Department of Human Resources

Note: The provisions specified on this webpage apply only to examinations administered under Civil Service Rule 111A: Position Based Testing.  Job Announcements will specify if the examination is being administered under Rule 111A. 

Please see also: Position Based Testing Examination Policies & Procedures

Equal Employment Opportunity
The City andCounty of San Francisco is an equal opportunity employer. Applicants shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, disability, political affiliation, sexual orientation, gender identity, color, marital status, medical condition (cancer-related) or the conditions Acquired Immune Deficiency Syndrome (AIDS) and AIDS Related Conditions (ARC).

Job Opportunity Announcement
Applicants must be guided solely by the provisions of the job opportunity announcement, including requirements, time periods, and other particulars, except when superseded by federal, state or local laws, rules or regulations. The Department of Human Resources reserves the right to revise the examination plan in order to meet the requirements of law, applicable rules and regulations.

In the event that three (3) or fewer applicants meet the minimum requirements for a classification, the Department of Human Resources reserves the right to modify the examination plan and to rank the candidates on the basis of an evaluation of each candidate's training, education, and/or experience. Unless otherwise noted, applicants must possess the minimum qualifications required by law and the job opportunity announcement by the final filing date. Required qualifications must be maintained throughout employment.

Clerical errors may be corrected by the posting of a notice on the permanent employment opportunities bulletin board at 44 Gough Street.

Definition of Terms Used on Announcements
ENTRANCE - refers to classifications where all applicants file under the same conditions.

PROMOTIVE - refers to classifications where City employees may be given additional points for competent employment and service time.

FILE IMMEDIATELY - means the filing period may be closed at any time, i.e. with one day's notice.

CONTINUOUS - means the filing period is open on a continuous basis, and testing is done periodically for those people who have filed a qualified application.

Appeal Procedure for Examination Announcements
Appeals of the examination announcement based on challenges to the position description and/or the minimum qualifications must be in writing and must be submitted directly to and received by the Executive Officer of the Civil Service Commission within five (5) business days after the examination announcement issuance date (see Civil Service Rule 111A.35 for specific requirements for submitting appeals and appeal hearing procedures.)    Appeals on other terms of the announcement must be made in writing to, and received by the Human Resources Director, not later than the fifth (5) business day after the examination announcement issuance date.  The decision of the Human Resources Director on these matters is final.  The certification rule for an examination announcement cannot be appealed. 

Employment Application
Applicants must clearly show that they meet all requirements by submitting a complete employment application (unless the announcement specifies a different format for applying). The examination announcement may require that a supplemental application be filed. The examination announcement may also require the presentation of an official college transcript or copy of a license. Papers filed with an application are not returned. City employees shall receive credit only for the duties of the class to which appointed or assigned unless sufficient and credible documentation is provided to verify performance of other duties.    Employees may receive credit for duties not usually performed by incumbents in a class if their employee file contains contemporaneous documentation that the duties were assigned and performed.  Credit for duties not usually performed by incumbents in a class based on non-contemporaneous documentation shall require the approval of the Human Resources Director.  Part-time and volunteer experience may be used to meet experience requirements. One year of experience equals 2000 hours.

Appeal Procedures for Applicants

Appeals of rejection of application for an examination, due to applicants not meeting the minimum qualifications for an examination, must be submitted to the Human Resources Director within five (5) business days of the postmark date of written notification of this determination.

Appeals based on an applicant not being selected as best qualified to participate in an examination process must be submitted to the Human Resources Director within five (5) business days of the postmark date of written notification of this determination.

The decision of the Human Resources Director on these matters is final.

Examinations
Each type of selection device used to determine the eligibility of candidates is described on the announcement. Scores on written examinations and oral or oral/performance examinations may be standardized when it is determined that there are significant differences in scores due to multiple examination panels or there is a psychometric value to using standard scores.

A copy of Examination Procedures and Practices, excerpted from Civil Service Rule 111A and a listing of Examination Raters will be posted at all Qualification Appraisal Interview sites; candidates MUST read the rule before taking the exam.

All candidates will be required to present identification showing a photograph at each part of the examination. Acceptable identification includes: driver license; city, state, or federal issued Identification card; passport; student body card; alien registration receipt card.

Appeal Procedures for Examinations

Procedures for appeals of examination matters are specified in Civil Service Rule 111A (see link above). 

Applicants with Disabilities
Reasonable accommodation will be made so that qualified disabled applicants may participate in the examination process. Please advise the staff member in writing at the address listed on the examination announcement of special needs at the time of application.

Seniority Credit in Promotional Examinations
Any City employee who meets the minimum qualifications, has six (6)  consecutive months of verifiable employment in any class in any status as of the final filing date for applications, may participate in an examination announced on a promotive only basis. Such employees are entitled to additional points for seniority and satisfactory performance rating after passing the examination(s).

Eligible Lists
The purpose of an examination is to provide a list of qualified persons to be considered for employment. Separate lists are established for each position or group of positions. Candidates are ranked on an eligible list according to their overall scores in the examination. Vacancies are filled from among the available candidates according to the certification rule used for the list. This rule is stated on the examination announcement and on the eligible list. The duration of the list, or, of eligibles who pass the examination, will be determined prior to posting the eligible list.

Identification/Right to Work
All persons employed by the City and County of San Francisco are required to comply with the Immigration Reform and Control Act of 1986 by presenting documents to verify identity and authorization to work in the United States. Acceptable forms of identification as required by the Federal Immigration and Naturalization Service may be found in the pamphlet "Federal Immigration and Naturalization Service Requirements."

Change of Address
Applicants/Eligibles are responsible for notifying the Department of Human Resources of any change of address throughout the application/examination process, and prior to employment, by filing a change of address form (Word) and sending it to the Referral Unit, 44 Gough Street, San Francisco, CA 94103.

Appointment
After receiving a conditional offer of employment, prospective employees may be required to pass a medical examination, which might include drug testing. Some positions (e.g., patient contact positions) in the Department of Public Health require that employees meet departmental Disease Immunity Standards for certain vaccine-preventable diseases and/or that employees undergo periodic tuberculosis testing. All new appointees will be fingerprinted. Some departments or positions require a background check and/or security clearance. When reached for employment, eligibles who are required to drive must be insurable under the City's automobile liability insurance. Qualifications must be maintained throughout employment.

Disaster Service Workers
All City and County employees are designated by both State and City law as "Disaster Service Workers." In the event of a declaration of emergency, any employee of the City and County of San Francisco may be assigned to perform activities which promote the protection of public health and safety or the preservation of lives and property. Such assignments may require service at locations, times, and under conditions that are significantly different than the normal work assignment and may continue into the recovery phase of the emergency. For more information on the Disaster Service Worker program, visit the Disaster Service Worker website.

Position Based Testing Examination Policies & Procedures

Job Opportunity Announcement
Applicants must be guided solely by the provisions of the job opportunity announcement, including requirements, time periods, and other particulars, except when superseded by federal, state or local laws, rules or regulations. The Department of Human Resources reserves the right to revise the examination plan in order to meet the requirements of law. In the event that three (3) or fewer applicants meet the minimum requirements for a classification, the Department of Human Resources reserves the right to modify the examination plan and to rank the candidates on the basis of an evaluation of each candidate's training, education, and/or experience. Unless otherwise noted, applicants must possess the minimum qualifications required by law and the job opportunity announcement by the final filing date. Required qualifications must be maintained throughout employment. Clerical errors may be corrected by the posting of a notice on the permanent employment opportunities bulletin board at44 Gough Street.

Appeal Procedure for Examination Announcements
Written appeals concerning an examination announcement must be received within five (5) business days from the original issue date of the announcement. Petitioners will be notified in writing concerning their appeals. Decisions may be reconsidered only if the request is received from the petitioner by noon of the fifth business day following mailing of the decision notice. Following this appeal period, only questions dealing with interpretation of requirements will be considered. Decisions made by the Human Resources Director can be appealed to the Civil Service Commission.

Employment Application
Applicants must clearly show that they meet all requirements by submitting a complete employment application. The examination announcement may require that a supplemental application be filed. The examination announcement may also require the presentation of an official college transcript or copy of a license. Papers filed with an application are not returned. City employees receive credit for the duties of their classification unless their appointing officer officially assigns other duties in writing, at the time of the assignment, and in accordance with Civil Service Commission rules. It is the supervisor's and the employee's responsibility to ensure that work out of classification is appropriately and timely documented. Failure to do so may mean disqualification for the examination. Part-time and volunteer experience may be used to meet experience requirements. One year of experience equals 2000 hours.

Examinations
Each type of selection device used to determine the eligibility of candidates is described on the announcement. Scores on written examinations and oral or oral/performance examinations may be standardized when it is determined that there are significant differences in scores due to multiple examination panels or there is a psychometric value to using standard scores. A copy of Civil Service Rule series  11.14 and series 11.15 will be posted at any Qualification Appraisal Interview site; candidates MUST read the rule before taking the exam.

All candidates will be required to present identification showing a photograph at each part of the examination. Acceptable identification includes: driver license; city, state, or federal issued Identification card; passport; student body card; alien registration receipt card.

Reasonable Accomodation

In accordance with relevant federal, state, and local laws, a qualified individual with a disability will be provided an equal opportunity to participate in civil service examinations. 

Qualified applicants with disabilities requiring reasonable accommodations for any part of the examination process must contact the examination analyst by telephone, or if hearing impaired at by TDD or in writing at the address listed on the examination announcement as soon as possible.

Seniority Credit in Promotional Examinations
Any City employee who meets the minimum qualifications, has current permanent, probationary, certified temporary from a list, or holdover status with the City and County of San Francisco, and has had six months (6) of verifiable satisfactory experience in any class in any status (including provisional appointments) as of the final filing date for applications, may participate in an examination announced on a promotive only or combined entrance and promotive basis. Such employees are entitled to up to sixty (60) additional points for seniority and satisfactory performance rating after passing the examination(s). Deductions from seniority points will be made for applicable disciplinary actions.

Eligible Lists
The purpose of an examination is to provide a list of qualified persons to be considered for employment. Separate lists are established for each job classification. Candidates are ranked on an eligible list according to their overall scores in the examination. Vacancies are filled from among the available candidates according to the certification rule used for the list. This rule is stated on the examination announcement and on the list. The duration of the list or of the eligibles who pass the examination will be determined, prior to posting the eligible list.

Veteran’s Entitlement in Examinations
To be eligible for Veteran's Entitlement, an applicant must:

• Have served on active (non-reserve) duty and been released from active duty under conditions other than dishonorable. This service must have been:
• At least 30 days of active duty in time of war or peace in a campaign or expedition for service in which a medal has been authorized by the government of the United States ; or
• During the period from September 16, 1940, through January 31, 1955; or
• After January 31, 1955, at least 181 consecutive days of active duty.
• Applicants must not have been discharged under dishonorable conditions, or as the result of a court martial.

Additional information regarding Veteran's Preference:

• Widows/widowers or surviving domestic partners of deceased eligible veterans may also qualify for Veteran's Entitlement credit.
• Veteran's Entitlement is limited to an application for entrance employment.
• The applicant must notify the Department of Human Resources of his/her veteran status when he/she submits the initial job application, complete the Application for Veteran's Preference form and verify eligibility.
• The applicant must attain a passing score on an entrance selection process to be entitled to the Veteran's Entitlement credit.
• Applicants must not have already used Veteran's Entitlement in an entrance examination which resulted in the applicant's permanent appointment
• Once the probationary period is passed, Veteran's Entitlement points are to be removed from all other eligible lists on which there is standing.
• Veterans with a permanent service connected disability that is of record in the US Veteran's Administration may apply for a disability credit of ten percent (10%) of the qualifying score.
• Disabled veterans as defined above shall be afforded all rights under the Americans with Disabilities Act, including any reasonable accommodation if appropriate.

Civil Service Commission Rules Related to Oral Examinations

The following is an excerpt of a Civil Service Commission Rule detailing examination and procedures and practices, appeals and inspection of ratings by participants for oral interviews and other selection tests, as specified below.

CIVIL SERVICE COMMISSION RULE 111 – EXAMINATIONS

ARTICLE I: EXAMINATION PROVISIONS

Section 111.14 Oral Interview and Other Selection Tests-Definitions and Appeals

This Rule section shall govern examination procedures such as oral interviews, performance tests, work sample tests, essay questions, and assessment center exercises.

111.14.1.         Procedures and Practices

1. The orientation of the raters may include a presentation by the department head or departmental representative which includes a description of the class for which the examination is being held, the setting of the class in the department, the critical elements of personal characteristics needed by employees in this class, and related information.  The department head or representative shall not discuss any candidate with any rater at this time or any other time prior to the completion of the examination. 
2. No fraternal rings, organization pins, or insignia of any kind shall be displayed by any rater.
3. No rater shall rate a candidate who is related to that person or rate a candidate if any strong personal association exists between that candidate and the rater so that it would be difficult to make an impartial rating.  If possible, the excused rater shall be replaced by an alternate with similar qualifications.
4. Raters may only consider relevant documents from candidates that are required by the scheduling notice.
5. Uniform standards shall be applied to every candidate in each examination.  The minimum passing rating must be related to a class, not to a single position within a multiple-position class, unless specified by the examination announcement.
6. Except as otherwise permitted by law, applicants shall not be questioned regarding their race, religion, sex, gender identity, political affiliation, age, religion, creed, national origin, disability, ancestry, marital status, parental status, domestic partner status, color, medical condition (cancer related), ethnicity, or other conditions Acquired Immune Deficiency Syndrome (AIDS), HIV, and AIDS related conditions or other non-merit factors; nor shall such factors be utilized in establishing minimum qualifications requirements and developing examination procedures.
7. Recordings of an examination shall be retained until the eligible list is adopted.  A defective recording shall not invalidate the examination unless the Human Resources Director finds the omitted or unintelligible material critically relevant to the examination, in which even the Human Resources Director, may order a new examination.
8. In the event of an appeal that could invalidate the examination, all candidates whose standing in the examination may be affected, shall be notified of the appeal prior to final action being taken.
9. Any violation of the following procedures and practices by candidates may be cause for disqualification:

111.14.2.         Appeals

1. An appeal based on personal bias or competence of a rater shall be made by a candidate to the representative of the Department of Human Resources immediately prior to participation in this phase of the examination.  The candidate shall then proceed with the examination.  If such appeal is sustained, the rating by the challenged person shall not be computed in the final rating of the candidate and the rating of the candidate shall be that of the unchallenged raters.  If more than one-half of the raters are successfully challenged, a new rating board shall be constituted, unless more than one rating board has been convened for the examination, in which case the candidate shall be examined by an alternate rating board of equal number.
2. An appeal based on the conduct of the raters must be made in writing and filed with the Department of Human Resources not later than the second (2nd ) business day after the examination was held and must be based on a claim of bias, malfeasance, or misfeasance of board members; documented inconsistencies, or any questions propounded by the raters which occur during any examination which require an answer in conflict with any Federal, State or City and County laws, rules, or regulations.  Appeals must state the specific grounds upon which they are based and provide facts which support the allegations.  Failure to state the specific grounds for the appeal and provide facts shall nullify the appeal.  All appeals properly filed under this section shall be resolved in accordance with the appeal provisions of these Rules.
3. An appeal based on inconsistencies in examination administration shall be made in writing and filed with the Human Resources Director not later than the (5th) business day after the examination.
4. In acting on appeals, only the applications, records, questions and answers which constitute the record of the examination shall be considered.  Appeals will only be sustained when the candidate presents evidence that clearly substantiates a charge or charges as to the above listed items.  In the absence of an appeal under this section, later appeals shall be precluded.

Section 111.15 Inspection of Ratings by Participants

111.15.1.        

Composite ratings for examinations administered under this section shall be available for a minimum period of two (2) working days during which period each participant may inspect their own ratings.  The identity of the examiner giving any mark or grade shall not be disclosed.

111.15.2.        

Any appeal shall be filed in writing within the inspection period and shall be limited to inconsistencies in examination administration or failure of the raters to apply uniform standards.  Appeals must state the specific grounds upon which they are based and provide facts which support the allegations.  Failure to state the specific grounds for the appeal and provide facts shall nullify the appeal.

111.15.3.        

All appeals properly filed under this section shall be resolved in accordance with the appeal provisions of these Rules.  Appeals shall not be considered merely because candidates believe they are entitled to a higher score.  Neither the Commission nor the Human Resources Director shall substitute their judgment for the judgment of the raters.  Ratings of less than the minimum passing score shall not be raised to more than the minimum passing score.

111.15.4.        

No evidence or documents shall be presented which were not presented to the raters unless the candidate was denied the opportunity to do.

111.15.5.        

In the absence of an appeal under this section, later appeals shall be precluded.