Minimum Qualifications Verification (Civil Service Adviser 35)

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.

MINIMUM QUALIFICATION VERIFICATION – Required for All Appointments

(Authority: Civil Service Commission Rules Volumes I-IV: Rule 10 Series and Civil Service Commission Policy and Procedures on Exempt Appointments)

Each volume of the Civil Service Rule -10 Series requires applicants to possess and maintain the minimum qualifications to compete in examinations. Each volume says, in part, “Every applicant for an examination must possess and maintain the qualifications required by law and by the examination announcement for the examination.”

The rules on exempt appointments state that exempt appointees must possess the minimum requirements (also known as minimum qualifications) for their class or position as established by the last examination announcement or class specification, whichever was issued most recently. Experience gained in violation of Civil Service Commission Rules is not recognized. City and County employees shall receive credit for out-of-class experience if it is documented as provided elsewhere in the Rules.

What are Minimum Qualifications?

Minimum qualifications reflect the lowest level of acceptable education and/or experience required of an individual such that the individual can reasonably be expected to satisfactorily perform the duties of the position for which they are filing an application. An applicant must meet the minimum qualifications in order to compete in the examination or selection process.

The examination announcement may also require the presentation of an official college transcript or copy of a license or certificate in order to meet the minimum qualifications.

Is Substitution for Education or Experience available?

There are instances in which some or all of the required education may be substituted with on-the-job experience. However, for positions in which it is not only critical to know how to perform the specific tasks, but to also understand the underlying theories and principles behind the tasks, such work experience may not be a substitute for all the required education.

For instance, journey level classifications requiring a bachelor’s degree/apprenticeship program may allow substitution of years of experience for years of education on a 1:1 ratio basis.

Due to the nature of these classifications, comparable experience can be gained through obtaining a bachelor’s degree, completion of an apprenticeship program or working in the field (e.g., IS series classifications - 104X – 109X series, 09XX series, 7XXX Series).

In some cases, additional education may be used in place of experience. For instance, certain classifications may allow a master’s degree to substitute for one year of required experience. The specific substitutions permitted for each classification will be outlined in the class specification or exam announcement.

Special Conditions are Minimum Qualifications

When a city department determines that a position requires special skills or qualifications not identified in the classification specification (e.g., the ability to speak a foreign language, or specific number of years of experience in a specialty area), the department may request that the Human Resources Director or Director of Transportation place a "special condition(s)" on the position. Special conditions placed on a position are also included with the minimum qualifications. The Department of Human Resources or Municipal Transportation Agency reviews each request and posts the proposed and the final approved special condition(s). Posted special conditions are appealable to the Civil Service Commission within 30 calendar days of the final posting.

Protests

Protests of disqualification from an examination must be submitted to the Human Resources Director; and for service critical positions to the Director of Transportation, by 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 disqualification from an examination may be submitted to the Civil Service Commission office by close of business within 5 business days after the notice of disqualification from a Class-Based Test Examination. Appellants will be notified in writing concerning their appeals.