaper and job vacancy announcements circulated to the NYS Job Service.

Duration of Appointment

Permanent Appointment

These appointments must be filled as described in Title, and Jurisdictional Classification, above.

Temporary Appointment

Civil Service Law defines temporary as 90 days or less.  Appointments of this duration may be filled through open recruitment in a manner similar to that described in Non-competitive, Open Recruitment above.  Appointments determined to be temporary but more than 90 days duration must be recruited as if they were permanent.

Full Time/Part Time

Recruitment and selection for full and part time positions follows the same procedure; however, in competitive class recruitment different eligible lists are generated depending on whether the vacant position is designated full or part time.

Please note: the recruitment guidelines shown above describe procedures followed for positions and titles used at Plattsburgh State and do not necessarily reflect recruitment procedures prescribed for all other New York State classified service positions.

Search Committee

Generally, search committees are not formed for the purpose of filling a classified position. However, it is within the department head's discretion to form one, if she/he feels it is appropriate. The function of a search committee in this situation is limited to the conduct of the interview(s) and the formulation of a recommendation to the department head that is charged with the selection decision. [The recommendation should summarize the strengths and weaknesses of each candidate interviewed.

Please note-if it is decided that a search committee will be formed to recruit for a classified position, then an initial search committee meeting (see p. ___) must take place.  Please contact your HR associate to arrange this meeting as early in the process as possible, and certainly well before any interviews are scheduled.]

Conducting the Interview

Although the filling of competitive class positions does not require interviews (because of the "rule of three") interviewing the top three candidates, as well as transfer candidates, for a classified service position is highly recommended.  With this strategy the department head (and search committee, if applicable) can evaluate candidates face-to-face, while retaining the greatest number of options.  Very importantly, it allows the opportunity to expose the candidate(s) to the expectations, atmosphere and working conditions in a department.

[In the case of non-competitive positions, the interview process is an important step in determining whether the applicant will meet minimum qualifications and operating needs.  Because an effective interview process is crucial to the selection process and, very importantly, provides the candidate with a glimpse of our organization's professionalism, HR is ready and available to assist departments. The HR Associate assigned to the department will help compile a list of interview questions and will, if possible, sit in on the interviews. This will help ensure fair and consistent treatment of each candidate, as well as provide a sound basis upon which to evaluate those interviewed.]

Selection

Once a selection is made by the department head, an applicant flow log must be completed and forwarded to the Human Resources office along with any credentials used in determining the chosen candidate's merit and fitness for the position. Following review by the Human Resources director, the Human Resources department will make the official offer of employment to the candidate. [Following the acceptance of the offer and the receipt of the appointment paperwork (including the Applicant Flow Log) in HR, the HR staff will send non-selection letters to the rest of the interviewees.]

Reemployment Rights and Lists

Classified service employees from Plattsburgh State or any State agency whose jobs have been abolished or designated for abolishment have significant rights to open positions. An important step in any classified service appointment, which must be accomplished by a Human Resources director [staff member] is to check with Civil Service to verify that no person exists with reemployment rights to the job being filled.  If there is [are] such a person or persons, they must be offered the position. The Human Resources office will check periodically throughout the classified recruitment process for the existence of reemployment lists so that clearance of such lists is most readily facilitated.