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HomeMy WebLinkAbout11/21/2024 (2) DRAFT Meeting Agenda Mason County Civil Service Commission 423 N. 5t" Street, Shelton, WA Thursday, November 21, 2024 5:00 p.m. The regular meetings will be held in-person and via Zoom with remote options. Click on the Zoom link to join. https://zoom.us/m/96730318647?pwd=OU42alqwcUl 6Y014YmFFREQOeEZLdz09 Call Meeting to Order: 5:00 PM Roll Call: Susan Ickes, Mark Nault, and Mel Ferrier Business: 1. Public Hearing - Approval of revisions to the Civil Service Rules, Chapters 1 - 12. Action 2. Approval of Minutes: October 24, 2024, regular meeting minutes. Action 3. Open Forum for Citizen Input 4. Chief Examiner Update 4.1. Position Tracking - 11 vacant funded positions: Community Service Officer-2, Corrections Deputy-4, Deputy Sheriff-3, and Support Specialist-2 4.2. Approval of Public Safety Testing Subscriber Agreement, effective 1/1/2025. Action 4.3. Approval of Deputy Sheriff Position Description. Action 5. Sheriff's Office Update 5.1. Corrections 5.2. Patrol 5.3. Support Staff 6. Adjourn Next regular meeting is Thursday, December 19, 2024 Americans with Disabilities Act(ADA)accommodations provided upon request. Those requiring special accommodations, please contact Becky Rogers at 360-427-967o,Ext 268 or rsr masoncountywa.gov twenty-four(24)hours prior to the meeting. MASON COUNTY CIVIL SERVICE COMMISSION Notice of Hearing NOTICE IS HEREBY GIVEN that the Mason County Civil Service Commission will hold a public hearing on Thursday,November 21, 2024, at 5:00 p.m. at 423 N. 5th Street(Building 9 Conference Room), Shelton, WA 98584 SAID HEARING will be to consider revisions to Civil Service Rules: Chapters 1 — 12. See attached. If questions prior to the hearing,please contact the Chief Examiner at (360) 427- 9670, ext. 268. All interested citizens are invited to attend to speak for or against the proposal. DATED this 24th day of October 2024. MASON COUNTY CIVIL SERVICE COMMISSION Becky Rogers, Chief Examiner c: Mason County Sheriff Employees Post: Building 9 (Human Resources) Bulletin Board Mason County Civil Service Website If special accommodations are needed,please contact the Human Resources office,427-9670, Ext. 268. 1. PURPOSE, AMENDMENT, ADMINISTRATION AND DISTRIBUTION 1.1 Purpose: The purpose of these rules is to supplement the provisions of RCW 41.14, which provides for a merit system of employment for sheriff's office employees. The rules set forth the principles and procedures that are to be followed in the conduct and administration of the Mason County Civil Service program. The rules are designed to provide the public, the sheriff, and employees with reasonable assurance that personnel actions will be carried out uniformly, equitably, and upon the basis of merit principles. 1.2 Amendment: Proposals for amendments to these rules may be submitted in writing to the commission by a commissioner, the chief examiner, the sheriff's department or their representatives, an employee, or any other interested person. Prior to the adoption, revision, or repeal of any rule, the commission shall hold at least one public hearing. Notice of such hearing must be given at least ten days prior to the hearing by providing the sheriff and sheriff's office employees with copies of the proposed amendment together with notice of the time, date, and place of such hearing. Notice will be given by transmitting a memo or email to the sheriff, undersheriff, and/or chiefs who will distribute the notice to all staff. Any amendments or revisions shall become effective when adopted by the Civil Service Commission. 1.3 Administration: The chief examiner is responsible for the administration of these rules and shall keep a record of all proposed amendments to these rules together with any action taken thereon. 1.4 Distribution: Mason County Civil Service Rules shall be posted on the commission's web site. The chief examiner shall provide a copy of these rules to any interested pa rty. 1.5 Severability: If any provision of these rules or their application to any person or circumstance is held to be invalid, the remainder of these rules and their application to other persons or circumstances shall not be affected. 1.6 Notices: Whenever these rules require a notice or mailing to the sheriff's office, an applicant or eligible the notice or mailing may be provided by email if an email address has been provided. 2. DEFINITIONS Definitions of terms used in these rules and regulations: Unless a different meaning is plainly required by the context, the following words and phrases, as used in these rules and regulations, have the meanings indicated ALLOCATE means the act of assigning each position to its proper class. APPOINT means the act of the appointing authority in assigning to a position an eligible applicant who has been certified by the chief examiner for assignment in such position. APPOINTING AUTHORITY means the Mason County Sheriff or his or her designee. CERTIFY means the act of the chief examiner in supplying the appointing authority with the names of eligible persons to fill a vacant position in the classified service for which certification is requested. CHIEF EXAMINER means the position of secretary and chief examiner of the Commission. CLASS/CLASSIFICATION means a position or group of positions having similar duties, responsibilities, and authority, requiring similar qualifications, which can be properly designated by one title indicative of the nature of the work and salary range. CLASSIFIED SERVICE means all positions within the Mason County Sheriff's Office except those specifically included in the unclassified service. COMMISSION means the Mason County Civil Service Commission. COMMISSIONER means any one of the members of the Mason County Civil Service Commission. CONTINUOUS SERVICE means employment in the classified service as a regular or probationary employee for the requisite period of time immediately preceding the application deadline or other deadline as established by the commission that is uninterrupted except for authorized leave of absence, disability or family medical leave, or separation due to layoff; however, time lost due to layoff, disability leave, or approved absence in excess of 30 days without pay shall not be included in the determination of length of continuous service except as otherwise provided by these rules or required by federal or state statute. DAY(S) means calendar days unless otherwise defined in specific sections of the rules. DEMOTION means the change of a regular employee from a position in one class to a position in another class having a lower maximum salary range. ELIGIBLE means a person listed on an active eligibility list that has rights under these rules to be certified for appointment. ELIGIBILITY LIST means a list of all persons who have qualified for appointment to positions within a certain class under the provisions of these rules and who have not yet been appointed to such class or removed from such list in accordance with these rules. EMPLOYEE means a person occupying a position within the classified service who is paid a salary or wage for services rendered. EXTRA HELP means a temporary appointment above normal staffing levels during a short term, non-emergency situation requiring additional staff. Reasons for extra help include but are not limited to leaves, boat patrol, special events, training, and unforeseen service needs. LATERAL ENTRY means entrance into a Deputy Sheriff or Correction Deputy position through an open competitive testing process, where candidates are required to be currently employed in a like classification. LEOFF means the Washington law enforcement officers and fire fighters retirement system. PART-TIME EMPLOYEE means an eligible person hired off of an eligibility list, lateral entry list, recall list, or rehire list into the classified service of the sheriff's office that is an employee hired in a regular, county-budgeted position who is budgeted to work set hours on a regular, recurring basis for a minimum of twenty hours and less than forty hours per week, and is subject to the rights, responsibilities, and rules of civil service; or PRELIMINARY RANKING EXAMINATION means an examination used to narrow and rank the field of applicants in the first phase of a multi-phased examination process. POSITION means a group of current duties and responsibilities described by a job specification that has been assigned or delegated by the appointing authority and that requires the full time or part time service of an employee. PROBATIONARY EMPLOYEE means any employee who is serving a probationary period. PROBATIONARY PERIOD means a trial employment period prior to regular employment to test the actual performance of duties and to determine the employee's fitness for the position. PROMOTION means the appointment of an employee certified from the appropriate promotional register to a position in a class having a higher maximum salary range. PROMOTIONAL EXAMINATION. An examination for positions in a particular class, admission to which is limited to employees in the classified service or exempt employees who have previously served in the classified service who meet the qualifications set forth in the announcement of the examination. PROMOTIONAL LIST means an eligibility list established by a promotional examination. PROVISIONAL APPOINTMENT means a non-competitive appointment to fill a classified position pending establishment of an eligibility list for the class. PROVISIONAL EMPLOYEE means any employee filling a position by provisional appointment. REALLOCATE means reassigning a position to a different class in the classification plan. RECALL LIST means an eligibility list established by listing former regular or probationary employees who have been separated from the classified service by layoff and current employees who have been reclassified or reallocated in accordance with Rule 4.8. RECLASSIFY means changing the classification of a position. REFERRAL means the names certified by the Chief Examiner to the appointing authority in response to a request in order to fill a position. REHIRE LIST means an unranked employment list of persons who resigned voluntarily, left employment due to being laid off, or was reclassified or reallocated from the sheriff's office. REGULAR EMPLOYEE means any employee in the classified service who has completed a probationary period in a regular county budgeted position. REINSTATEMENT means the appointment to the formerly held position without competitive examination of an employee who separated from the classified service while in good standing, who has completed the probationary period in the classification, and who has maintained the qualifications for the position. RESIGNATION means a voluntary separation from employment initiated by an employee in writing. SELECTIVE CERTIFICATION means certification of names from an eligibility list for a position as requested by the appointing authority based on specific bona fide occupational qualifications that are necessary for sexual privacy, medical or psychological treatment, or undercover law enforcement. SHERIFF means the elected Mason County Sheriff. SUSPENSION means the temporary removal of an employee from duty. TRANSFER means the change of a regular employee from one position to another position within the same classification, or the change of a regular employee from one classification to another. UNCLASSIFIED SERVICE consists of the positions of sheriff, undersheriff, chief criminal deputy, chief civil deputy, chief of corrections, chief deputy of administration, or such equivalent positions as designated in accordance with RCW 41.14.070. The unclassified service is exempt from the provisions of these rules. VACANCY means a position that is not occupied. 3. ORGANIZATION 3.1 Chair: On an annual basis, the commission shall elect one commissioner to serve as Chair. The chair shall serve for a calendar year and continue to serve until a successor is selected. 3.2 Meetings: The commission will establish the time and place of the regular monthly meetings. Notice of the regular meeting schedule shall be transmitted at least annually by a memo to the sheriff and will be posted on the Mason County Civil Service website. Special meetings and executive sessions may be called in accordance with provisions of Chapter 42.30 RCW. 3.3 Chief Examiner: The chief examiner shall, subject to direction by the commission: A. Prepare such forms and procedures considered necessary, appropriate, or desirable to fulfill the commission's responsibilities and duties. B. Maintain the classification plan provided for in rule four (4). C. Provide for the establishment and maintenance of such records as the commission deems advisable or necessary. D. Certify or refuse to certify the payroll pursuant to the commission's instructions. E. Develop and administer such recruiting and examination programs as may be necessary to obtain an adequate supply of competent applicants, and prepare eligibility lists based upon results of competitive examinations. F. Act as secretary to the commission at its regular and special meetings by taking, transcribing, and maintaining minutes of such meetings; submitting the same for approval of the commission and the signature of the chair; and performing such other duties related to meetings as may be assigned by the commission. G. Perform such other duties, not inconsistent with Chapter 41.14 RCW or these rules, as the commission may direct. 3.4 Continuation of Business: If the chief examiner is unavailable, the commission or chair may delegate the responsibility to perform duties of the chief examiner to a Mason County employee other than an employee of the sheriff's office, provided that the commission shall be briefed on the duties performed at its next regular meeting. 4. THE CLASSIFICATION PLAN 4.1 Classification, Allocation, Appointments - General: The commission shall classify positions pursuant to RCW 41.14.070 within the classified service. The classification plan shall standardize titles, each of which shall be indicative of a range of comparable duties and responsibilities and shall have the same meaning throughout the classified service. No allocation, appointment, promotion, or demotion to any position shall be made except as provided for herein. 4.2 Classification of Positions: The chief examiner will review the duties of each position and determine placement into an appropriate classification in accordance with the character, difficulty, and responsibility of its designated duties. Positions shall be allocated to a given class when: A. The same descriptive title may be used to designate each position in the class; B. The same level of education, experience, knowledge, ability, and other qualifications are required. 4.3 Classification Titles: Classification titles shall be used in all personnel, accounting, budgeting, and financial records. No applicant or employee shall be appointed to or employed in a position in the classified service under a title not included in the classification plan. 4.4 Classification Specification: The classification specifications shall be used as a guide in the classification of positions and have the following force and effect: A. The specifications are descriptive and not restrictive. They are intended to indicate the type and level of duties and responsibilities that may be performed by a particular class. Specifications are to be interpreted in their entirety and will identify distinguishing features from other class specifications. B. In determining the classification to which a particular position should be allocated, the specifications of each classification shall be considered. Consideration shall be given to the duties, specific tasks, responsibilities, and qualifications of a class and to the relationship to other classes. 4.5 Use of Classification Plan: The classification plan shall be used: A. In preparing public announcements of examinations or vacancies. B. As a guide in preparing examinations that test the relative ability of applicants to perform the work of specific classes. C. In determining promotional sequences. D. In providing uniform job terminology that is understandable to county officials, employees, and the public. E. In creating employment lists from which applicants may be certified to fill vacancies. F. As a guide for the appointing authority in assigning duties. 4.6 Maintenance of the Classification Plan: The chief examiner is responsible for maintaining the classification plan to ensure each position is appropriately classified. The chief examiner shall periodically recommend to the commission, after consultation with the sheriff, necessary amendments to the classification plan in the form of new classes, revision of existing classes, and the abolition of classes no longer required in the plan. Upon the commission's approving the establishment of a new classification or the revision or abolition of an existing classification, the sheriff and human resources shall be notified. Revisions of classification specifications and reallocations or reclassifications within the classification plan shall be made as follows: A. The chief examiner shall study the duties and responsibilities of each new position as it is created and place the position in the appropriate classification within the classification plan. B. Changes in the duties and responsibilities of a position involving the addition of new assignments, or removal or modification of existing assignments shall be reported to the chief examiner by the appointing authority. If such changes are determined to be on-going and sufficient to justify a reallocation or reclassification, the chief examiner shall reallocate or reclassify such position to its appropriate class. C. The chief examiner shall periodically review the classification of positions and, upon the basis of such review, make appropriate changes in allocations or classifications or recommend changes in the classification plan. D. The appointing authority and all employees in a class subject to a reclassification, reallocation, or other change to the classification shall be given written notice at least ten (10) days prior to the commission meeting where the item will be considered. E. Changes to classification specifications, no matter how minor, must be approved by the commission. 4.7 Revisions: Requests for revisions or review of classifications by the appointing authority shall be accompanied by organization charts and position classification recommendations. 4.8 Status of Employees Reallocated/Reclassified: The status of regular employees affected by reallocation or reclassification occurring in the administration of the classification plan shall be resolved in the following manner: A. Any employee whose position is reclassified or reallocated from one classification to a lower classification shall retain regular status in the classification from which the position is reallocated or reclassified and shall, if practicable, be appointed to another position in that classification or voluntarily transferred in accordance with these rules. Otherwise, the employee shall be granted regular status in the lower classification and be placed on the recall list for the higher classification. Employees placed on the recall list under this provision shall have the same rights as employees placed on the recall list because of layoff. B. Any employee whose position is reallocated or reclassified to a substantially equivalent classification shall be given regular status in the position and classification to which allocated. C. Any employee whose position is reallocated or reclassified to a higher classification may occupy the reclassified position on a temporary basis until the commission determines whether a test to demonstrate qualifications is needed. The employee shall be placed in a position as follows: 1. If the employee can demonstrate that he or she meets the qualifications for the higher classification by passing a non-competitive exam for that classification, he or she will be placed in the higher position. 2. The employee may choose to be placed in a vacant position either in the classification to which his or her position was formerly allocated, or a vacant position in a lower classification for which he or she is qualified as determined by the chief examiner. If no vacancy exists in the former classification, the employee may choose to have his or her name placed on the recall list for the classification to which the position was formerly allocated. Employees placed on the recall list under this provision shall have the same rights as employees placed on the recall list because of layoff. 4.9 Allocation and Classification Appeals: The appointing authority or any regular employee who believes his or her position has been improperly allocated or reclassified may appeal to the commission within thirty days of the allocation or reclassification. Such appeals shall be in writing and fully set forth the reasons for appeal. Upon receipt of such appeal, the chief examiner shall set the matter for an informal hearing where interested persons shall be given an opportunity to be heard. Written notice setting out the nature of the appeal and the date, time, and place of the hearing shall be transmitted to the appellant and appointing authority with an email copy to all sheriff's office employees at least five (5) days prior to the hearing. Any decision of the commission pursuant to this provision that modifies the allocation or classification shall be retroactive to the date the appeal was filed or a date mutually agreed upon by the county and the union. 4.10 Perform Duties of Class: The appointing authority shall neither require nor permit employees to perform duties outside their proper classifications except in emergencies and then only for a maximum period of thirty (30) calendar days, unless permission for a longer period is given by the commission. 4.11 Reporting Violations of Classification Regulations: Any employee who believes he or she is being required to perform duties outside the proper scope of the appropriate class may notify the commission in writing. The chief examiner shall investigate and report findings and recommendations to the commission. 4.12 Request by Appointing Authority for Allocation or Reclassification: Whenever it becomes necessary to establish new positions or to significantly alter the duties and responsibilities of existing positions, the appointing authority shall submit a written request for allocation or reclassification to the chief examiner accompanied by "before and after" organization charts and position specification. 5. RECRUITMENT & ELIGIBILITY 5.1 Announcement of Examination: A. Notice of all promotional examinations shall be sent to all Sheriff's Office employees via email and notice may be provided in any other manner determined by the Commission or Chief Examiner. B. Notice of all other examinations shall be posted on the Civil Service website and may be posted or advertised in any other manner as determined by the Chief Examiner or Commission. C. The notice shall state the applicable deadlines for submitting an application or applying to take an examination. D. The Chief Examiner may amend any announcement providing a minimum of five (5) days' notice. E. All notices will be posted for a minimum of twenty (20) days. F. All notices will identify the minimum qualifications set forth in the classification specification. G All promotional examinations shall be publicized at least twenty (20) days prior to the closing date by sending the announcement to all sheriff's office employees via email and may include posting the announcement as determined by the commission or chief examiner. The announcement shall state the plan for the examination process and list the components of the examination process as required by Section 6.10. 5.2 Filing of Applications: All applicants for positions in the classified service that are advertised externally to the sheriff's office must submit a signed application on the form prescribed by the commission. All applications must be received in the commission's office within the time limit fixed in the official announcement of examination. A. Promotional Exams: All applicants for promotional examinations must submit a notice of intent to test or other required materials as specified in the official announcement to the chief examiner within the time limit fixed in the official announcement of examination. B. Application Fee: All applicants for exams advertised externally to the sheriff's office may be required to pay an appropriate application fee in accordance with applicable Mason County ordinances, considering the ability of the applicant to pay. An application shall not be considered received until the appropriate application fee has been paid if required. 5.3 Change of Applicant's Address: All applicants are responsible for notifying the commission in writing within five (5) days of any change of address and or status. Notice will be accepted via email. 5.4 Qualifications: To be eligible for examination, including promotional examinations, applicants must meet the qualifications as set out in the announcement. Applicants must meet the minimum qualifications set forth in the classification specification at time of submission of application unless otherwise specified in these Rules, or for promotional testing, at time of submission of notice of intent to test. The commission shall prescribe for each position such qualifications as in its judgment are necessary for job performance. Unless specifically designated otherwise by the commission or state law, the following shall be qualifications for all positions: A. Citizenship. An applicant must be a citizen of the United States, a lawful permanent resident, or a deferred action for childhood arrivals (DACA) recipient who can speak, read, and write, the English language to be easily understood. B. Age. The minimum employee age shall be stated in the announcement of examination. The commission shall permit filing by applicants not more than one (1) year under the specified minimum age. If such applicants are successful in passing the examination, their eligibility shall be held in abeyance until they reach the required minimum age, at which time they must report reaching the minimum age in writing. They shall then be placed on the eligibility list in accordance with their final examination ratings. Any eligibility so attained shall expire with that of other eligibles from the same examination. 5.5 Notifications by Email: Notifications and/or correspondence to applicants and candidates will be sent via email unless other arrangements are made in writing to the Chief Examiner. 5.6 Proof of Qualifications: The chief examiner may require evidence of a satisfactory degree of education, training, experience, or any other qualifications required for eligibility. 5.7 Rejection of Application: The chief examiner shall reject any application or applicant for appointment, promotion, or re-employment for any of the following reasons: A. The applicant lacks the minimum qualifications set forth in the classification position description. B. The applicant has made a false statement on the application regarding any material facts. C. The applicant has been dismissed for cause from any classified position in a law enforcement agency within the preceding twelve (12) months and no grievance or appeal is pending. D. The applicant, after notification, did not appear at the time and place designated for examination, E. Failed to respond to a request for contact, failed to provide requested information for exam or background; F. The applicant has directly or indirectly paid or promised to pay any money or other valuable thing to any person to achieve appointment, promotion, or re- employment. G. Failure to pass pre-employment screening standards. If rejection is for this, the applicant must be notified in writing of the reason. 5.8 Deputy Sheriff or Corrections Deputy Lateral Entry: An eligibility list for deputy sheriff may be created from the names of persons who meet the following qualifications: A. Meet minimum qualifications of the Mason County position (Deputy Sheriff or Corrections Deputy) in which the applicant is applying, to include passing required examinations. B. Must have a current Washington State Criminal Justice Training Commission Basic Law Enforcement Academy Certificate (Deputy Sheriff) or Corrections Deputy Certification (Corrections Deputy) or equivalent certification from another state-approved academy and have the ability to obtain an equivalency certification within the first twelve (12) months of employment by meeting the standards of the Washington State Criminal Justice Training Commission. C. Have successfully completed the testing process and been hired by another jurisdiction from a civil service commission certified eligibility list or other like process. D. Have at least 12-months continuous work experience and successfully completed any probationary period as a full-time, paid, peace officer with law enforcement authority (for Deputy Sheriff applicants), or as a Corrections Deputy with general corrections experience (for Corrections Deputy applicants). E. From the most recent law enforcement or corrections agency, the applicant must have no more than a 12-month break in service. 6. EXAMINATIONS 6.1 Examinations: All examinations shall be impartial and shall relate to those matters that will fairly test the capacity and fitness of candidates to efficiently perform the duties of the position to be filled. Examinations may include written, oral, physical fitness, and performance tests, or any combination of these. Tests may take into consideration such factors as education, experience, aptitude, knowledge, physical fitness, or any other qualifications or attributes that, in the judgment of the commission or chief examiner, enter the determination of the relative fitness of applicants. The results of personality tests, if given, may be considered as part of the scoring of any oral examination. Support Specialist Examination Process: Written application and examination by Civil Service in the presence of the chief examiner. Any of the examination modes outlined in Civil Service Rules 6.14 may be altered for good cause in the discretion of the Civil Service Commission. Continuous Testing: The Commission may adopt continuous testing when the duration of the recruitment is open-ended, and applications are accepted at any time. 6.2 Identity of Examinees Concealed: The chief examiner may require that the identity of all persons taking a competitive test be concealed by use of an identification number for all or specific parts of the examination process until all scores are established. 6.3 Rating Examinations: Final examination scores shall be expressed on, or converted to, a scale of one hundred (100) for maximum possible attainment with the required passing score set by the commission or the chief examiner. 6.4 Minimum Score on each Section: The commission or chief examiner may set a minimum score for any part, parts, or phase of entry-level examinations. Any candidate who fails to attain such minimum score shall be considered to have failed the entire examination. 6.5 Number of Applicants: There are no limits to the number of applicants for a testing examination. 6.6 Review of Examinations: If the commission or chief examiner determines that the nature of an examination would allow review, a candidate may review the examination and the examination answer key. Such review must be requested and made within ten (10) calendar days after the examination. The review shall be made in the presence of the chief examiner, and the candidate may not take notes. A. After such review, if a candidate wishes to challenge any answer, a written challenge shall be submitted to the commission. Such challenge must be made within the ten (10) day review period. All such challenges shall be considered by the commission. If the commission determines such challenge is valid, the examination answer key shall be revised accordingly. The original examination answer key, together with any changes, shall be used in scoring all examination papers. B. No eligibility list shall be established until the commission issues its determination. 6.7 Notification of Results: As soon as the grading of the examination is completed, the Chief Examiner shall, for each applicant taking an examination provide written and/or-email notification of the results, whether they passed or failed, and if successful, of the total earned rating and relative position on the eligibility list. 6.8 Error in Scoring: An error in scoring or rating, if called to the attention of the chief examiner within the ten (10) day review period, shall be corrected. Corrections shall not impact any appointments made prior to the corrections. 6.9 Credit Applied to a Passing Examination: These credits may not be combined. A. Veterans Scoring Criteria: Veterans, as defined in RCW 41.04.-007, who obtain a passing score on an examination for original appointment, shall receive credit in accordance with Chapter 41.04 RCW. To receive such credit, a Department of Defense Certification Number DD 214 must be presented prior to or on the day of examination. In addition, applicants must certify that they have not previously obtained employment using such veteran's preference. B. Service Credit for Reserve Deputies and Provisional Employees: Applicants who are current reserve deputies or provisional employees for the Mason County Sheriff's Office and who obtain a passing score on an examination for original appointment, shall receive an additional 10 (ten) percent preference points. C. Service Credit for Employees of the Mason County Sheriff's Office: Applicants, who are current employees in good standing and off probation within the Mason County Sheriff's Office and who obtain a passing score on an examination for original appointment shall receive an additional 10 (ten) percent preference points. D. Credit for Mason County Residents: Applicants who have a physical address in Mason County and who obtain a passing score on an examination for original appointment shall receive an additional 10 (ten) percent preference points. 6.10 Promotional Examinations: Vacancies may be filled through promotional examination. When the commission determines that there will be a promotional examination, the commission shall: A. Establish, in addition to other eligibility requirements, the required minimum period of service in the lower classification or classifications, which shall not be less than one (1) year; B. Approve the examination plan for each promotional examination process, which shall include the date of a single examination, or each date of a multiphase examination process. The examination plan shall include the specific process for application, scoring or weight process, materials needed, interview process and method of notification and timelines; C. Set the minimum score required to advance in each phase of a multi-phased examination process if a minimum score will be required; D. Set the maximum number of applicants that may advance at the completion of each phase of a multiphase examination process. 1. When two (2) or more applicants achieve the same minimum score and occupy the lowest rank of applicants approved to advance from the preliminary ranking examination, then all applicants with that minimum score advance to the next phase of the examination process even if the resulting number of applicants to advance will exceed the set maximum number of applicants.. 2. A preliminary ranking examination may be waived by the chief examiner when the number of applications received at the deadline for filing applications is equal to or less than the number approved to advance from a preliminary ranking examination. E. Veteran's Scoring Criteria: Veteran's as defined by RCW 41.04.005 who were called to active military service from employment with Mason County shall be awarded 5 (five) percent added to promotional examinations until the first promotion only per RCW 41.04.010(3)�. Promotion in Place is permissible for Support Specialists when a position is filled at an entry level for recruitment, training, and development and when the employee's job performance and skill development support upgrading the incumbent and the position to the higher level. Promotion in Place is permissible for Support Specialist I & II. A promotion is the appointment of an employee to a different classification with a higher salary range. (e.g. Support Specialist I to Support Specialist II). 6.11 Qualified as Eligible for Promotion: Applicants that successfully complete an assessment center examination or other type of final examination phase and are determined to be qualified as eligible for promotion will be ranked on the appropriate promotional eligibility list. 6.12 Time Interval: Any person who unsuccessfully competes in an examination for a particular class or is removed from an eligibility list under Rule 7.3 or 7.4 E shall not be eligible to compete in another examination for the same class within six (6) months of the establishment of the eligibility list resulting from the first examination unless otherwise authorized by the commission. 6.13 Postponement and Cancellation: Any examination may be postponed or cancelled at the discretion of the commission or chief examiner. In either case, each applicant shall be notified of the postponement or cancellation. 6.14 Clerical Promotions: (Promotions in Place): It is the policy of Mason County Sheriff's Office to fill a position at a lower level for recruitment and/or training and development, until the employee's knowledge, skills and abilities (job performance) support grade of the position to the higher level. When vacancies occur in any class they shall, whenever practicable, be filled by promotion from the next lower class (e.g. Support Specialist I to Support Specialist II). Such promotions shall be upon merit and examination open to members from the next lower class or classes of the division in which the vacancies exist, as may be determined by the Commission. Promotion shall be made upon positive merit of the person promoted as shown by previous service, as well as upon merit shown by the examination. A. Examinations for promotions shall be practical in character and shall test the general intelligence, accuracy, and qualifications of applicants for the position involved. B. No person who fails to attain a 70/100 score or 70% average overall complete proficiency shall be deemed eligible for promotion. C. Qualifications for admission for promotional examinations are set forth in CSR Section 6.10. 6.15 Make-Up Examinations. An applicant who is unable to take the regular promotional examination, as scheduled, may be given a special examination upon written request. Such applicant must submit a written request setting forth the reasons requiring the absence and provide documentary evidence which demonstrates that the applicant was unable to take the regular examination as scheduled. A. The following are the only reasons for granting a special examination time for an entry level examination: 1) Activated for military duty. Applicant must provide a copy of their separation papers no later than 10 days from the termination of such military duty; 2) Receipt of military orders requiring the applicant to report for active duty. Applicant must provide a copy of their orders at the time of the request. 3) Absence from the test within one week after the date of death of a spouse, domestic partner, mother, father, sister, brother, child or child of a domestic partner of such applicant. B. The following are the only reasons for granting a special examination time for a promotional examination: 1) Activated for military duty. Applicant must provide a copy of their separation papers no later than 10 days from the termination of such military duty; 2) Receipt of military orders requiring the applicant to report for active duty. Applicant must provide a copy of their orders at the time of the request; 3) Compulsory attendance before a court or other public body or official having the power to compel attendance; 4) Any mandatory agency training; 5) Absence from the written test within one week after the date of a birth of a child or death of a spouse, domestic partner, mother, father, sister, brother, child or child of a domestic partner of such applicant. 7. ELIGIBLITY LISTS 7.1 Establishment of Eligibility Lists: The chief examiner shall establish and maintain such eligibility lists for the various classifications as are necessary to meet the needs of the sheriff's office. The names of applicants who receive passing scores on examinations shall be placed on the proper eligibility list in order of relative scores. When tie scores exist, persons shall occupy the same relative position. Types of eligibility lists that may be established in accordance with these rules include: A. Each classified position B. Lateral Entry for corrections deputy and deputy sheriff only C. Rehire D. Recall E. Extra Help F. Promotional G. Criminal Justice Training Commission (CJTC) academy-certified entry for corrections deputy and deputy sheriff only 7.2 Duration: Each list shall remain in effect until it has fewer than five (5) names on it or one (1) year unless extended by the Commission or unless stated otherwise in these rules. However, a new eligibility list may be established pursuant to Civil Service Rule 7.6. A. Eligible persons not certified on expired eligibility lists are rendered no longer eligible when a list expires. B. Eligible persons certified prior to expiration for a vacant position(s) shall continue to remain eligible for that vacant position(s) until filled. When that position(s) has been filled, certified names not selected from the expired list shall expire with the list. C. Continuous Testing: A continuous or periodic examination may be ordered and administered by the chief examiner for any class of positions for other than promotional examinations. The chief examiner may close the filing period at any time after ten (10) days when a sufficient number of applications from qualified candidates are received. Filing will be open, applications received, and the examinations administered according to the needs of the service. The names of qualified eligibles resulting from such examinations shall be entered on the eligibility list and certifications for appointments shall be made in the same manner as from any eligibility list. Names of eligibles from successive examinations in the same program shall be entered on the eligibility list for the class at the appropriate places as determined by final scores. Names may be withheld from certification or removed from such eligibility lists in the same manner and for the same reasons as from any eligibility list. 7.3 Removal of Names by Commission: The commission will remove a person's name from any eligibility list if evidence disclosed in the pre-hire interview, polygraph test, psychological examination, and/or background investigation establishes that the person is unfit for service. A. At least ten (10) days prior to the date on which the commission is scheduled to consider the proposed removal, the chief examiner shall deliver to the person, or mail to the person's last known address, a notice containing the reason for the proposed removal and the date upon which the commission will consider the issue. This notice is intended to give the person an opportunity to hear the specific issue being presented to the commission by the appointing authority in support of the removal request. It is not a hearing for the applicant, and it does not give the person any right to review records generated by the appointing authority. The person may address the commission in writing or in person, but the restoration provisions of section 7.5 do not apply to removals under this section. B. The commission shall review the applicant's background investigation file and shall hear from the sheriff's representative and the chief examiner regarding the proposed removal. 7.4 Removals of Names by Chief Examiner: The chief examiner may at any time remove the name of an eligible person from an eligibility list for any one or more of the following causes: A. A request from the eligible person that his or her name be temporarily or permanently removed. B. Failure to respond to an inquiry by the commission or sheriff's office regarding the eligible person's availability. C. Failure to respond to any documented request for any form of contact within the established and published period of time, or failure to provide requested information in connection with any one of the following: medical examination, background investigation, employment interview, polygraph examination, or psychological examination. D. Declining an offer of regular employment. E. For attempted deception, fraud, or other impropriety in connection with any application or test or the securing of an appointment; failure to pass a required test; or if evidence disclosed in the pre-hire interview, polygraph test, psychological examination, and/or background investigation establishes that the person is unfit for service. F. In any case where the chief examiner finds that an eligible person is or has in any manner become disqualified for the position for which they are listed in accordance with Rule 8.5. G. Failure to notify the chief examiner of changes in address. H. In the case of promotional lists only, upon separation, other than layoff, from the classified service. I. Failure to attain a score of 70% on the employment interview. 7.5 Restoration of Names to Eligibility List: A. Whenever any person's name is removed from any eligibility list for the reason stated in Section 7.4 A, the removal shall be confirmed in writing by delivering it personally, by email or mailing it to the person's last known address. 1. Such person may, at any time during the duration of the list, make a written request to the chief examiner for restoration of their name to the list for the duration of the eligibility list. 2. The chief examiner shall restore the name to the list within three (3) days of the request and shall mail confirmation of the action. B. Whenever any person's name is removed from an eligibility list for any reason listed in Section 7.4 B through 7.4 H, the person shall immediately be given written notice delivered in person or mailed to the person's last known address. C. Such person may, within ten (10) days from the date of removal, make a written request to the chief examiner for restoration of his or her name to such list for the duration of the eligibility list. The request shall clearly set forth the reasons advanced for restoration of the name to the list. 1. The chief examiner, after full consideration of the request, may restore the name to the eligibility list or may refuse such request. The person shall be notified in writing of the chief examiner's action. 2. Should such a person wish to protest the chief examiner's decision, he or she must so notify the commission in writing within ten (10) days of the notification of refusal to reinstate. 3. The commission shall then review the file, affirm or reverse the chief examiner's action, and notify the person of its decision. 7.6 Use of New Examination: The commission may choose, at its discretion, to employ a new examination to establish a specific eligibility list. If a new examination is used by the commission, the commission reserves the right to require eligible persons to take the new examination for the same eligibility. Notice will be mailed a minimum of ten (10) days prior to the examination date to eligible persons informing them of the requirement that they retest for the same class. The commission may then establish an entirely new eligibility list for that class, based on the results of the new examination. Any eligible person previously ranked on the eligibility list for that class who fails to retest for the same class will be placed at the bottom of the new eligibility list for the remainder of the original eligibility period. 8. APPOINTMENTS 8.1 General Provisions: Vacancies in the classified service shall be filled by recall, promotional appointment, original appointment, transfer, or demotion. Whenever the appointing authority wishes to fill a vacancy, a requisition for an employee shall be submitted to the chief examiner on the prescribed form. Insofar as practicable, each vacancy shall be anticipated sufficiently in advance to permit the chief examiner to determine who may be available for appointment or if necessary, to establish a class or eligibility list. When vacancies are to be filled by appointment from lists, the lists shall be drawn in the following order: A. Appointment of eligibles from recall lists. B. Appointment of eligibles from entry level, rehire, lateral entry, or promotional lists. 8.2 Vacancies: Whenever the appointing authority requests to fill a vacancy, a notice shall be presented to the chief examiner stating the number of employees desired together with class titles of the vacant positions and any other information the chief examiner may require. 8.3 Personnel Certification: Upon receipt of a written notification the chief examiner shall certify to the appointing authority the names of the five (5) persons highest on the eligibility list for the class to which the vacant position has been allocated. If more than one vacancy is to be filled in the same class, an additional name shall be certified for each additional vacancy. When two or more persons occupy the lowest rank to be certified, the names of all persons occupying that rank shall be certified. The appointing authority will appoint a person or persons from those certified to the vacant position or positions. 8.4 Notice of Certification and Appointment of Eligibles: The appointing authority shall file a written notice with the commission of the certified person or persons appointed to each vacancy. 8.5 Status of Eligibles Not Selected for Appointment: Eligible persons certified but not selected for appointment by the appointing authority retain their positions on eligibility lists and shall be recertified in response to subsequent requests. For any certified eligibility list, including promotional, when the name of an eligible has been certified two (2) times and has not been appointed, the appointing authority may request the eligible person's name be removed from the entry level list within five (5) days of the last certification. 8.6 Selective Certification: The appointing authority may submit a requisition for selective certification of names to fill a position for which a specific bona fide occupational qualification is needed. Upon receipt of the request, if the chief examiner determines that the request is valid, the certification of names shall include only names of those individuals who satisfy the bona fide occupational qualifications. In all other respects, the certification shall be made in accordance with Rule 8.3. All selective certifications must comply with RCW 49.60.400. 8.7 Medical Examination of Applicants: Applicants for entry or lateral positions in the classified service are required to undergo medical examinations to determine physical and mental fitness to perform work in the position to which appointment is to be made. Determination of fitness shall be by a health professional approved by the commission. An applicant determined to be physically or mentally unfit in conformance with LEOFF standards shall not be considered for appointment. 8.8 Medical Examination of Employees: All employees may be required by the commission or the appointing authority to undergo periodic medical and health examinations to determine fitness to perform the work of the position in which they are employed. Determination of fitness shall be by a health professional. When an employee is determined to be unfit for service, he or she may be removed from service. Any such determination may be appealed to the Civil Service Commission. 8.9 Voluntary Demotion: Upon receiving a written request from a regular employee, the appointing authority may demote that employee from a position in one class to a position in another class providing that, prior to the transfer, the appointing authority assures that the conditions of Section 8.12 are met, and a vacancy exists in that classification. 8.10 Conditions of Voluntary Demotion or Transfer between Classes: Unless the employee has previously held regular status in the class to which the transfer is proposed, voluntary demotion or transfer between classes may be made only if: A. The employee meets the minimum qualifications of the class to which transfer is proposed; and B. The proposed transfer is reported to the commission prior to the implementation in order that the Commission may determine whether the employee must pass a qualifying examination. 8.11 Employees Voluntarily Demoted or Transferred: A. In the case of a voluntary demotion or transfer, the employee's length of service shall remain unbroken. B. In voluntary demotion or transfer, an employee shall retain regular status. However, if the commission requires a qualifying examination, it may also require a six (6) month probationary period. During such probationary period, the appointing authority may revert the employee to a position in the class from which the employee came upon fifteen (15) days' written notice to the employee and the chief examiner. C. Upon receiving a written request from an employee, the appointing authority may reappoint an employee to an opening in the class from which the employee accepted a voluntary demotion or transfer. The employee shall retain regular status and the employee's length of service shall remain unbroken. Probationary employees may request voluntary demotion or transfer only in the case of layoff. A probationary employee voluntarily demoted or transferred shall serve the probationary period remaining at the time he or she was demoted or transferred. 8.12 Rehire: Rehire lists shall be unranked employment lists of persons who resigned, left employment due to a layoff, or have been reclassified or reallocated from the sheriff's office. Rehire lists shall be maintained for the following positions: deputy sheriff, corrections deputy, animal control officer, community service officer, financial assistant, financial manager, evidence technician, support specialist 1, support specialist 2, support specialist 3, and food services coordinator. A. The chief examiner shall place the name of any probationary or regular employee who resigns voluntarily, leaves employment due to a layoff, or has been reclassified or reallocated, on the rehire list on the effective date of his or her resignation, layoff, reclassification or reallocation. B. In lieu of filling a vacancy from an eligibility list, the appointing authority may appoint a person from the rehire list. To be eligible for the rehire as a deputy sheriff or corrections deputy, the person must have the current academy training certification from the Washington State Criminal Justice Training Commission for the classification in which he or she is to be rehired. C. To be placed on the rehire list, a person must meet the following conditions: 1. The person was formerly employed as a probationary or regular employee in the same class in the sheriff's office; and 2. The person meets the current minimum qualifications for the class. D. A person's name will be removed from the rehire list if not re-employed within three (3) years of the date his or her name was placed on the list. E. If a person on the rehire list refuses to accept an employment offer, he or she will be permanently removed from the rehire list. F. A person employed from the rehire list shall be required to serve a one (1) year probationary period upon rehire. 8.13 Provisional Employees: Provisional employees may be appointed temporarily to vacant positions pending establishment of an eligibility list. A. Hiring of: Prior to hiring a provisional employee, the sheriff shall obtain approval from the commission. Following such approval, the sheriff shall forward to the chief examiner a completed application form for the employee together with salary and hire date. B. Performance Requirements: Provisional employees must meet the civil service requirements as well as applicable physical and educational standards set by the commission. C. Performance Tests: When considered necessary by the chief examiner, a performance test will be given to prospective provisional employees. Performance requirements for typing, stenography, spelling, etc. must be met before approval of the provisional appointment. D. Extension of Appointment: A provisional appointment expires after four (4) months of service. The appointing authority may extend the provisional appointment beyond the four (4) month period up to one (1) year if the commission continues to advertise and test for the position. Each extension beyond the initial appointment must be reported to the commission. If, after one (1) year from the date the initial provisional appointment was first made, less than five (5) persons are on the eligibility list for the class, then the appointing authority may fill the position with any person or persons on the eligibility list. 8.14 Emergency Appointment: Emergency appointments may be made by the appointing authority in case of a serious emergency that threatens life, property, or the general welfare of the county, but such appointments may not continue longer than thirty (30) calendar days. Emergency appointees need not be taken from eligibility lists. 8.15 Extra Help Employment: If the sheriff believes that an upcoming situation will require extra help, the sheriff may request a name from the current extra help list for the appropriate classification in writing from the chief examiner. The sheriff may use the appropriate extra help list to make emergency appointments. Any classified position may be hired as extra help. A. No extra help appointment shall continue for a period longer than four (4) months nor shall any individual serve more than four (4) months as an extra help appointee in any fiscal year. B. Based on the facts in any case, the commission may specifically limit an extra help appointment to a specific period shorter than the four (4) month maximum. B. Extra Help List: 1. The extra help list is an unranked list of individuals qualified to be appointed as extra help. A separate extra help list shall be established for each classification for which the commission determines extra help is appropriate. 2. In order to be placed on the extra help list, an individual must submit a completed civil service application for extra help and proof of qualifications to the chief examiner. 3. The list shall contain the names of qualified applicants and the means of qualification. The list shall contain no more than twenty-five (25) names at any one time; additional applicants shall be placed on a waiting list in the order of the date received and shall be screened for placement on the extra help list as vacancies on the list occur. 4. Any person on the extra help list who has not worked in an extra help capacity at least one day in the preceding year shall be removed from the list unless a written request is submitted to the chief examiner to remain on the extra help list. 8.16 Temporary Vacancies: If a regular position is vacant on a temporary basis due to a leave of absence or other appropriate reason as determined by the commission, the commission may approve the hiring of a person for more than four (4) months to fill this vacancy. A. All temporary vacancies caused by leaves of absence shall be offered to persons on the appropriate eligibility list. Refusal to accept such appointment shall not jeopardize the position of a person on the eligibility list. B. If no eligible person agrees to such appointment or no eligibility list exists, the vacancy shall be filled in the same manner as a provisional employee. 8.17 Probationary Period: The probationary period is as an integral part of the examination process and shall be used for closely observing the employee's work, for securing the most effective adjustment of the new employee to the position, and for rejecting any employee whose performance or adjustment is not satisfactory. A. Commissioned Employees: All hires, except those made from recall lists, shall be probationary for a period of one (1) year after hire, except for appointees whose probationary period is extended as provided in this section. The probationary period for appointees who attend academy training shall be extended beyond one (1) year an equivalent number of days to the number the appointee attended the academy. Hires made from recall lists shall be probationary for the period of probation remaining un-served at the time of the layoff. The appointing authority shall make such periodic reports during the probationary period as the commission requires and shall certify to the chief examiner the name of each employee who satisfactorily completes the probationary period. At any time during the probationary period, the appointing authority may terminate the employment of any employee whose probationary period is not satisfactory, provided that the chief examiner shall be notified in writing of such action. Any probationary period may be extended at the discretion of the appointing authority in cases where the individual has been absent for more than a week or when additional time to review the individual is appropriate. B. Non-Commissioned Employees: All employees, except those made from recall lists, shall be probationary for a period of one (1) year after hire, except for appointees whose probationary period is extended as provided in this section. Hires made from recall lists shall be probationary for the period of probation remaining un-served at the time of the layoff. The appointing authority shall make such periodic reports during the probationary period as the commission requires and shall certify to the chief examiner the name of each employee who satisfactorily completes the probationary period. At any time during the probationary period, the appointing authority may terminate the employment of any employee whose probationary period is not satisfactory, provided that the chief examiner shall be notified in writing of such action. Any probationary period may be extended at the discretion of the -appointing authority in cases where the individual has been absent for more than a week or when additional time to review the individual is appropriate. C. If a regular employee who has been appointed to a higher class because of promotional appointment is found unsuited for the work of the higher class during the probationary period, that employee shall be reinstated to a position in the class in which the employee was promoted, provided that the employee held regular status is that class. D. When an unclassified employee in the Mason County Sheriff's Office uses his or her reversionary rights to return to a classified position, that employee shall be probationary only for the period of probation remaining un-served at the time of the appointment to the unclassified position. If the employee previously completed a probationary period in the class to which the employee returns, the employee shall have regular status in that position. 9. SEPARATION, SENIORITY, AND LEAVE OF ABSENCE 9.1 Resignation in Writing: Resignation of an employee from the classified service shall be made in writing to the appointing authority and the fact of resignation shall be reported in writing to the Chief Examiner prior to the start of the next pay period. The commission may permit the withdrawal of a resignation upon a written request filed by the employee with the appointing authority prior to the effective date of the resignation, provided such request for withdrawal is supported by the appointing authority and a job offer has not been made to fill the position. 9.2 Layoff/Recall: The appointing authority may lay off employees in the classified service whenever such action is made necessary by reason of shortage of work or funds, or the abolition of a position because of changes in organization; however, no regular or probationary employee shall be laid off while there are temporary or provisional employees serving in a position within the same classification for which the regular or probationary employee is eligible and available. A. Layoff of probationary or regular employees shall be made in inverse order of seniority in the class involved. A regular or probationary employee, holding his or her position by virtue of promotional appointment may, upon receipt of a layoff notice, request demotion to a position in the class from which promoted in lieu of layoff. No employee so demoted shall displace a regular employee except in order of seniority. B. The commission shall be notified in writing of any such layoff. The names of regular or probationary employees laid off or demoted in lieu of layoff shall be placed in order of seniority on the recall list for the class from which the layoff or demotion took place. The period of eligibility for recall by appointment from the recall list shall be eighteen (18) months from the date of layoff. To be eligible for the recall as a deputy sheriff or corrections deputy, persons must have the current academy training certification from the Washington State Criminal Justice Training Commission for the classification in which they are to be recalled. 9.3 Seniority: Seniority for the purposes of layoff, demotion in lieu of layoff, and re- employment shall be the length of service as a probationary or regular employee. Persons originally hired or promoted from the same eligibility list to the specific class involved shall be ranked in order of position on the eligibility list. In cases where seniority is identical, seniority shall be determined by lot. 9.4 Broken Service: Employment service broken by resignation or leaves of absence greater than thirty (30) days shall not be counted in computing seniority except where such absence is due to the following: A. Employee is drafted into or, while subject to being drafted, enlists in or volunteers during time of war for service in the United States military. B. Employee is granted medical disability leave for injury, sickness, or disease. C. Employee is granted a leave of absence to work in an unclassified status pursuant to Section 9.6. D. Any other reason required by state or federal law. 9.5 Leave of Absence: Leaves of absence without pay may be granted by the appointing authority to any employee provided the appointing authority gives notice of such leave in writing to the commission. A. Vacancies resulting from leaves of absence shall be filled in accordance with rule 8.16. B. No leave shall be granted by the appointing authority for more than one (1) year without commission approval. 9.6 Appointment to Unclassified Position: Any person who has been appointed to, accepts, and occupies continuously an unclassified position within the Mason County Sheriff's Office shall retain civil service status. A. Within thirty (30) days after termination of the appointment term in the unclassified position, the person must inform the commission of his or her intention to assume the former classified position under civil service rules. B. Seniority and benefits shall be computed on the same basis as though the person had rendered service in the classified position as set forth in these rules. C. Should no vacancy exist in the classified position held at the time an unclassified position was accepted, a vacancy shall be created by removing from such position the incumbent with the lowest seniority standing. The incumbent shall have the same rights as an employee who is laid off, as set forth in these rules. 10. DISCIPLINARY PROCEEDINGS 10.1 Removal, Suspension without Pay, Reduction of Rank, or Deprivation of Privileges-Cause for: The removal, suspension without pay, reduction of rank, or deprivation of privileges of employees may be affected by the appointing authority as provided by RCW 41.14.110. The following are declared to be adequate causes for removal or other disciplinary action: A. False statements or fraudulent conduct as an applicant, examinee, eligible, or employee, or such actions by others with their connivance. B. Conviction of a felony or of a misdemeanor involving moral turpitude. C. Willful violation of any lawful and reasonable regulation, order, or direction made or given by a superior officer where such violation has amounted to insubordination or serious breach of proper discipline or has resulted in loss or injury to the county or to the public. D. Carelessness or negligence in the use of handling of county property under the control of the department. E. Violation of Section 11.1 or Section 12.1 of these rules. 10.2 Appeal of Removal, Suspension, Demotion, or Discharge: Any regular non- probationary employee who is removed, demoted, suspended, or discharged may request a hearing by submitting a written request for appeal to the Commission within ten days of the action that is the subject of the appeal. The request for appeal shall be in writing and include the following information: A. Appellant's name, address, and phone number; B. A brief description of the facts giving rise to the appeal; C. A concise statement of the reason for the appeal; D. The remedy or relief requested; and E. A copy of the written statement or accusation that was the basis for the removal, demotion, suspension, or discharge being appealed. 10.3 Notice of Hearing: The chief examiner shall notify the appointing authority of the appeal and shall schedule the hearing within the time periods established in RCW 41.14.120 unless the appellant and appointing authority agree to modify the time for scheduling and conducting the hearing. 10.4 Pre-Hearing Investigation: The commission or chair may authorize the chief examiner or other designee to investigate the matters set forth in the appeal and present a report on the matters at the hearing. 10.5 Preliminary Matters: The chief examiner may decide preliminary matters, including timeliness of the appeal, discovery matters, or briefing schedules. The chief examiner may schedule the hearing and conduct pre-hearing meetings to discuss procedural matters, settlement or summary disposition, and may clarify the issues raised in the request for hearing. 10.6 Service: All notices, documents, and papers regarding the appeal shall be served upon all parties by personal service or first-class mail. Service shall be regarded as complete when personally delivered or upon deposit in the US mail. 10.7 Hearing: At any hearing on appeal from a demotion, suspension, or termination, the appointing authority shall have the burden of showing that its action was in good faith for cause. Hearings may be conducted in informal fashion, and the commission shall not be bound to follow technical rules of evidence. The commission may designate a hearing officer to carry out the proceedings. 10.8 Failure to Appear: If anyone who requests a hearing fails to attend or participate in the hearing or pre-hearing conference, a decision denying the request may be entered, or the hearing may be conducted without the participation of that party, having due regard for the interests of justice, orderly, and prompt conduct of the proceedings. 10.9 Decision: The commission shall issue its decision within ten (10) days of the close of the hearing unless the parties agree to a longer period. 11. POLITICAL ACTIVITY, RACE AND CREED 11.1 Discrimination: Appointment or promotion to any position in the classified service shall be made solely on merit, efficiency, and fitness. No such appointment or promotion shall be withheld or denied because of race, color, creed, national origin, political affiliation or belief, sex, marital status, age, religion, ethnicity, veteran status, sexual orientation, or the presence of any mental, physical, or sensory disability unless based upon a bona fide occupational qualification, nor shall any person be dismissed, demoted or reduced in scores for such reason. 12. RECORDS AND FILES 12.1 Security of Material: General records, examinations, answer keys, examination instructions manuals, or material pertaining thereto shall be kept in a secured area. Persons entrusted with handling or processing of examinations shall exercise proper security control to prevent access to such material by unauthorized persons. 12.2 Record Retention: Records shall be retained in accordance with Washington State records retention guidelines. 1. PURPOSE,AMENDMENT,ADMINISTRATION AND DISTRIBUTION 1.1 Purpose: The purpose of these rules is to supplement the provisions of RCW 41.14, which provides for a merit system of employment for sheriff's office employees. The rules set forth the principles and procedures that are to be followed in the conduct and administration of the Mason County Civil Service program. The rules are designed to provide the public,the sheriff, and employees with reasonable assurance that personnel actions will be carried out uniformly, equitably, and upon the basis of merit principles. 1.2 Amendment: Proposals for amendments to these rules may be submitted in writing Formatted:Indent:Left: 0 Hanging: 0.49" to the commission by a commissioner,the chief examiner,the sheriff's department or their representatives, an employee, or any other interested person. Prior to the adoption, revision, or repeal of any rule,the commission shall hold at least one public_ hearing. Notice of such hearing must be given at least ten days prior to the hearing by providing the sheriff and sheriff's office employees with copies of the proposed amendment together with notice of the time, date, and place of such hearing. Notice will be given by transmitting a memo or email to the sheriff, undeF sheFi undersheriff, Commented[BR1]:Formatting-removing extra space and/or chiefs who will distribute the notice to all staff. Any amendments or revisions shall become effective when adopted by the Civil Service Commission. 1.3 Administration: The chief examiner is responsible for the administration of these rules and shall keep a record of all proposed amendments to these rules together with any action taken thereon. 1.4 Distribution: Mason County Civil Service Rules shall be posted on the commission's web site. The chief examiner shall provide a copy of these rules to any interested pa rty. 1.5 Severability: If any provision of these rules or their application to any person or circumstance is held to be invalid,the remainder of these rules and their application to other persons or circumstances shall not be affected. 1.6 Notices: Whenever these rules require a notice or mailing to the sheriff's office, an applicant or eligible the notice or mailing may provided by email if an email address has been provided. 2. DEFINITIONS Definitions of terms used in these rules and regulations: Unless a different meaning is plainly required by the context,the following words and phrases, as used in these rules and regulations, have the meanings indicated ALLOCATE means the act of assigning each position to its proper class. APPOINT means the act of the appointing authority in assigning to a position an eligible applicant who has been certified by the chief examiner for assignment in such position. APPOINTING AUTHORITY means the Mason County Sheriff or his or her designee. CERTIFY means the act of the chief examiner in supplying the appointing authority with the names of eligible persons to fill a vacant position in the classified service for which certification is requested. CHIEF EXAMINER means the position of secretary and chief examiner of the Commission. CLASS/CLASSIFICATION means a position or group of positions having similar duties, responsibilities, and authority, requiring similar qualifications, which can be properly designated by one title indicative of the nature of the work and salary range. CLASSIFIED SERVICE means all positions within the Mason County Sheriff's Office except those specifically included in the unclassified service. COMMISSION means the Mason County Civil Service Commission. COMMISSIONER means any one of the members of the Mason County Civil Service Commission. CONTINUOUS SERVICE means employment in the classified service as a regular or probationary employee for the requisite period of time immediately preceding the application deadline or other deadline as established by the commission that is uninterrupted except for authorized leave of absence, disability or family medical leave, or separation due to layoff; however,time lost due to layoff, disability leave, or approved absence in excess of 30 days without pay shall not be included in the determination of length of continuous service except as otherwise provided by these rules or required by federal or state statute. DAY(S) means calendar days unless otherwise defined in specific sections of the rules. Formatted:Font:Not Bold DEMOTION means the change of a regular employee from a position in one class to a position in another class having a lower maximum salary range. ELIGIBLE means a person listed on an active eligibility list that has rights under these rules to be certified for appointment. ELIGIBILITY LIST means a list of all persons who have qualified for appointment to positions within a certain class under the provisions of these rules and who have not yet been appointed to such class or removed from such list in accordance with these rules. EMPLOYEE means a person occupying a position within the classified service who is paid a salary or wage for services rendered. EXTRA HELP means a temporary appointment above normal staffing levels during a short term, non-emergency situation requiring additional staff. Reasons for extra help include but are not limited to leaves, boat patrol, special events,training, and unforeseen service needs. LATERAL ENTRY means entrance into a Deputy Sheriff or Correction De u A#i-er position through an open competitive testing process, where candidates are required to be currently employed in a like classification. LEOFF means the Washington law enforcement officers and fire fighters retirement system. PART-TIME EMPLOYEE means an eligible person hired off of an eligibility list, lateral entry list, recall list, or rehire list into the classified service of the sheriff's office that is an employee hired in a regular, county-budgeted position who is budgeted to work set hours on a regular, recurring basis for a minimum of twenty hours and less than forty hours per week, and is subject to the rights, responsibilities, and rules of civil service; or PRELIMINARY RANKING EXAMINATION means an examination used to narrow and rank the field of applicants in the first phase of a multi-phased examination process. POSITION means a group of current duties and responsibilities described by a job specification that has been assigned or delegated by the appointing authority and that requires the full time or part time service of an employee. PROBATIONARY EMPLOYEE means any employee who is serving a probationary period. PROBATIONARY PERIOD means a trial employment period prior to regular employment to test the actual performance of duties and to determine the employee's fitness for the position. PROMOTION means the appointment of an employee certified from the appropriate promotional register to a position in a class having a higher maximum salary range. PROMOTIONAL EXAMINATION.,An examination for positions in a particular class, Formatted:Font:(Default)Tahoma,Bold admission to which is limited to employees in the classified service or exempt employees who Formatted:Font:(Default)Tahoma have previously served in the classified service who meet the qualifications set forth in the announcement of the examination. PROMOTIONAL LIST means an eligibility list established by a promotional examination. PROVISIONAL APPOINTMENT means a non-competitive appointment to fill a classified position pending establishment of an eligibility list for the class. PROVISIONAL EMPLOYEE means any employee filling a position by provisional appointment. REALLOCATE means reassigning a position to a different class in the classification plan. RECALL LIST means an eligibility list established by listing former regular or probationary employees who have been separated from the classified service by layoff and current employees who have been reclassified or reallocated in accordance with Rule 4.8. RECLASSIFY means changing the classification of a position. REFERRAL means the names certified by the Chief Examiner to the appointing authority in response to a request in order to fill a position. REHIRE LIST means an unranked employment list of persons who resigned voluntarily, left employment due to being laid off, or was reclassified or reallocated from the sheriff's office. REGULAR EMPLOYEE means any employee in the classified service who has completed a probationary period in a regular county budgeted position. REINSTATEMENT means the appointment to the formerly held position without competitive examination of an employee who separated from the classified service while in good standing,who has completed the probationary period in the classification, and who has maintained the qualifications for the position. RESIGNATION means a voluntary separation from employment initiated by an employee in writing. SELECTIVE CERTIFICATION means certification of names from an eligibility list for a position as requested by the appointing authority based on specific bona fide occupational qualifications that are necessary for sexual privacy, medical or psychological treatment, or undercover law enforcement. SHERIFF means the elected Mason County Sheriff. SUSPENSION means the temporary removal of an employee from duty. i TRANSFER means the change of a regular employee from one position to another position within the same classification, or the change of a regular employee from one classification to another. UNCLASSIFIED SERVICE consists of the positions of sheriff, undersheriff,chief criminal deputy,chief civil deputy,chief of corrections, chief deputy of administration, or such equivalent positions as designated in accordance with RCW 41.14.070. The unclassified service is exempt from the provisions of these rules. VACANCY means a position that is not occupied. tl,hrR----,R,.h Friday excluding legal helidays. Commented[TB2]:problematic deleting this.working days is -------------- ---------------------------------------- relevant to appeals,change ofaddress,restoration to eligibility lists and so forth.Perhaps changing it to the County's working days or County business days? Commented[GU3R2]:County business days seems a clearer explanation to me,especially since we have shift workers. Commented[DD4R2]:"Guest User"here is me prior to signing in to my account. Commented[MRSR2]:@Danielle Drogmund @Tami Beyer During our working group meeting we had decided to define DAYS as calendar days and put the definition here so we can use the word days throughout the document. Commented[TB6R2]:Yes,I do remember that conversation at he meeting.Upon reviewing the Rules,it seems that in doing so as a blanket change,it will conflict with some of the rules.I have noted them throughout for review as individual citations. 3. ORGANIZATION 3.1 Chair: On an annual basis,the commission shall elect one commissioner to serve as Chair. The chair shall serve for a calendar year and continue to serve until a successor is selected. 13 3.2 Meetings: The commission will establish the time and place of the regular Formatted:Font:Not Bold monthly meetings. Notice of the regular meeting schedule shall be transmitted at least Formatted:Indent:Left: 0",Hanging: 0.49", No bullets or annually by a memo to the sheriff and will be posted on the Mason County Civil Service numbering website. Special meetings and executive sessions may be called in accordance with a[rB7]:Number correction to 3.z not l.3 provisions of Chapter 42.30 RCW. Commented[MR7]:--The CSR on the webs correct.Yes this s/b 3.2 3.3 Chief Examiner: The chief examiner shall, subject to direction by the commission: A. Prepare such forms and procedures considered necessary, appropriate, or desirable to fulfill the commission's responsibilities and duties. B. Maintain the classification plan provided for in rule four(4). Formatted:Indent:Left: 0.49°,First line: 0",Tab stops: Not at -0.5" C. Provide for the establishment and maintenance of such records as the- Formatted:Indent:Left: 0.49°,First line: 0",Tab stops: commission deems advisable or necessary. Not at -0.5" D. Certify or refuse to certify the payroll pursuant to the commission's instructions. Formatted:Indent:Left: 0.49°,First line: 0",Tab stops: Not at -0.5" E. Develop and administer such recruiting and examination programs as may be necessary to obtain an adequate supply of competent applicants, and prepare eligibility lists based upon results of competitive examinations. F. Act as secretary to the commission at its regular and special meetings by taking, transcribing, and maintaining minutes of such meetings; submitting the same for approval of the commission and the signature of the chair; and performing such other duties related to meetings as may be assigned by the commission. G. Perform such other duties, not inconsistent with Chapter 41.14 RCW or these rules, as the commission may direct. 3.4 Continuation of Business: If the chief examiner is unavailable, the commission or chair may delegate the responsibility to perform duties of the chief examiner to a Mason County employee other than an employee of the sheriff's office, provided that the commission shall be briefed on the duties performed at its next regular meeting. 4. THE CLASSIFICATION PLAN 4.1 Classification,Allocation,Appointments-General: The commission shall classify positions pursuant to RCW 41.14.070 within the classified service. The classification plan shall standardize titles, each of which shall be indicative of a range of comparable duties and responsibilities and shall have the same meaning throughout the classified service. No allocation,appointment, promotion, or demotion to any position shall be made except as provided for herein. 4.2 Classification of Positions: The chief examiner will review the duties of each position and determine placement into an appropriate classification in accordance with the character, difficulty, and responsibility of its designated duties. Positions shall be allocated to a given class when: A. The same descriptive title may be used to designate each position in the class; B. The same level of education, experience, knowledge, ability, and other qualifications are required. 4.3 Classification Titles: Classification titles shall be used in all personnel, accounting, Formatted:Indent:Left: 0°,Hanging: 0.49" budgeting, and financial records. No applicant or employee shall be appointed to or employed in a position in the classified service under a title not included in the classification plan. 4.4 Classification Specification: The classification specifications shall be used as a guide in the classification of positions and have the following force and effect: A. The specifications are descriptive and not restrictive. They are intended to indicate the type and level of duties and responsibilities that may be performed by a particular class. Specifications are to be interpreted in their entirety and will identify distinguishing features from other class specifications. B. In determining the classification to which a particular position should be allocated,the specifications of each classification shall be considered. Consideration shall be given to the duties, specific tasks, responsibilities, and qualifications of a class and to the relationship to other classes. 4.5 Use of Classification Plan: The classification plan shall be used: A. In preparing public announcements of examinations or vacancies. -B. As a guide in preparing examinations that test the relative ability of applicants to perform the work of specific classes. C. In determining promotional sequences. D. In providing uniform job terminology that is understandable to county officials, employees, and the geneFal publiepublic. E. In creating employment lists from which applicants may be certified to fill vacancies. F. As a guide for the appointing authority in assigning duties. 4.6 Maintenance of the Classification Plan: The chief examiner is responsible for maintaining the classification plan to ensure each position is appropriately classified. The chief examiner shall periodically recommend to the commission, after consultation with the sheriff, necessary amendments to the classification plan in the form of new classes, revision of existing classes, and the abolition of classes no longer required in the plan. Upon the commission's approving the establishment of a new classification or the revision or abolition of an existing classification, the sheriff and human resources shall be notified. Revisions of classification specifications and reallocations or reclassifications within the classification plan shall be made as follows: A. The chief examiner shall study the duties and responsibilities of each new position as it is created and place the position in the appropriate classification within the classification plan. -B. Changes in the duties and responsibilities of a position involving the addition of new assignments, or removal or modification of existing assignments shall be reported to the chief examiner by the appointing authority. If such changes are determined to be on-going and sufficient to justify a reallocation or reclassification, the chief examiner shall reallocate or reclassify such position to its appropriate class. C. The chief examiner shall periodically review the classification of positions and, upon the basis of such review, make appropriate changes in allocations or classifications or recommend changes in the classification plan. D. The appointing authority and all employees in a class subject to a reclassification, reallocation, or other change to the classification shall be given written notice at least ten (10)days prior to the commission meeting where the item will be considered. E. Changes to classification specifications, no matter how minor, must be approved by the commission. 4.7 Revisions: Requests for revisions or review of classifications by the appointing authority shall be accompanied by organization charts and position classification recommendations. 4.8 Status of Employees Reallocated/Reclassified: The status of regular employees affected by reallocation or reclassification occurring in the administration of the classification plan shall be resolved in the following manner: A. Any employee whose position is reclassified or reallocated from one classification to a lower classification shall retain regular status in the classification from which the position is reallocated or reclassified and shall, if practicable, be appointed to another position in that classification or voluntarily transferred in accordance with these rules. Otherwise, the employee shall be granted regular status in the lower classification and be placed on the recall list for the higher classification. Employees placed on the recall list under this provision shall have the same rights as employees placed on the recall list as a result efbecause of layoff. B. Any employee whose position is reallocated or reclassified to a substantially equivalent classification shall be given regular status in the position and classification to which allocated. C. Any employee whose position is reallocated or reclassified to a higher classification may occupy the reclassified position on a temporary basis until the commission determines whether a test to demonstrate qualifications is needed. The employee shall be placed in a position as follows: 1. If the employee can demonstrate that he or she meets the qualifications for the higher classification by passing a non-competitive exam for that classification, he or she will be placed in the higher position. 2. The employee may choose to be placed in a vacant position either in the classification to which his or her position was formerly allocated, or a vacant position in a lower classification for which he or she is qualified as determined by the chief examiner. in the event tha`lf no vacancy exists in the-_former classification, the employee may choose to have his or her name placed on the recall list for the classification to which the position was formerly allocated. Employees placed on the recall list under this provision shall have the same rights as employees placed on the recall list as awe because of layoff. 4.9 Allocation and Classification Appeals: The appointing authority or any regular employee who believes his or her position has been improperly allocated or reclassified may appeal to the commission within thirty days of the allocation or reclassification. Such appeals shall be in writing and fully set forth the reasons for appeal. Upon receipt of such appeal,the chief examiner shall set the matter for an informal hearing where interested persons shall be given an opportunity to be heard. Written notice setting out the nature of the appeal and the date,time, and place of the hearing shall be transmitted to the appellant and appointing authority with an email copy to all sheriff's office employees at least five(5) days prior to the hearing. Any decision of the commission pursuant to this provision that modifies the allocation or classification shall be retroactive to the date the appeal was filed or a date mutually agreed upon by the county and the union. 4.10 Perform Duties of Class: The appointing authority shall neither require nor permit employees to perform duties outside their proper classifications except in emergencies and then only for a maximum period of thirty (30) calendar days, unless permission for a longer period is given by the commission. 4.11 Reporting Violations of Classification Regulations: Any employee who believes he or she is being required to perform duties outside the proper scope of the appropriate class may notify the commission in writing. The chief examiner shall investigate and report findings and recommendations to the commission. 4.12 Request by Appointing Authority for Allocation or Reclassification: Whenever it becomes necessary to establish new positions or to significantly alter the duties and responsibilities of existing positions, the appointing authority shall submit a written request for allocation or reclassification to the chief examiner accompanied by"before and after" organization charts and position specification. 5. RECRUITMENT&ELIGIBILITY Commented[TB9]:adopt something similar to Thurston but changing 5(county or business days)to 15 days 5.1 5.1 Announcement of Examination: Announcement of Examination A. Notice of all promotional examinations shall be sent to all Sheriff's Office —All externally advertised examiRatiens shall be published, pested er advertis employees via email and notice may be provided in any other at least fifteen (15) days prier te the anneuneement�s elesing date as manner determined by the chief examiner er EeffirnissieR. Netices shall be pested er- determined by the Commission or Chief Examiner. B. Notice of all other examinations shall be posted on the Civil Service website and may be posted or advertised in any other manner as determined by A. Notice of all promotional examinations shall be sent to all Sheriff's Office the chief Examiner or Commission.The notice shall state the applicable employees via email and notice may be provided in any other manner deadlines for scabmini"ganapplieati°"❑r applying to determined by the Commission or Chief Examiner. The Chief Examiner may amend any announcement providing a B. Notice of all other examinations shall be posted on the Civil Service website and minimum of five p (5)days'notice. may be posted or advertised in any other manner as determined by the Chief nv notices will be posted for a minimum°f five(5)days. Examiner or Commission. E. All notices will identify the minimum qualifications set forth in the classification ,C. The notice shall state the applicable deadlines for submitting an application or specification. applying to take a n examination. (and keep current B language"The announcement shall state the plan for the examination process and list the components of the examination process...) ED. The Chief Examiner may amend any announcement providing a minimum Commented[BRlOR9]:5.1-CS changed fifteen days to20 of five (5)days'notice. days at Oct csring. Formatted:Strikethrough ,ED. All notices will be posted for a minimum of Ffµcc� r-,'_5;twenty_(20) days. Formatted:Font:Bold Frmtted-Font:Bold ,F€. All notices will identify the minimum qualifications set forth in the classification Formatted:Indent:Left: 0.5",Hanging: 0.5" specification. Formatted:Font:Bold Formatted:Font:Bold,Strikethrough Gf All promotional examinations shall be publicized at least`°�❑ ('9 twenty 20) Formatted:Indent:Left: 0.5",Hanging:__ days prior to the closing date by sending the announcement to all sheriff's office Formatted:Font:Bold employees via email and may include posting the announcement as determined Formatted:Indent:Left: 0.5",Hanging: O.S by the commission or chief examiner.The announcement shall state the plan for Formatted:Font:Bold the examination process and list the components of the examination process as Formatted:Strikethrough required by Section 6.10. 5.2 Filing of Applications: All applicants for positions in the classified service that are advertised externally to the sheriff's office must submit a signed application on the form prescribed by the commission. All applications must be received in the commission's office within the time limit fixed in the official announcement of examination. A. Promotional Exams: All applicants for promotional examinations must submit a notice of intent to test or other required materials as specified in the official announcement to the chief examiner within the time limit fixed in the official announcement of examination. B. Application Fee: All applicants for exams advertised externally to the sheriff's office may be required to pay an appropriate application fee in accordance with applicable Mason County ordinances, taking inte aceeuntconsiderina the ability of the applicant to pay. An application shall not be considered received until the appropriate application fee has been paid if required. 5.3 Change of Applicant's Address: All applicants are responsible for notifying the commission in writing withing five (5)days of any change of address and or status. Notice will be accepted via email. commented[TBII]:Add change of email address&number of l days required to notify CS such as 5 business days J 5.4 Qualifications: To be eligible for examination, including promotional examinations, applicants must meet the qualifications as set out in the announcement.Applicants must meet the minimum qualifications set forth in the classification specification at time of submission of application unless otherwise specified in these Rules, or for promotional testing,at time of submission of notice of intent to test. -The commission Commented[TB12]:Insertlanguage:must be eligible by date shall prescribe for each position such qualifications as in its judgment are necessary for opening/promotion posted(?) job performance. -Unless specifically designated otherwise by the commission or state Commented[TB13R12]:nrs tforth in the Applicants must meet the minimum qualifications set forth in the law,the following shall be qualifications for all positions: classification specification at time of submission of application unless otherwise specified in these Rules,or for promotional testing,at time of submission of A. Citizenship. An applicant must be a citizen of the United States, a lawful notice ofintent to permanent resident, or a deferred action for childhood arrivals(DACA) recipient test. who can speak, read, and write,the English language se�to be easily understood. B. Age. The minimum employee age shall be stated in the announcement of examination. The commission shall permit filing by applicants not more than one (1)year under the specified minimum age. If such applicants are successful in passing the examination, their eligibility shall be held in abeyance until they reach the required minimum age, at which time they must report reaching the minimum age in writing. They shall then be placed on the eligibility list in accordance with their final examination ratings. Any eligibility so attained shall expire with that of other eligibles from the same examination. Commented[TB14]:Insert section regarding notification: Not5.5 Notifications by Email: Notifications and/or correspondence to applicants and applicants an c Email:Notifications be sen and/or via email mess Cher to P PP applicants and candidates will be sent via email unless other candidates will be sent via email unless other arrangements are made in writing to the arrangements are made in writing to the Chief Examiner. Chief Examiner. Formatted:Font:Not Bold Formatted:Indent:Left: 0",Hanging: 0.5" 5.61s Proof of Qualifications: The chief examiner may require evidence of a satisfactory degree of education, training, experience, or any other qualifications required for eligibility. Commented[TB15]:What about including that the examiner shall post the Employment Standards on the CS Website and include a copy with each employment announcement? 5.67 Rejection of Application: The chief examiner shall reject any application or applicant for appointment, promotion, or re-employment for any of the following reasons: A. The applicant lacks the minimum qualifications set forth in the Formatted:Indent:Left: 0.5",Hanging: 0.48" examination announcement. cClassification position description. Commented[TB16]:should this say'examination ammuncemenf or'classification position description' B. The applicant has made a false statement on the application With FegaFd Formatted:Indent:Left: 0",Hanging: 0.5" teregarding any material facts. Formatted'Font:Bold Formatted:Indent:Left: 0.49",Hanging: 0.01" �I Commented[TB17]:failed to respond to a request for contact " failed to provide requested information for exam or background C. The applicant has been dismissed for cause from any classified position in a law Formatted:Indent:Hanging: 0.01",Tab stops:Not at enforcement agency within the preceding twelve (12) months and no grievance Formatted:Font:Bold or appeal is pending. Formatted:Indent:Left: 0.5",Hanging: 0.48" ..ommented[TB18]:5.6 E add failure to pass pre-employment 1 screening standards.If reject is for this,the applicant mustbe D. The applicant, after notification, did not appear at the time and place I notified inwritir_of the reason. designated for examination, Commented[TB19]:Review Thurston's 5.8&5.9 instead of this 5.7 E. Failed to respond to a request for contact, failed t0 provide requested CJTC Applications forerTCAentry Decertified Entry:Applicants for p q p q CJTC academy-certified entry Deputy Sheriff and Corrections information for exam or background;._ Deputy must submit a completed Thurston County application and meet the following criteria: A.Meet minimum qualifications of the Thurston County position (Deputy Sheriff or Corrections Deputy)in which the applicant is applying,to include passing required examinations. E-.:F. The applicant has directly or indirectly paid or promised to pay any money or B.Must have acu .Washington State Criminal Justice Training e(Deputy other valuable thing to any person to achieve appointment promotion or re- Shniff)o C rrect Law Enforcement Academy(CorCertrections Deputy). r r Sheriff)or Corrections Deputy Certification(Corrections Deputy). employment. C.Must have been employed with a law enforcement agency in Washington State within the prior 12 months. 5.10 Applications for Lateral Entry:Applicants for lateral entry G. Failure to pass pre-employment screening standards. If rejection is for Deputy sheriff and Corrections Deputy must submit a completed Thurston County application and meet the following criteria: this, the applicant must be notified in writing of the reason. A.Meet minimum qualifications of the Thurston County position (Deputy Sheriff or Corrections Deputy)in which the applicant is applying,to include passing required examinations. 5.8-7 Deputyj Sheriff or Corrections Deputy Lateral Entry:_ An eligibility_list for deputy B.Must have a current Washington State Criminal Justice Training sheriff and be created from the names of persons who -- Commission Basic Law Enforcement Academy Certificate(Deputy y Sheriff)or Corrections Deputy Certification(Corrections Deputy)or within the last twelve (12) menths by anetheF eivilian law e4eFeengent ageney as full equivalent certification from another state-approved academy and have the ability to obtain an equivalency certification within the first twelve(12)months of employment by meeting the standards of the Washington State Criminal Justice Training Commission. C.Have successfully completed the testing process and been hired by another state af meet the following qualifications: 14 Commented[DD20R19]:The title of 5.7 should be modified to "Deputy Sheriff or Corrections Deputy Lateral Entry"since the body A. Meet minimum qualifications of the Mason County position (Deputy Sheriff or of 5.7(and,alternatively,TCSO 5.8&5.9)refers to both Deputy Corrections Deputy) in which the applicant is applying,to include passing Formatted:Font:Bold required examinations. Formatted:List Paragraph,Numbered+Level:1+ Numbering Style:A,B,C,...+Start at:1+Alignment:Left+ Aligned at: 0.49"+Indent at: 0.98" B. JEMust have a current Washington State Criminal Justice Training Commission F.rm.tWd-List Paragraph,Indent:Left: 0.98",First line: Basic Law Enforcement Academy Certificate(Deputy Sheriff)or Corrections 0" Deputy Certification (Corrections Deputy)or equivalent certification from Formatted:Font:Bold another state-approved academy and have the ability to obtain an equivalency Formatted:List Paragraph,Numbered+Level:1+ certification within the first twelve(12) months of employment by meeting the Numbering Style:A,B,C,...+Start at:1+Alignment:Left+ standards of the Washington State Criminal Justice Training Commission. Aligned at: 0.49"+Indent at: 0.98" Formatted:List Paragraph,Indent:Left: 0.98" C. ,CrHave successfully completed the testing process and been hired by another Formatted:Font:Bold jurisdiction from a civil service commission certified eligibility list or other like Formatted:List Paragraph,Numbered+Level:1+ Numbering Style:A,B,C,...+Start at:1+Alignment:Left+ Aligned at: 0.49"+Indent at: 0.98" process. Formatted:Indent:Left: 0.5", No bullets or numbering ' Formatted:List Paragraph,Indent:Left: 0.98",First line: D. _Have at least 12-months continuous work experience and successfully ° completed any probationary_period as a full-time, paid, peace officer with law Formatted:Font:Bold enforcement authority(for Deputy Sheriff applicants), or as a Corrections Formatted:List Paragraph,Numbered+Level:1+ Numbering Style:A,B,C,...+Start at:1+Alignment:Left+ Deputy with general corrections experience(for Corrections Deputy applicants). Aligned at: 0.49"+Indent at: 0.98" Formatted:List Paragraph,Indent:Left: 0.98" E. From the most recent law enforcement or corrections agency, the applicant Formatted:Font:Bold must have no more than a 12-month break In service. Formatted:Indent:Left: 0.49",Hanging: 0.49" Frmtted-Strikethrough A. Formatted:Strikethrough 6. EXAMINATIONS 6.1 Examinations: All examinations shall be impartial and shall relate to those matters that will fairly test the capacity and fitness of candidates to efficiently perform the duties of the position to be filled. Examinations may include written, oral, physical fitness, and performance tests, or any combination of these. Tests may take into consideration such factors as education, experience, aptitude, knowledge, physical fitness, or any other qualifications or attributes that, in the judgment of the commission or chief examiner, enter inteenter the determination of the relative fitness of applicants. The results of personality tests, if given, may be considered as part of the scoring of any oral examination. Support Specialist Examination Process: Written application and examination by Civil Service in the presence of the chief examiner. Any of the examination modes outlined in Civil Service Rules 6.14 may be altered for good cause in the discretion of the Civil Service Commission. ,Continuous Testing: The Commission may adopt continuous testing when the Formatted:Font:Bold duration of the recruitment is open-ended, and applications are accepted at any time. Commented[TB21]:Add section regarding Continuous Testing for all classifications as determined by the Commission: Continuous Testing:The Commission may adopt continuous testing when the duration of the recruitment is open-ended and applications 6.2 Identity of Examinees Concealed: The chief examiner may require that the are accepted at any time. identity of all persons taking a competitive test be concealed by use of an identification number for all or specific parts of the examination process until all scores are established. 6.3 Rating Examinations: Final examination scores shall be expressed on, or converted to, a scale of one hundred (100)for maximum possible attainment with the required passing score set by the commission or the chief examiner. 6.4 Minimum Score on each Section: The commission or chief examiner may set a minimum score for any part, parts, or phase of entry-level examinations. Any candidate who fails to attain such minimum score shall be considered to have failed the entire examination. 6.5 Number of Applicants: There are no limits to the number of applicants for a testing- Formatted:Indent:Left: 0 Hanging: 0.49" examination.The eeffifflis-Si.en eF ehief examineF may limit eligibility MR subsequent exam paFts te these examinees seeFing highest en a pFelin9inaFy Fanking exang eF series ef tests; previded, heweveF,the number ef exanginees as established- befere- 6.6 Review of Examinations: If the commission or chief examiner determines that the nature of an examination would allow review, a candidate may review the examination and the examination answer key. Such review must be requested and made within ten (10) calendar days after the examination. The review shall be made in the presence of the chief examiner, and the candidate may not take notes. A. After such review, if a candidate wishes to challenge any answer, a written challenge shall be submitted to the commission. Such challenge must be made within the ten (10)day review period. All such challenges shall be considered by the commission. If the commission determines such challenge is valid, the examination answer key shall be revised accordingly. The original examination answer key,together with any changes, shall be used in scoring all examination papers. B. No eligibility list shall be established until the commission issues its determination. 6.7 Notification of Results: As soon as the grading of the examination is completed the Chief Examiner shall,for eEacheach applicant taking an examination shall begiven Lrovided a written and/or,electr, email-notification of the results theFeef,whether d they passed or failed, and if successful, of the total earned rating and relative position Commented[TB23]:This should say'email'toconfc.m ith on the eligibility list. definitions and previous sections regarding notification Formatted:Strikethrough 6.8 Error in Scoring: An error in scoring or rating, if called to the attention of the chief examiner within the ten (10) day review period, shall be corrected. Corrections shall not impact any appointments made prior to the corrections. 6.9 Credit Applied to a Passing Examination: These credits may not be combined. A. Veterans Scorina Criteria: Veterans, as defined in RCW 41.04.895-007,who Commented[TB24]:Should this be 41.04.007 instead? obtain a passing score on an examination for original appointment, shall receive credit in accordance with Chapter 41.04 RCW. To receive such credit, a Department of Defense Certification Number DD 214 must be presented prior to or on the day of examination. In addition, applicants must certify that they have not previously obtained employment using such veteran's preference. B. Service Credit for Reserve Deputies and Provisional Employees: Applicants who are current reserve deputies or provisional employees for the Mason County Sheriff's Office and who obtain a passing score on an examination for original appointment, shall receive an additional 10 (ten) percent preference points. C. Service Credit for Employees of the Mason County Sheriff's Office: Applicants, who are current employees in good standing and off probation within the Mason County Sheriff's Office and who obtain a passing score on an examination for original appointment shall receive an additional 10 (ten) percent preference points. D. Credit for Mason County Residents: Applicants who have a physical address in Mason County and who obtain a passing score on an examination for original appointment shall receive an additional 10 (ten) percent preference points. 6.10 Promotional Examinations: Vacancies may be filled through promotional examination. When the commission determines that there will be a promotional examination, the commission shall: Commented[TB25]:spacing A.—Establish, in addition to other eligibility requirements,the required Formatted:Font:Tahoma minimum period of service in the lower classification or classifications, which Formatted:List Paragraph,Numbered+Level:1+ shall not be less than ones year; Numbering Style:A,B,C,...+Start at:1+Alignment:Left+ Aligned at: 0.5"+Indent at: 1" A. Formatted:List Paragraph,Space After: 6 pt,Numbered+ Level:1+Numbering Style:A,B,C,...+Start at:1+ B. Approve the examination plan for each promotional examination process,which Alignment:Left+Aligned at: 0.5"+Indent at: 1" shall include the date of a single examination, or each date of a multiphase examination process. The examination plan shall include the specific process for application, scoring or weight process, materials needed, interview process and method of notification and timelines; C. Set the minimum score required to advance in each phase of a multi-phased examination process if a minimum score will be required; D. Set the maximum number of applicants that may advance at the completion of each phase of a multiphase examination process. 1. When twos or more applicants achieve the same minimum score and Commented[MR26]:Any recommendations for re-wording occupy the lowest rank of applicants approved to advance from the this paragraph? preliminary ranking examination, then all applicants with that minimum Commented[DD27R26]: How about"When two(2)or more applest score advance to the next phase of the examination process even if the rankofapplicants ievetheovedt same on vancefomthepr score and enminarypy the owki rank of applicants approved to advance from the preliminary ranking resulting number of applicants to advance will exceed the set maximum examination,then all applicants with that minimum score advance to number of applicants set on aEEeFdanee with Seetie c Mtn the next phase of the examination process,even if this exceeds the - set maximum number of advancing applicants." 2. A preliminary ranking examination may be waived by the chief examiner when the number of applications received at the deadline for filing applications is equal to or less than the number approved to advance from a preliminary ranking examination. E. Veteran's Scoring Criteria: Veteran's as defined by RCW 41.04.005 who were called to active military service from employment with Mason County shall be awarded 5 (five) percent added to promotional examinations until the first promotion only-per-fRCW 41.04.010(3)3. Commented[TB28]:correct statute to read RCW 41.04.010(3) Formatted:Strikethrough Promotion in Place is permissible for Support Specialists when a position is filled - ---(Formatted:Indent:Left: 0.97" at an entry level for recruitment,training,and development and when the employee's job performance and skill development support upgrading the incumbent and the position to the higher level. Formatted:Indent:Left: 0.98" Promotion in Place is permissible for Support Specialist I&II. A promotion is the appointment of an employee to a different classification with a higher salary range. (e.4. Support Specialist I to Support Specialist II). Formatted:Indent:Left: 0.98" 6.11 Qualified as Eligible for Promotion: Applicants that successfully complete an assessment center examination or other type of final examination phase and are determined to be qualified as eligible for promotion will be ranked on the appropriate promotional eligibility list. 6.12 Time Interval: Any person who unsuccessfully competes in an examination for a particular class or is removed from an eligibility list under Rule 7.3 or 7.4 E shall not be Commented[TB29]:during final draft,cross-cheek to make eligible to compete in another examination for the same class within six(6) months of Sure these roles are correctly cited the establishment of the eligibility list resulting from the first examination unless otherwise authorized by the commission. Commented[TB30]:Where is the language for promotion in 6.13 Postponement and Cancellation: Any examination may be postponed or cancelled place?What am I missing here.A couple of years ago language was at the discretion of the commission or chief examiner. In either case each applicant approved for promotionclass,puts it inanemplo Divee ision lessor SS r class meets criteria for class,puts it in writing to Division Chief;is shall be notified of the postponement or cancellation. approved byChiefand then by the Board. Commented[BR31R30]:@Tami Beyer-Possibly you are 6.14 Clerical Promotions: (Promotions in Place): It is the policy of referring to 6.14 Clerical Promotions? r Commented[TB32R30]:@Becky Rogers Can you pull the Mason County Sheriffs Office to fill a position at a lower level for recruitment and/or meeting minutes surrounding this?My recollection is that there training and development, until the employee's knowledge skills and abilities(job Should be something in here that allows,with Cs approval,toby- performance)support grade of the position to the higher level. pass a formal Cs examination for Promotion inPlace. When vacancies occur in any grad Commented[BR33R30]:@Tami Beyer-I've included the grade Commented they shall, whenever practicable, be filled by language approved 7/l/2021 that was omitted. promotion from the next lower grade-class(e.g. Support Specialist I to Support Formatted:front:Not Bold Formatted:Indent:Hanging: 0.01" Specialist II).- Such promotions shall be upon merit and examination open to Formatted:Indent:Left: 1 No bullets or numbering members from the next lower grade eF gr-ades-class or classes of the division in which Formatted:Indent:Left: 1 No bullets or numbering the vacancies exist, as may be determined by the Commission. Promotion shall be Formatted: No bullets or numbering made upon positive merit of the person promoted as shown by previous service, as Formatted:Font:Bold well as upon merit shown by the examination. Formatted:Font:(Default)Tahoma Formatted:Font:(Default)Tahoma _Examinations for promotions shall be practical in character and shall test the Formatted:Indent:Left: 0",Hanging: 0.44" general intelligence, accuracy, and qualifications of applicants for the position Formatted:Font:(Default)Left:t0",Hanging: Bold involved. � Formatted:Font:(Default)Tahoma B. No person who fails to attain a 70/100 score or 70% average overall complete Formatted:Font:(Default)Tahoma proficiency shall be deemed eligible for promotion. Formatted:Indent:Left: 0.49",Hanging: 0.49" Formatted:Font:(Default)Tahoma,Bold C. Qualifications for admission for promotional examinations are set forth in CSR Formatted:Font:(Default)Tahoma Section 6.10. Formatted:Font:(Default)Tahoma E Formatted:Indent:Left: 0.98",Hanging: 0.49" 6.15 - Make-Up Examinations. An applicant who is unable to take the regular ; Formatted:Font.(Default)Tahoma,Bold promotional examination,as scheduled, may be given a special examination upon Formatted:Font:(Default)Tahoma written request. Such applicant must submit a written request setting forth the reasons Formatted:Font:(Default)Tahoma requiring the absence and provide documentary evidence which demonstrates that the Formatted:Font:(Default)Tahoma applicant was unable to take the regular examination as scheduled. Formatted:Font:(Default)Tahoma,Bold Formatted:Font:(Default)Tahoma A. The following are the only reasons for granting a special examination time for Formatted:Font:(Default)Tahoma an entry level examination: Formatted:Font:(Default)Tahoma 1Activated for milita duly,Applicant must provide a copy of their 'j Formatted:Indent:Left: 0.49",First line: 0.49" separation papers no later than 10 days from the termination of such Formatted:Font:(Default)Tahoma,Bold military duty; Formatted 2J Receipt of military orders requiring the applicant to report for active duty. ; Formatted Applicant must provide a copy of their orders at the time of the request. Formatted 3) Absence from the test within one week after the date of death of a Formatted spouse, domestic partner, mother,father, sister, brother, child or child of a Formatted domestic partner of such applicant. Formatted B. Formatted The following are the only reasons for granting a special examination time Formatted for a promotional examination: Formatted Activated for military duty. Applicant must provide a copy of their Formatted separation papers no later than 10 days from the termination of such Formatted military duty; Formatted .Receipt of military orders requiring the applicant to report for active duty. Formatted Applicant must provide a copy of their orders at the time of the request; Formatted 3� .Compulsory attendance before a court or other public body or official Formatted having the power to compel attendance; Formatted A Any mandatory agency training; Formatted 51 Absence from the written test within one week after the date of a birth of Formatted a child or death of a spouse, domestic partner, mother,father, sister, Formatted Formatted brother, child or child of a domestic partner of such applicant. Formatted:Indent:Left: 0.44" 7. ELIGIBLITY LISTS 7.1 Establishment of Eligibility Lists: The chief examiner shall establish and maintain such eligibility lists for the various classifications as are necessary to meet the needs of rCommented[TB34]:Here it says classification but in A says the sheriff's office. The names of applicants who receive passing scores on Level.should match examinations shall be placed on the proper eligibility list in order of relative scores. When tie scores exist, persons shall occupy the same relative position. Types of eligibility lists that may be established in accordance with these rules include: �r y �^ ^I Formatted:Font: A. Entry, __._. Each classified position B. Lateral Entry for corrections de u effieer and deputy sheriff only C. Rehire D. Recall E. Extra Help F. Promotional G. Criminal Justice Training Commission (CJTC) academy-certified entry for corrections de u e#+eeF and deputy sheriff only Commented[TB35]:change entire document from corrections officer to corrections deputy 7.2 Duration: Each list shall remain in effect until it has fewer than five (5) names on it or one (1)year unless extended by the Commission or unless stated otherwise in these rules. However, a new eligibility list may be established pursuant to Civil Service Rule 7,(, Commented[TB36]:The Commission has approved extensions in the past.May need language here such as"An eligibility list can only be extended once." A. Eligible persons not certified on expired eligibility lists are rendered no longer eligible when a list expires. B. Eligible persons certified prior to expiration for a vacant position(s) shall continue to remain eligible for that vacant position(s) until filled. When that position(s) has been filled, certified names not selected from the expired list shall expire with the list. Commented[TB37]:This is way too wordy.What are we C. Continuous Testing: missing if we use this language? When using continuous testing,the Chief Examiner may establish a A continuous or periodic examination may be ordered and administered by the minimum score or a maximum number ofcandidates from the chief examiner for any class of positions for other than promotional candidate roster mto ay anedwith the cent eligesona candidate roster may be merged with the current eligibility list if the examinations. The chief examiner may close the filing period at any time after same examination was used.When merging lists,each eligible shall be ranked based on their examination scores,and their position on 10 ten days when a sufficient number of applications from qualified the list may change as additional eligibles are added and removed candidates are received. Filing will be open, applications received, and the from the list.Each eligible shall remain on the list for one year, unless removed in accordance with these mles. examinations administered according to the needs of the service. The names of Commented[TB38]:Why is this value needed? qualified eligibles resulting from such examinations shall be entered on the eligibility list and certifications for appointments shall be made in the same manner as from any eligibility list. Names of eligibles from successive examinations in the same program shall be entered on the eligibility list for the class at the appropriate places as determined by final scores. Names may be withheld from certification or removed from such eligibility lists in the same manner and for the same reasons as from any eligibility list. 7.3 Removal of Names by Commission: The commission will remove a person's name from any eligibility list if evidence disclosed in the pre-hire interview, polygraph test, psychological examination, and/or background investigation establishes that the person is unfit for service. �alenda� Commented TB A. At least ten (10)�,�rr�rr-days prior to the date on which the commission is [ 39]:This should be working days,county or scheduled to consider the proposed removal the chief examiner shall deliver to business days.ner example days shortens the amount of response r time the Examiner has. the person, or mail to the person's last known address, a notice containing the reason for the proposed removal and the date upon which the commission will consider the issue. This notice is intended to give the person an opportunity to hear the specific issue being presented to the commission by the appointing authority in support of the removal request. It is not a hearing for the applicant, and it does not give the person any right to review records generated by the appointing authority. The person may address the commission in writing or in person, but the restoration provisions of section 7.5 do not apply to removals under this section. B. The commission shall review the applicant's background investigation file and shall hear from the sheriff's representative and the chief examiner regarding the proposed removal. 7.4 Removals of Names by Chief Examiner: The chief examiner may at any time remove the name of an eligible person from an eligibility list for any one or more of the following causes: A. A request from the eligible person that his or her name be temporarily or permanently removed. Failure to respond to an inquiry by the commission or sheriff's office regarding the eligible person's availability. B. Formatted:Normal,Indent:Left: 0.5",Hanging: 0.5", Numbered+Level:1+Numbering Style:A,B,C,...+Start at:1+Alignment:Left+Aligned at: 0.5"+Indent at: 0.75",Tab stops: -0.5",Left C. Failure to respond to any documented request for any form of contact within the established and published period of time, or failure to provide requested information in connection with any one of the following: medical examination, background investigation, employment interview, polygraph examination, or psychological examination. D. Declining an offer of regular employment. E. For attempted deception,fraud, or other impropriety in connection with any application or test or the securing of an appointment; failure to pass a required test; or if evidence disclosed in the pre-hire interview, polygraph test, psychological examination, and/or background investigation establishes that the person is unfit for service. F. In any case where the chief examiner finds that an eligible person is or has in any manner become disqualified for the position for which they are listed in accordance with Rule 8.5. G. Failure to notify the chief examiner of changes in address. H. In the case of promotional lists only, upon separation, other than layoff, from the classified service. I. Failure to attain a score of 70%on the employment interview. 7.5 Restoration of Names to Eligibility List: A. Whenever any person's name is removed from any eligibility list for the reason stated in Section 7.4 A,the removal shall be confirmed in writing by delivering it personally, by email-or mailing it to the person's last known address. Commented[TB40]:should this be updated to say email(1.6) AND last known address? 1. Such person may, at any time during the duration of the list, make a written request to the chief examiner for restoration of their name to the list for the duration of the eligibility list. 2. The chief examiner shall restore the name to the list within three (3) Commented[TB41]:again I think this should be working days, working days of the re west and shall mail confirmation cl °°°trybusinessdays.What if it isThanksgivingweek? y q Also,does"mail'need to be clarified to match A? the action. B. Whenever any person's name is removed from an eligibility list for any reason listed in Section 7.4 B through 7.4 H, the person shall immediately be given written notice delivered in person or mailed to the person's last known address. Commented[TB42]:Same comment here asA ormatted:Tps:Not at -0.5" C. Such person may,within ten (10)weFking days from the date of removal,' Formatted:Indent:Left: 0.5",Hanging: 0.48" make--a written request to the chief examiner for restoration of his or her name Commented[TB43]:county business days not Days to such list for the duration of the eligibility list. The request shall clearly set forth—the reasons advanced for restoration of the name to the list. 1. The chief examiner, after full consideration of the request, may restore the name to the eligibility list or may refuse such request. The person shall be notified in writing of the chief examiner's action. 2. Should such a person wish to protest the chief examiner's decision, he or she must so notify the commission in writing within ten (10)weFl(ing days of the notification of refusal to reinstate. commented[rsaa]:county business days not Days 3. The commission shall then review the file, affirm or reverse the chief examiner's action, and notify the person of its decision. 7.6 Use of New Examination: The commission may choose, at its discretion,to employ a new examination to establish a specific eligibility list. . If a new Commented[TB46]:to establish a specific eligibility list examination is used by the commission, the commission reserves the right to require eligible persons to take the new examination for the same eligibility. Notice will Commented[TB47]:eligibility list be mailed a minimum of ten 10 days prior to the examination date to eligible persons informing them of the requirement that they retest for the same class. The Commented[TB49]:eligibility list commission may then establish an entirely new eligibility list for that class, based on the results of the new examination. Any eligible person previously ranked on the eligibility list for that class who fails to retest for the same class will be placed at the bottom of the new eligibility list for the remainder of the original eligibility period. 8. APPOINTMENTS 8.1 General Provisions: Vacancies in the classified service shall be filled by recall, promotional appointment, original appointment,transfer, or demotion. Whenever the appointing authority wishes to fill a vacancy, a requisition for an employee shall be submitted to the chief examiner on the prescribed form. Insofar as practicable, each vacancy shall be anticipated sufficiently in advance to permit the chief examiner to determine who may be available for appointment or if necessary, to establish a class or eligibility list. When vacancies are to be filled by appointment from lists,the lists shall be drawn in the following order: A. Appointment of eligibles from recall lists. B. Appointment of eligibles from entry level, rehire, lateral entry, or promotional lists. 8.2 Vacancies: Whenever the appointing authority requests to fill a vacancy, a notice shall be presented to the chief examiner stating the number of employees desired together with class titles of the vacant positions and any other information the chief examiner may require. 8.3 Personnel Certification: Upon receipt of a written notification the chief examiner shall certify to the appointing authority the names of the fives persons highest on the eligibility list for the class to which the vacant position has been allocated. If more than one vacancy is to be filled in the same class, an additional name shall be certified for each additional vacancy. When two or more persons occupy the lowest rank to be certified, the names of all persons occupying that rank shall be certified. The appointing authority will appoint a person or persons from those certified to the vacant position or positions. 8.4 Notice of Certification and Appointment of Eligibles: The appointing authority shall file a written notice with the commission of the certified person or persons appointed to each vacancy. 8.5 Status of Eligibles Not Selected for Appointment: Eligible persons certified but not selected for appointment by the appointing authority retain their positions on eligibility lists and shall be recertified in response to subsequent requests. For any certified eRgifteligibility list, including promotional,wWhenwhen the name of an-entry level eligible has been certified two 2three times and has not been appointed,the appointing authority may request the eligible person's name be removed from the entry level list within five(5) werking days of the last certification. commented[TB51]:It would be more efficient and in line with other counties if we change this to two(2)times instead of three Also add language for promotional or any type of eligibility list 8.6 Selective Certification: The appointing authority may submit a requisition for instead of'entry level'.There is no definition of entry level in the selective certification of names to fill a position for which a specific bona fide rules so maybe we should not use that ter, occupational qualification is needed. Upon receipt of the request, if the chief examiner determines that the request is valid, the certification of names shall include only names of those individuals who satisfy the bona fide occupational qualifications. In all other respects,the certification shall be made in accordance with Rule 8.3. All selective certifications must comply with RCW 49.60.400. 8.7 Medical Examination of Applicants: Applicants for entry or lateral positions in the classified service are required to undergo medical examinations to determine physical and mental fitness to perform work in the position to which appointment is to be made. Determination of fitness shall be by a health professional approved by the commission. An applicant determined to be physically or mentally unfit in conformance with LEOFF standards shall not be considered for appointment. 8.8 Medical Examination of Employees: All employees may be required by the commission or the appointing authority to undergo periodic medical and health examinations to determine fitness to perform the work of the position in which they are employed. Determination of fitness shall be by a health professional. When an employee is determined to be unfit for service, he or she may be removed from service. Any such determination may be appealed to the Civil Service Commission. 8.9 Voluntary Demotion: Upon receiving a written request from a regular employee, commented[TB52]:Other CS rules seem to be eliminating the the appointing authority may demote that employee from a position in one class to a word"demotion"replacing it whh'transfer' position in another class providing that, prior to the transfer, the appointing authority assures that the conditions of Section 8.12 are flgetmet, and a vacancy exists in that classification. 8.10 Conditions of Voluntary Demotion or Transfer between Classes: Unless the Commented[TB53]:Same as above.May consider rcmov;ng employee has previously held regular status in the class to which the transfer is the demotion language proposed,voluntary demotion or transfer between classes may be made only if: A. The employee meets the minimum qualifications of the class to which transfer is proposed; and B. The proposed transfer is reported to the commission prior to the implementation in order that the Commission may determine whether er eetwhether the employee must pass a qualifying examination. 8.11 Employees Voluntarily Demoted or Transferred: A. In the case of a voluntary demotion or transfer,the employee's length of service shall remain unbroken. B. In voluntary demotion or transfer, an employee shall retain regular status. However, if the commission requires a qualifying examination, it may also �om-ented[TB54]:What situation would this occur?It seems require a six(6) month probationary period. During such probationary period ve si s(6)mnth spr bhat ation employee requesb;ng transfer w;ur ve six(6)months probationary period. the appointing authority may revert the employee to a position in the class from which the employee came upon fifteen (15) ealendar days'written notice to the Commented[TB55]:still not sure this shouldn't be working or 1 employee and the chief examiner. county business days. Commented[MR56R55]:�(tTami Beyer we had decided to define days in the definitions section and use"days"language throughout the document. C. Upon receiving a written request from an employee,the appointing authority may reappoint an employee to an opening in the class from which the employee accepted a voluntary demotion or transfer. The employee shall retain regular status and the employee's length of service shall remain unbroken. Probationary employees may request voluntary demotion or transfer only in the Commented[TB57]:IthinkthisshouldbeD.startinghere case of layoff. A probationary employee voluntarily demoted or transferred shall serve the probationary period remaining at the time he or she was demoted or transferred. 8.12 Rehire: Rehire lists shall be unranked employment lists of persons who resigned, left employment due to a layoff, or have been FeeIass:f;et reclassified or reallocated from the sheriff's office. Rehire lists shall be maintained for the following positions: deputy sheriff, corrections_ erde u , animal control officer, community service officer, financial assistant,financial manager, evidence technician, support specialist 1, support specialist 2, support specialist 3, , , ,and food services Commented[MR58]:(ijami Beyer should these be renamed coordinator. to SS1-37 Commented[TB59]:Yes.Support Specialists 1,2,3 Do we still have food services coordinator?Please add evidence technician. AND on the CS website they have Financial Manager as a classified position?Should be non-rcp Finance Manager A. The chief examiner shall place the name of any probationary or regular (Formatted:Indent:Left: 0°,Hanging: 0.5° employee who resigns voluntarily, leaves employment due to a layoff,or has been reclassified or reallocated, on the rehire list on the effective date of his or her resignation, layoff, reclassification or reallocation. B. In lieu of filling a vacancy from an eligibility list, the appointing authority may appoint a person from the rehire list. In-efdef-teTo be eligible for the rehire as a deputy sheriff or corrections ef#iEerdeputy,the person must have the current academy training certification from the Washington State Criminal Justice Training Commission for the classification in which he or she is to be rehired. C. in eFdeF teTo be placed on the rehire list, a person must meet the following conditions: 1. The person was formerly employed as a probationary or regular employee in the same class in the sheriff's office; and 2. The person meets the current minimum qualifications for the class. D. A person's name will be removed from the rehire list if not re-employed within three(Tyears of the date his or her name was placed on the list. E. If a person on the rehire list refuses to accept an employment offer, he or she will be permanently removed from the rehire list. F. A person employed from the rehire list shall be required to serve a one (1)year probationary period upon rehire. 8.13 Provisional Employees: Provisional employees may be appointed temporarily to vacant positions pending establishment of an eligibility list. A. Hiring of: Prior to hiring a provisional employee, the sheriff shall obtain approval from the commission. Following such approval, the sheriff shall forward to the chief examiner a completed application form for the employee together with salary and hire date. B. Performance Requirements: Provisional employees must meet the civil service requirements as well as applicable physical and educational standards set by the commission. C. Performance Tests: When considered necessary by the chief examiner, a performance test will be given to prospective provisional employees. Performance requirements for typing, stenography, spelling, etc. must be met before approval of the provisional appointment. D. Extension of Appointment: A provisional appointment expires after four(4) months of service. The appointing authority may extend the provisional appointment beyond the four(4) month period up to ones year if the commission continues to advertise and test for the position. Each extension beyond the initial appointment must be reported to the commission. If, after one(year from the date the initial provisional appointment was first made, less than five (5) persons are on the eligibility list for the class,then the appointing authority may fill the position with any person or persons on the eligibility list. 8.14 Emergency Appointment: Emergency appointments may be made by the appointing authority in case of a serious emergency that threatens life, property, or the general welfare of the county, but such appointments may not continue longer than thirty(30) calendar days. Emergency appointees need not be taken from eligibility lists. 8.15 835—Extra Help Employment: If the sheriff believes that an upcoming situation Commented[BR60]:8.15 removed by CS at Oct.mtg. will require extra help,the sheriff may request a name from the current extra help list Commented[BR61R60]:8.15D only deleted for the appropriate classification in writing from the chief examiner. The sheriff may use the appropriate extra help list to make emergency appointments. Any classified position may be hired as extra help. A. extra help appointment shall continue for a period longer than four(4)' Formatted:Font:(Default)Tahoma months nor shall any individual serve more than four(4) months as an extra Formatted:Font:(Default)Tahoma help appointee In any fiscal year. Formatted:List Paragraph,Numbered+Level:1+ Numbering Style:A,B,C,...+Start at:1+Alignment:Left+ Aligned at: 0.5"+Indent at: 1" - Formatted:Font:(Default)Tahoma Formatted:Indent:Left: 0",First line: 0" B. Based on the facts in any paFt+ei�e case,the commission may specifically limit an extra help appointment to a specific period shorter than the four(4) month maximum. B. 6. Extra Help List- Formatted:Font:(Default)Tahoma,Bold Formatted:Font:(Default)Tahoma �1. The extra help list is an unranked list of individuals qualified to be [Aligned'at: ormaed:List Paragraph,Numbered+Level:1+ appointed as extra help. A separate extra help list shall be established umbering Style:A, d n ...+Start at:1+Alignment:Left+ 0.5"+Indent at: 1' for each classification for which the commission determines extra help is Formatted:Font:(Default)Tahoma,Bold appropriate. Formatted:List Paragraph,Indent:Left: 1" 2. In order to be placed on the extra help list,an individual must submit a completed civil service application for extra help and proof of qualifications to the chief examiner. 3. The list shall contain the names of qualified applicants and the means of qualification. The list shall contain no more than twenty-five(25) names at any one time; additional applicants shall be placed on a waiting list in the order of the date received and shall be screened for placement on the extra help list as vacancies on the list occur. 4. Any person on the extra help list who has not worked in an extra help capacity at least one day in the preceding year shall be removed from the list unless a written request is submitted to the chief examiner to remain on the extra help list. D. EXtFa Help List Qualificati a. RaEeffient en ewi:Fent efripleyngent eligibility lost for deputy shermff er ,.gees effiEeF, e Commented[TB62]:consider adding this qualification: Federally certified law enforcement officers(e.g.FBI,DEA, n eFtific.te of Brim. iaw Enfe.,.eng Rt Equivalency q . al...cy issued by the Military Police)and certified federal background investigators,or Commented[DD63R62]:I think Deputy Sheriffand r Corrections Deputy should be separated for the extra help qualifications and their respective qualifications added to each list.If not ted,then specify in a- to Deputy Sheriff and which ones applyfwhich to Corrections Deputy,ments ap i. i.e. Basic Law Enforcement certificate required for Deputy Sheriff vs. Basic Corrections certificate for Corrections.Otherwise it reads that being on the corrections eligibility list or having proof of a minimum of two hundred forty(240)hours of full-time or reserve corrections experience within the preceding eighteen(18)months qualifies for the Deputy Sheriff eligibility list. Formatted:Indent:Left: 1.44",Hanging: 0.5" Formatted:Strikethrough Formatted:Indent:Hanging: 1" \A/-...6.:....4.... State !`.O ffi:igal 1.�stmee T.--.O..:nQ Genqfflmssien Formatted:Indent:Left: 0",First line: 0" nFt 1-lass:F: a n :�: — Formatted:Strikethrough position.b. Meet the rninimurn qualifieatiens feF the Formatted:Indent:Left: 0.25", No bullets or numbering 8.16 Temporary Vacancies: If a regular position is vacant on a temporary basis due to a Formatted:Indent:Left: 0",Hanging: 0.49" leave of absence or other appropriate reason as determined by the commission,the commission may approve the hiring of a person for more than four(4) months to fill this vacancy. A. All temporary vacancies caused by leaves of absence shall be offered to persons on the appropriate eligibility list. Refusal to accept such appointment shall not jeopardize the position of a person on the eligibility list. B. If no eligible person agrees to such appointment or no eligibility list exists,the vacancy shall be filled in the same manner as a provisional employee. Commented[MR64]:Any feedback for this section? Commented[GU65R64]:I think we still need to work on some of the language,including changing"appointees"to different 8.17 Probationary Period: The probationary period is as an integral pan:of the language.I suggest saving this section for our next committee examination process and shall be used for closely observing the employee's work,for meeting. securing the most effective adjustment of the new employee to the position, and for Commented[GU66R64]:This also i ncludes matching language with the commissioned CBA. rejecting any employee whose performance or adjustment is not satisfactory. Commented[TB67R64]:The Corrections/Support CBA is not ratified.Will need to check on that language once it is A. Commissioned Employees: All its,M es,exce t those made from recall lists, shall be probationary for a period of done(1)year after�thire, Commented[gstatesn where Deputy Sheriffsserve eapCBA Abatio probationary period, Section 1 wording states new hires will serve a probationary period, except for appointees whose probationary period is extended as provided in this which begins on the dateofhire and ends one(1)calendar year from section. The probationary period for appointees who attend academy training and,and, of the wACJTC Basic Law Enforcement Academy"; and, shall be extended beyond one L11year an equivalent number of days to the } "Lateral Entry Deputies will serve a probationary period of one(1) �number the appointee as On tte„ate„^e a attended the academy.) calendar year from the date ofhire." Appointments Hires made from recall lists shall be probationary for the period of I think wording/phrasing should match or be similar. probation remaining un-served at the time of the layoff. The appointing authority shall make such periodic reports during the probationary period as the commission requires and shall certify to the chief examiner the name of each employee who satisfactorily completes the probationary period. At any time during the probationary period,the appointing authority may terminate the employment of any employee whose probationary period is not satisfactory, provided that the chief examiner shall be notified in writing of such action. Any probationary period may be extended at the discretion of the Sheriff appointing Commented[TB69]:For consistency,it is'appointing authority' authority in cases where the individual has been absent for more than a week everywhere in this paragraph except for here is says Sheriff or when additional time to review the individual is consm eFed to beis appropriate. Formatted:Indent:Left: 1", No bullets or numbering A-.B. Non-Commissioned Employees: All employees, except those made from recall lists, shall be probationary for a period of one (1)year after hire, except for Commented[MR70]:Any feedback for this section? appointees whose probationary period is extended as provided in this section. Hires made from recall lists shall be probationary for the period of probation remaining un-served at the time of the layoff. The appointing authority shall make such periodic reports during the probationary period as the commission requires and shall certify to the chief examiner the name of each employee who satisfactorily completes the probationary period. At any time during the probationary period, the appointing authority may terminate the employment of any employee whose probationary period is not satisfactoM provided that the chief examiner shall be notified in writing of such action. Any probationary period may be extended at the discretion of the SheFi€—appointing authority in Commented[TB71]:same comment.For consistency,it is cases where the individual has been absent for more than a week or when 'appointing authority'everywhere in his paragraph except for Here is says Sheriff additional time to review the individual is appropriate. 8C. If a regular employee who has been appointed to a higher class as a Fesult efbecause of promotional appointment is found unsuited for the work of the higher class during the probationary period,that employee shall be reinstated to a position in the class in which the employee was promoted, provided that the employee held regular status is that class. GD. When an unclassified employee in the Mason County Sheriff's Office uses his or her reversionary rights to return to a classified position, that employee shall be probationary only for the period of probation remaining un-served at the time of the appointment to the unclassified position. If the employee previously completed a probationary period in the class to which the employee returns, the employee shall have regular status in that position. 9. SEPARATION,SENIORITY,AND LEAVE OF ABSENCE 9.1 Resignation in Writing: Resignation of an employee from the classified service shall be made in writing to the appointing authority and the fact of resignation shall be reported in writing to the Chief Examiner prior to the start of the next pay period. The commission may permit the withdrawal of a resignation upon a written request filed by the employee with the appointing authority prior to the effective date of the resignation, provided such request for withdrawal is supported by the appointing authority and a job offer has not been made to fill the position. 9.2 Layoff/Recall: The appointing authority may lay off employees in the classified service whenever such action is made necessary by reason of shortage of work or funds, or the abolition of a position because of changes in organization; however, no regular or probationary employee shall be laid off while there are temporary or provisional employees serving in a position within the same classification for which the regular or probationary employee is eligible and available. A. Layoff of probationary or regular employees shall be made in inverse order of seniority in the class involved. A regular or probationary employee, holding his or her position by virtue of promotional appointment may, upon receipt of a layoff notice, request demotion to a position in the class from which promoted in lieu of layoff. No employee so demoted shall displace a regular employee except in order of seniority. B. The commission shall be notified in writing of any such layoff. The names of regular or probationary employees laid off or demoted in lieu of layoff shall be placed in order of seniority on the recall list for the class from which the layoff or demotion took place. The period of eligibility for recall by appointment from the recall list shall be eighteen (18) months from the date of layoff. 1n erdeF teTo be eligible for the recall as a deputy sheriff or corrections de u efficer, persons must have the current academy training certification from the Washington State Criminal Justice Training Commission for the classification in which they are to be recalled. 9.3 Seniority: Seniority for the purposes of layoff, demotion in lieu of layoff, and re- employment shall be the length of service as a probationary or regular employee. Persons originally hired or promoted from the same eligibility list to the specific class involved shall be ranked in order of position on the eligibility list. In cases where seniority is identical, seniority shall be determined by lot. 9.4 Broken Service: Employment service broken by resignation or leaves of absence greater than thirty(30)days shall not be counted in computing seniority except where such absence is due to the following: A. Employee is drafted into or, while subject to being drafted, enlists in or volunteers during time of war for service in the United States military. -B. Employee is granted medical disability leave for injury, sickness, or disease. C. Employee is granted a leave of absence to work in an unclassified status pursuant to Section 9.6. D. Any other reason required by state or federal law. 9.5 Leave of Absence: Leaves of absence without pay may be granted by the appointing authority to any employee provided the appointing authority gives notice of such leave in writing to the commission. A. Vacancies resulting from leaves of absence shall be filled in accordance with rule 8.168. Commented[TB72]:There isn't a Rule 8.18 Commented[BR73R72]:LTami 13cycr-I looked at an older B. No leave shall be granted by the appointing authority for more than one(1) version zohere08 was no that 8.1ref8 in that tvehe sion in CSR however,there was no CSR 8.18 in that version. CSR 8.16 refers to year without commission approval. Temporary Vacancies. 9.6 Appointment to Unclassified Position: Any person who has been appointed to, accepts, and occupies continuously an unclassified position within the Mason County Sheriff's Office shall retain civil service status. A. Within thirty (30) days after termination of the appointment term in the unclassified position,the person must inform the commission of his or her intention to assume the former classified position under civil service rules. B. Seniority and benefits shall be computed on the same basis as though the person had rendered service in the classified position as set forth in these rules. C. Should no vacancy exist in the classified position held at the time an unclassified position was accepted, a vacancy shall be created by removing from such position the incumbent with the lowest seniority standing. The incumbent shall have the same rights as an employee who is laid off, as set forth in these rules. 10. DISCIPLINARY PROCEEDINGS 10.1 Removal,Suspension without Pay, Reduction of Rank,or Deprivation of Formatted:Indent:Left: 0°,Hanging: 0.49" Privileges-Cause for: The removal, suspension without pay, reduction of rank, or deprivation of privileges of employees may be ef#eetedaffected by the appointing authority as provided by RCW 41.14.110. The following are declared to be adequate causes for removal or other disciplinary action: A. False statements or fraudulent conduct as an applicant, examinee, eligible, or employee, or such actions by others with their connivance. B. Conviction of a felony or of a misdemeanor involving moral turpitude. C. Willful violation of any lawful and reasonable regulation, order, or direction made or given by a superior officer where such violation has amounted to insubordination or serious breach of proper discipline or has resulted in loss or injury to the county or to the public. D. Carelessness or negligence in the use of handling of county property under the control of the department. E. Violation of Section 11.1 or Section 12.1 of these rules. Commented[TB74]:Unless you are going to direct copy the language in RCW 41.14.110(I)through(7)this probably should not written here.This should not be paraphrased like this.And,what 10.2 Appeal of Removal,Suspension, Demotion,or Discharge: Any regular non- happens when the legislatures change the language in the law and probationary employee who is removed, demoted, suspended, or discharged may you don't? request a hearing by submitting a written request for appeal to the Commission within ten days of the action that is the subject of the appeal. The request for appeal shall Commented[TB75]:(10) be in writing and include the following information: A. Appellant's name, address, and phone number; B. A brief description of the facts giving rise to the appeal; C. A concise statement of the reason for the appeal; D. The remedy or relief requested; and E. A copy of the written statement or accusation that was the basis for the removal,demotion, suspension, or discharge being appealed. 10.3 Notice of Hearing: The chief examiner shall notify the appointing authority of the appeal and shall schedule the hearing within the time periods established in RCW 41.14.120 unless the appellant and appointing authority agree to modify the time for scheduling and conducting the hearing. 10.4 Pre-Hearing Investigation: The commission or chair may authorize the chief examiner or other designee to investigate the matters set forth in the appeal and present a report on the matters at the hearing. 10.5 Preliminary Matters: The chief examiner may decide preliminary matters, including timeliness of the appeal,discovery matters, or briefing schedules. The chief examiner may schedule the hearing and conduct pre-hearing meetings to discuss procedural matters, settlement or summary disposition, and may clarify the issues raised in the request for hearing. 10.6 Service: All notices, documents, and papers regarding the appeal shall be served upon all parties by personal service or fiFSt mail. Service shall be regarded as complete when personally delivered or upon deposit in the US mail. 10.7 Hearing: At any hearing on appeal from a demotion, suspension, or termination,the appointing authority shall have the burden of showing that its action was in good faith for cause. Hearings may be conducted in informal fashion, and the commission shall not be bound to follow technical rules of evidence. The commission may designate a hearing officer to carry out the proceedings. 10.8 Failure to Appear: If anyone who requests a hearing fails to attend or participate in the hearing or pre-hearing conference, a decision denying the request may be entered, or the hearing may be conducted without the participation of that party, having due regard for the interests of justice, orderly, and prompt conduct of the proceedings. 10.9 Decision: The commission shall issue its decision within ten (10)days of the close of the hearing unless the parties agree to a longer period. 11. POLITICAL ACTIVITY, RACE AND CREED 11.1 Discrimination: Appointment or promotion to any position in the classified service shall be made solely on merit, efficiency, and fitness. No such appointment or promotion shall be withheld or denied because of race, color, creed, national origin, political affiliation or belief, sex, Fnartialmarital status, age, religion, ethnicity,veteran status, sexual orientation, or the presence of any mental, physical, or sensory disability unless based upon a bona fide occupational qualification, nor shall any person be dismissed, demoted or reduced in scores for such reason. 12. RECORDS AND FILES 12.1 Security of Material: General records, examinations, answer keys, examination instructions manuals, or material pertaining thereto shall be kept in a secured area. Persons entrusted with handling or processing of examinations shall exercise proper security control to prevent access to such material by unauthorized persons. 12.2 Record Retention: Records shall be retained in accordance with Washington State records retention guidelines. Mason County Civil Service Commission Meeting Minutes October 24, 2024 The regular meeting was called to order at 5:00 p.m. by Chairperson Sue Ickes. Attendance: Sue Ickes, Chair; Mark Nault, Commissioner; and Mel Ferrier, Commissioner Others: Tami Beyer, Keli Dunlap, and Becky Rogers Business: 1. Approval of Minutes: September 19, 2024, regular meeting minutes. Cmmrs. Nault/Ferrier moved and seconded to approve the September 15, 2024, regular meeting minutes. Motion carried unanimously. 2. Open Forum for Citizen Input 3. Chief Examiner Update 3.1. Position Tracking - 12 vacant funded positions: Community Service Officer-3, Corrections Deputy-5, Deputy Sheriff-2, and Support Specialist-2 3.2. Draft revisions to Civil Service Rules, Chapters 1 - 12. The Board discussed the draft revisions concerning the definition of days, working days, business days, or calendar days. It was the consensus that the use of days meaning calendar days would be less confusing. References to 15 days to increase to 20 days would be best for the candidates. Chief Beyer requested that CSR 8.15 D Extra Help Qualifications for Deputy Sheriff and Corrections be removed due to the continuous changes in qualifications. Cmmrs. Ferrier/Nault moved and seconded to approve the draft Civil Service Rules (CSR), Chapters I —12 which were submitted in the meeting packet, in addition to the following revisions: CSR 5.1 D & 5.1 F- change fifteen (15) days to twenty (20) days. CSR 2. Definitions—Day(s) means calendar days, unless otherwise defined in specific sections of the rules. CSR 8.15 D-Extra Help List Qualifications-Remove all including sections I —4 and to move the revisions forward for a public hearing on November 21, 2024, at 5:00 p.m. Motion carried unanimously. 3.3. Civil Service Chief Examiner Position - Chair Ickes stated they are discussing the question whether the Civil Service Commission is in compliance with the RCW having the Chief Examiner position under the Civil Service Commission or HR. With the information provided it shows that most Chief Examiners are Mason County Civil Service Commission Meeting Minutes October 24,2024 Page 2 under Human Resources as opposed to directly under Civil Service Commission. Chief Beyer stated at the last meeting she was citing the RCW that talks about the Civil Service Commission shall by competitive process select a chief examiner who would perform the duties of the chief examiner and report to the Civil Service Commission. Due to the amount of staff turnover and the positions they are trying to fill in the Sheriff's Office, they would like to see the Chief Examiner position be considered as a full-time position. Mary Ransier, HR Director, stated that currently the Chief Examiner duties are designated as one-third of an FTE position within HR, one-third of the position is Board of Equalization duties, and the other one-third is HR Administrative duties. She interpreted the RCW that the Civil Service Commission has supervisory responsibility over the Chief Examiner position. However, because the Chief Examiner duties are less than one FTE, the Civil Service Commission and Human Resources would have responsibilities together. The FTE is a competitive examination. Cmmr. Ickes asked if they were to move the Chief Examiner position out of HR, what about funding? Ms. Ransier stated that if the Civil Service Commission feels the Chief Examiner is a full-time position, and want to approach the County Commissioners, she would not want to lose a full-time position in HR. She did not think it would be possible for it to be two-thirds of work vs. one-third of work. The Sheriff's Office sees this as one FTE position to get the level of service they would need. They are asking for additional pieces of FTE up to one FTE. Whatever the Civil Service Commission would like to do it is unclear what the climate is with the County Commissioners during the budget season. Possibilities could be an additional FTE in the Commissioner's office for BOE duties, or an FTE in HR just for Civil Service duties, or .5 FTE Chief Examiner with no benefits like Grays Harbor County, directly reporting to the Civil Service Commission. Cmmr. Ickes noted the Chief Examiner duties has expanded with the volume of turnover in the Sheriff's Office. Ms. Ransier suggested tracking the Chief Examiner's time over a few weeks and build a data driven business case. The Sheriff's Office could provide input on additional things they would like to see to move candidates faster or have for greater service. They could determine if it would be .5, .75 of 1 FTE. Does the Chief Examiner position need to be under HR or under the County Mason County Civil Service Commission Meeting Minutes October 24,2024 Page 3 Commissioners? Having multiple proposals provided to the County Commissioners for consideration could be successful. Cmmr. Ickes stated they will table further discussion at this time and move forward with the data driven business case in mind. The Commission determined to move forward with this process. 4. Sheriff's Office Update 4.1. Corrections - Keli Dunlap, Executive Assistant to Jail Chief, stated they are working with candidates on the Corrections Deputy eligibility list. They have interviews scheduled next week, and one in background. CSO interviews are planned for next week. Once the collective bargaining agreement gets finalized, they will try to get more people applicants by posting an announcement on Facebook. 4.2. Patrol - Nothing to report currently. 4.3. Support Staff - Chief Beyer is scheduling interviews for the Support Specialist position. One staff is on FMLA. 5. Adjourn - The meeting adjourned at 5:50 p.m. due to no further business. Susan Ickes Mark Nault Mel Ferrier Chair Vice-Chair Commissioner Becky Rogers Secretary/Chief Examiner Mason County Support Services Department 411 North St'Street Shelton, WA 98584 360.427.9670 MEMORANDUM To: Civil Service Commission From: Becky Rogers, Secretary/Chief Examiner Date: 11/21/2024 Subject: Civil Service Position Tracking Listed below are the 2024 Civil Service positions, which are funded and vacant*: Vacant Positions 1 FTE—Deputy Sheriff(10/3/2024) 1 FTE—Corrections Deputy(Eff 9/1/2024) 1 FTE—Corrections Deputy(Eff 9/1/2024) 1 FTE—Deputy Sheriff(7/4/2024) 1 FTE—Corrections Deputy(Eff 4/1/2024) 1 FTE—Community Service Officer(Eff 4/1/zo24) 1 FTE—Deputy Sheriff(3/11/2024) 1 FTE—Support Specialist (Eff 3/1/zo24) 1 FTE—Community Service Officer(Eff 11/16/2023) 1 FTE—Support Specialist (Eff 8/26/2023) 1 FTE—Corrections Deputy(Eff 1/1/2021) i1 FTE Vacant Funded Positions *Per MUNIS 23./28/2024 Support Services Budget Commissioner Emergency Human Information Labor Risk Manager Administration Management Resources Services Relations Management Subscriber Agreement - Mason County Kim Wallace - PST <Kim@PublicSafetyTesting.com> Fri 9/6/2024 12:25 PM To:Becky Rogers <Rsr@masoncountywa.gov>; Categories: This message has been archived by Retain on October 112024 21:34 9 1 attachments (301 KB) Subscriber Agreement- MASON COUNTY SO &CORR 2025.pdf; Caution: External Email Warning!This email has originated from outside of the Mason County Network. Do not click links or open attachments unless you recognize the sender,are expecting the email,and know the content is safe. If a link sends you to a website where you are asked to validate using your Account and Password, DO NOT DO SO! Instead, report the incident. Hi Becky, We appreciate our partnership with your agency and want to let you know your current subscriber agreement for testing services will expire December 31, 2024. If the attached new agreement is acceptable, please kindly forward one signed version for our records. If your decision is not to renew (which we very much hope it is not), please notify us at your earliest convenience as we would need to deactivate your agency on our website and notify any candidates that have signed up to test for your agency. Additionally, we encourage you to periodically review and update your agency profile (your recruiting and screening tool) on the PST website. Primary representatives for the department can make profile updates from their PST account. Questions regarding profile updates should be sent to matthewL@oublicsafetytesting.com. Thank you for your consideration and we look forward to hearing from you. Kim Wallace kim -publicsafetytesting.com Public Safety Testing, Inc. Office 425.776.9615 1 1.866.HIRE-911 s 0©TrernG Public Safety Testing SUBSCRIBER AGREEMENT WHEREAS, Public Safety Testing, Inc. is a skilled provider of pre-employment testing services to police, fire, and other public safety agencies, and WHEREAS, the subscriber public agency, either directly or through a civil service commission, tests, evaluates, ranks and hires law enforcement and/or firefighters and/or other public safety positions in the performance of its public safety functions, and WHEREAS, the subscribing public entity desires to join in a Subscriber Agreement, NOW, THEREFORE, Public Safety Testing, Inc. (the "Contractor") and Mason County, a municipal corporation of the state of Washington (hereinafter "Subscriber") do enter into this Subscriber Agreement under the terms and conditions set forth herein. SUBSCRIBER: Mason County, WA POSITIONS: The following positions are included in the fee structure in Attachment A (Subscriber may post any or all positions in a category at no additional charge): • Law Enforcement Officer (entry-level and/or academy-certified and/or lateral) • Corrections Officer (entry-level and/or lateral) COMMENCEMENT DATE: January 1, 2025 PROFESSIONAL FEES: Professional fees are described in Attachment A, which are incorporated herein by this reference. Each annual renewal beyond the initial term includes a 4% increase in fees described in Attachment A. TERM: This agreement is for an initial one-year term and will automatically renew annually unless either party provides a 60-day notice as outlined in Section 7. 1. Description of Basic Services. This Agreement begins on the Commencement Date as noted on page one (1) of this Agreement or the date last signed by both parties if no Commencement Date is indicated. The Contractor will provide the following services to the Subscriber: 1.1 PST website outreach, basic application intake processing, and administration of pre-employment written examinations and/or physical ability tests for those positions noted on Page One (1) of this Agreement. 1.1.1 Written examinations are administered in-person at Contractor's test events, including those conducted by Subscribing agencies; remotely through a network of authorized testing facilities; and, through the Contractor's online, virtual in-home testing program. 1.1.2 Physical ability tests for law enforcement and corrections applicants are administered at Contractor's test events, including those conducted by Subscribing agencies, through a network of partner gym and fitness facilities, and through the Contractor's online, virtual in-home testing program (V-PAT). 1.2 Report to the Subscriber the scores of applicants, with all information necessary for the Subscriber to place passing applicants upon its eligibility list and rank them relative to other candidates on appropriately constituted continuous testing eligibility lists. Contractor will report "raw" test scores to the Subscriber— no preference points will be factored into applicant scores and it is the Subscriber's responsibility to factor veteran's preference points in accordance with applicable federal and state laws. Written examination scores will be reported to the Subscriber as a percentage score (based on 100%) and physical ability test scores will be reported as "Pass" or "Fail". The passing score for written examinations is set by the test developer at 70%. 1.3 Appear in any administrative or civil service proceeding in order to testify to and provide any and all necessary information to document the validity of the testing process, to participate in the defense of any testing process conducted by the Contractor pursuant to this Agreement and to otherwise provide any information necessary to the Subscriber to evaluate challenges to or appeals from the testing process. The Contractor shall appear without additional charge. The Subscriber shall pay the reasonable cost of travel and appearance for any expert witness deemed necessary by the Subscriber to validate the testing process, including but not limited to, representatives of any company which holds the copyright to any testing material and whose testimony or appearance is deemed necessary to validate the process. Provided, however, Contractor shall not be required to appear at its cost nor to defend in any administrative or court proceeding arising from or out of a claim or challenge relating to Subscriber's use of other testing process(es) or out of Subscriber's attempt to establish multiple or blended eligibility lists for the same position based in whole or in part on other testing process(es). "Other testing process(es)" means any test or testing process other than those provided by the Contractor under this Agreement. 1.4 Term & Fees. The term of this agreement and the related professional fees are noted on page one (1) and Attachment A of this Agreement. Subscriber Agreement Page 2 of 7 Public Safety Testing, Inc. Mason County, WA 2025 2024.01.0 Form 1.5 Payment. Subscriber shall pay an amount equal to twenty-five percent (25%) of the annual fee set forth above quarterly for services rendered in the previous quarter and for basic services including but not limited to, software relating to online application, advertising formats, previously advertised scheduling of test dates, model civil service rules, testing systems, as well as ongoing testing and recruitment, and any and all other work developed at the cost of the Contractor prior to or contemporaneous with the execution of this Agreement. Payment due within 30 days of receipt of invoice. 1.5.1 Direct Deposit (ACH Enrollment). Subscribers are encouraged to set up direct deposit (ACH enrollment) for their payments. There will be no additional fee for payments made using direct deposit (ACH enrollment). 1.5.2 Credit Card. A three percent (3%) fee will be added at the time of payment to each payment made using a credit card. The purpose of such fee is to cover Contractor's credit card processing fees. 2. Additional Services. In addition to the services provided under this Agreement, the Subscriber may, at its sole discretion, elect to purchase additional services from the Contractor. Such services shall be requested by and contracted for pursuant to a separate written agreement. 3. Acknowledgements of Subscriber. The Subscriber understands and acknowledges, and specifically consents to the following stipulations and provisions: 3.1 Because applicable civil service law prohibits having multiple eligibility lists for the same class of hire, this Agreement is an exclusive agreement for these services. 3.2 The written and physical agility scores of any applicant shall be valid for 18 months from the date of certification by the Contractor or 12 months from the date of placement upon the Subscriber's eligibility list, whichever first occurs, following the report of the Contractor, and rules compatible with continuous testing shall be adopted. The Subscriber shall review its applicable hiring processes, advertisements, personnel policies and civil service rules (as applicable) to ensure compliance with the provisions of this Agreement. 3.3 An applicant may, in addition to the Subscriber's eligibility list, elect to have his/her score reported to and subject to placement on the eligibility list of any other Subscriber. Nothing in this Agreement shall be interpreted to prohibit the use of an applicants' score for consideration in or processing through any other subscriber's hiring and/or civil service eligibility process. The Subscriber agrees that if an applicant is hired by another agency through this service, the applicant's name shall be removed from Subscriber's eligibility list. 3.4 The Subscriber specifically understands and acknowledges that the Contractor may charge a reasonable testing fee from any and all applicants. Subscriber Agreement Page 3 of 7 Public Safety Testing, Inc. Mason County, WA 2025 2024.01.0 Form 3.5 The Subscriber is encouraged to conduct advertising as it deems necessary to support/enhance recruiting efforts. The Subscriber shall link PublicSafetyTesting.com on its agency's website, if it so maintains one. 3.6 Public Safety Testing views recruiting as a partnership with the Subscriber. The Subscriber agrees to actively participate in recruiting efforts for positions within the Subscriber agency. 3.7 The Subscriber agrees to keep the Contractor up-to-date as to the agency's hiring status, minimum and special requirements, all information appearing on the agency's PST website profile and the names of any candidates hired through these services. 3.8 Subscriber understands and acknowledges that a candidate's PST Personal History Statement (PHS) will be stored electronically by PST for 24 months from the date the candidate uploads the PHS to the PST website. Any PHS stored more than 24 months will automatically be deleted and will no longer be available to the Subscriber from the PST server. 4. Testing Standard and Warranty of Fitness for Use. All testing services conducted under this Agreement shall be undertaken in accordance with the provisions of the Washington State Civil Service Statutes, Chapter 41.08 and/or 41.12 and/or 41.14 RCW, or the terms of other applicable statute as the Subscriber shall notify the Contractor that the Subscriber must meet. Tests shall also be conducted in accordance with the general standards established by the Subscriber; the Subscriber shall be responsible for notifying the Contractor of any unusual or special process or limitation. The test utilized, the proctoring of the test and any and all other services attendant to or necessary to provide a valid passing or failing score to the Subscriber shall be conducted in accordance with generally accepted practice in the human resources, Civil Service and Public Safety Testing community. The Subscriber may monitor the actions and operations of the Contractor at any time. The Contractor shall maintain complete written records of its procedures and the Subscriber may, on reasonable request, review such records during regular business hours. The Contractor expressly agrees and warrants that all tests and written materials utilized have been acquired by the Contractor in accordance with the appropriate copyright agreements and laws and that it has a valid right to use and administer any written materials and tests in accordance with such agreements and laws. If Subscriber uses or authorizes the use of other testing process(es) this warranty shall be null and void. 5. Independent Contractor. The Contractor is an independent contractor. Any and all agents, employees or contractors of the Contractor, shall have such relation only with the Contractor. Nothing herein shall be interpreted to create an employment, agency or contractual relationship between the Subscriber and any employee, agent or sub-contractor of the Contractor. 6. Indemnity and Hold Harmless. The parties agree and hold harmless each other, their officers, agents and employees in accordance with the following provisions: Subscriber Agreement Page 4 of 7 Public Safety Testing, Inc. Mason County, WA 2025 2024.01.0 Form 6.1 The Contractor shall indemnify and hold harmless the Subscriber, its employees and agents from any and all costs, claims or liability arising from: 6.1.1 Violation of any copyright agreement or statute relating to the use and administration of the tests or other written materials herein provided for; 6.1.2 Any cost, claim or liability arising from or out of the claims of an employee, agent or sub-contractor to the end that the Contractor shall be an independent Contractor and the Subscriber shall be relieved of any and all claims arising from or relating to such employment relationships or contracts between the Contractor and third parties; 6.1.3 The alleged negligent or tortious act of the Contractor in the provision of services under this Agreement. 6.1.4 This indemnity shall not apply to any administrative or court proceeding arising from or out of any process in which the Subscriber has utilized or authorized other testing process(es). 6.2 The Subscriber shall indemnify and hold harmless the Contractor, its officers, agents and employees from any and all cost, claim or liability arising from or out of the alleged negligent or tortious act of the Subscriber in the provision of services hereunder. 7. Termination. This agreement is for an initial one-year term and will automatically renew annually unless either party provides a 60-day notice as described below. The Contractor and/or the Subscriber may also withdraw from this Agreement at any time for any reason with 60 days written notice, provided, however, that the provisions of paragraphs 1.3, 4, 5 and 6 shall remain in full force and effect following the termination of this Agreement with respect to, and continuing for so long as any applicant tested by the Contractor remains on the eligibility list of the Subscriber. Subscriber Agreement Page 5 of 7 Public Safety Testing, Inc. Mason County, WA 2025 2024.01.0 Form 8. Entire Agreement, Amendment. This is the entire Agreement between the parties. Any prior agreement, written or oral, shall be deemed merged with its provisions. This Agreement shall not be amended, except in writing, at the express written consent of the parties hereto. This Agreement is dated this day of 2024. MASON COUNTY, WA PUBLIC SAFETY TESTING, INC. By: DATE: By. ATE: September 6 2024 Print: Print: Jon F. Walters, Jr. Its: Its: President Contact: Jon Walters Address: 20818 —44th Ave. W., Suite 160 City/State/Zip: Lynnwood, WA 98036 Telephone: 425.776.9615 Email: Ion publicsafetytesting.com Invoicing Preference (select one): Agency Recruiter: ❑ US Postal Service Mail Name: ❑ Electronic via Email @ Title: Email: Subscriber's Contact & Address for Billing: (Please complete if different from contact Agency Hiring information above) Representative/Supervisor: Contact: Name: Title: Title: Agency: Email: Address: City/State/Zip: Chief or Agency Director: Name: Telephone: Title: Email: Email: Subscriber Agreement Page 6 of 7 Public Safety Testing, Inc. Mason County, WA 2025 2024.01.0 Form ATTACHMENT -A- Public Safe Testing PROFESSIONAL FEES SERVICE FEE NOTE PST Annual Agency Subscription: Base annual subscription rates. Law Enforcement Officer Testing $2,592 The subscription rates will increase at 4% Corrections Officer Testing $1,292 annually beginning January 1, 2026. Recruiting at PST Written Exam Current Rate Includes those candidates that add Mason Events (if conducted by Subscriber) Per candidate County to their candidate list following your recruitment effort at an in-person or virtual (Department pays candidate's fee to $12 written exam session. For virtual exam events, add department to their list of Subscriber will submit a —60-second video. agencies) If Agency elects to exercise this option, Agency will be invoiced based on the rate for"New Agency Add-on Fee" listed in the current PST pricing chart. If Subscriber elects to pay candidate Current Rates Subscriber agrees to pay candidate testing fees test fees upfront,Subscriber will Per candidate under circumstances such as a verifiable financial notify PST in writing. hardship, subscriber-requested coupons to distribute, discounts offered by the Subscriber, The Subscriber will be invoiced etc. Each will be pre-approved and agreed to by only for those who attend their the Subscriber. written exam or event. When the Subscriber pays for a candidate's test Law Enforcement written exam & $58 (written) fee,the Subscriber agency is removed from the Physical Ability Test (PAT) events $31 (PAT) candidate's pricing matrix so that the Subscriber that do not occur on the same is not subsidizing the candidate testing for other day as the PST in-person written non-Subscriber agencies.The candidate will pay exam if they choose to test for any other agency besides the Subscriber. If Agency elects to Corrections written test& $41 (written) exercise this option, Agency will be invoiced Physical Ability Test (PAT) events $31 (PAT) amount based on the testing fees for a single that do not occur on the same agency listed in the current PST pricing chart. day as the PST in-person written exam Subscriber Agreement Page 7 of 7 Public Safety Testing, Inc. Mason County, WA 2025 2024.01.0 Form �r9OS Co MASON COUNTY CIVIL SERVICE COMMISSION POSITION DESCRIPTION /xu Title: Deputy Sheriff Department: Sheriff's Office Affiliation: Sheriff's Deputies Guild Reports to: Shift Supervisor Salary Range: According to the current signed Supervises/Directs: None labor contract Risk Class: 6905-01 Job Class: 3020 Exempt Regular Driver: Y Non Exempt X DESCRIPTION: Perform police and custodial services in accordance with the mission, goals, objectives and policies of the department, and in compliance with governing federal, state and local laws, perform related duties as required and assigned. ESSENTIAL FUNCTIONS: (Anyone position may not include all the duties listed nor do the listed examples include all tasks which may be found in positions of this class.) • Receive requests from citizens and others for police assistance and inform appropriate personnel. • Engage in routine patrol to determine the existence of actual or potentially troublesome crime related situations. • Conduct preliminary and extended inquiries regarding possible law violations, obtaining and verifying factual information from involved persons. • Determine existence of probable cause, identify and take suspects and offenders into physical custody. • Complete all reports in accordance with departmental procedures. • Present factual information in court on field observations and investigations of criminal cases. • Service of civil and court process. • Initiate public service activities and respond to requests from persons for information and assistance. • Profession development by seeking to maintain or increase both academic and non-academic police related skills. • Regular, reliable and punctual attendance. • Perform the physical requirements of the position; work within the established working conditions of the position. KNOWLEDGE- SKILLS AND ABILITIES: Knowledge of applicable federal, state and local laws; knowledge of police related constitution and judicial rulings; knowledge of the principles of police service; knowledge of modern investigatory procedures and equipment; knowledge of care, collection and preservation of evidence; knowledge of related criminal justice and social services systems and their functional knowledge of emergency service procedures, rules and regulations; knowledge of county character and characteristics; ability to think quickly under stress in a logical and analytical manner; ability to relate effectively to others in tense and/or hostile situations; ability to adapt quickly to changing conditions which require diverse responses; ability to endure prolonged period of physical and mental stress; ability to comprehend and apply departmental policies, rules and regulations; ability to ability to communicate in a clear, accurate, comprehensive and concise manner, both verbally and in writing; possession of a valid Washington State driver's license. Est. 1977/Rev 1-11.13.2003/Rev 2-2.21.2019/Rev 3-11.2024 MINIMUM QUALIFICATIONS: To establish eligibility for deputy list, a grade of 70 percent or better on the written examination through Public Safety Testing and pass the physical examination, also through Public Safety Testing. Applicant must complete or have already successfully completed the Washington State Criminal Justice Training Commission Basic Law Enforcement Academy within one (1) year from hire date. Subject to background investigations, polygraph, and psychological tests. In addition: Each Deputy Sheriff is individually responsible for maintaining his or her peace officer certification status and maintaining this status is required for continued employment in the sheriff's office. WORKING CONDITIONS: (The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job. Mason County provides reasonable accommodation to enable individuals with disabilities to perform the essential functions.) The Deputy Sheriff position requires a wide variety of physical activities to varying degrees based on varying work circumstances. Required physical activities include walking, standing, sitting, running, jumping, balancing, climbing, crawling, kneeling, bending, stooping, crouching, reaching, lifting, carrying, dragging, throwing, pushing/pulling both objects and people, handling, digital dexterity, twisting, talking, hearing and seeing. A Deputy Sheriff must be able to clearly distinguish and identify colors; safely drive a vehicle with unassisted vision; accurately discharge a firearm (either hand) with unassisted vision; clearly discriminate electronic, mechanical and human sounds and/or operate other required equipment in a safe and lawful manner for the protection/safety of the public, of self and of other employees. Civil Service Commission Signature of Approval: Date: Date: Date: Elected Official / Human Resources Signature of Approval: Date: I have read and understand the above position description: Employee Name: Employee Signature: Date Est. 1977/Rev 1-11.13.2003/Rev 2-2.21.2019/Rev 3-11.2024