Contemporaneous and Non-Contemporaneous Verification Documentation (Civil Service Adviser 36)

The Civil Service Commission has established the Civil Service Adviser to enhance delivery of information on important employment issues and policies affecting the merit system of the City and County of San Francisco.

Verification Documentation required for examinations

City and County employees shall only receive service credit for the duties of the class they are appointed or assigned to unless “sufficient and credible” documentation is provided to verify performance of other duties (generally belonging to a classification other than the one to which appointed or assigned). Employees may receive credit for duties not usually performed by incumbents in a class if their official employee personnel 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.

Contemporaneous Documentation

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 outside of the employee’s classification is appropriately and timely documented and filed in the employee’s personnel file (e.g., performance appraisal, acting assignment pay form, memo acknowledging duties performed). Failure to do so may disqualify the employee’s claimed experience outside their classification in connection with an application for a promotional opportunity.

Non-Contemporaneous Documentation

Non-contemporaneous documentation (e.g. - tax forms, business license, recent memo from a former manager) used to verify applicants meet the minimum qualifications of a position posting requires the certification of the appointing officer and the approval of the Human Resources Director or their designee.

For service critical positions, non-contemporaneous documentation requires the Municipal Transportation Agency’s Human Resources Director’s certification and the approval of the Director of Transportation or their designee.

Protests

Protests of disqualification from an examination based on lack of contemporaneous or non-contemporaneous documentation must be submitted to the Human Resources Director; and for service critical positions to the Director of Transportation by close of business of the fifth business day following mailing/e-mailing of the decision notice. Following this protest period, only questions that address interpretation of requirements will be considered.

Appeals

Written appeals concerning an examination announcement must be received in the Civil Service Commission Office by close of business within five (5) business days from the original issue date of the announcement. Written appeals concerning the disqualification for the position may be submitted to the Civil Service Commission office by close of business (5 p.m.) within 5 business days after the notice of disqualification from a Class-Based Test Examination. Appellants will be notified in writing concerning their appeals.