Out of Class Assignments (Civil Service Adviser 26)

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 & County of San Francisco.  The Adviser is a summary only.  It does not supercede or amend the City’s governing documents and policies, the terms of which will control over the content of the Adviser.

(Authority: Civil Service Commission Rules Volumes I-IV: Rule 10 Series; Volumes I & IV: Rule111A Series)

Out -of-Class Assignment - Policy Reminder

The Civil Service Commission reminds all department heads, human resources staff, managers, supervisors, and employees that the Commission’s Rules and long-standing policy and practice require that out-of-class assignments must be properly documented.

Temporary Out-of-Class Assignments

The Civil Service Commission establishes the definition of temporary out-of-class assignments. A Department Head/Designee may make a temporary out-of-class assignment to maintain the provision of any public service. This means the assignment of an employee without change in classification to perform the day-to- day duties and responsibilities of another classification that are not covered under the class to which the employee is appointed.

Department Head Authority

Department heads have broad discretion in the work assignment of employees. Work assignments of employees under the authority of the department head must be consistent with the types of duties and level of responsibility/authority of the employee’s appointed classification. These assignments, although consistent with the classification, may not always be listed in the job duties or class specification.

Department Heads may also make a temporary out-of-class assignment to maintain the provision of any public service. This means the assignment of an employee without a change in their classification to perform the day – to - day duties and responsibilities of another class that are not covered under the class to which the employee is appointed. The Rules do not require employees to meet the minimum qualifications of the classification to which they are assigned in order to receive an out-of-class assignment, however, the collective bargaining agreement must be reviewed for any possible requirements (e.g. eligible list, rotation, duration).

It is recommended that departments consider employees who do meet the minimum qualifications for the classification of the out-of-class assignment and rotating assignments to provide opportunities for qualifying work experience for promotional opportunities.

Documentation Required

Consistent with Civil Service Commission Rules, out-of-class assignments must be properly documented. Civil Service Commission Rules require that out-of-class assignments be recorded and placed in the personnel file at the same time (contemporaneous) the assignment is made. It is important that employees who, at the direction of their supervisor or manager, “step up to the plate” to perform a majority of the duties of a higher classification receive credit for the work. When the required documentation is not placed in an employee’s file, employees may be penalized by not receiving credit for the work experience obtained during the assignment when they apply for promotional opportunities. Both managers and employees have a responsibility to see that assignments of out-of-class job duties are correctly documented and placed in the personnel file.

Rules do allow credit for out-of-class duties based on non-contemporaneous documentation with the certification of the Appointing Officer and the approval of the Human Resources Director, or, for Service-Critical classes at the Municipal Transportation Agency certification of the Human Resources Director, and the approval of the Director of Transportation. Please see the Civil Service Adviser on contemporaneous and non-contemporaneous documentation.

Appeals to the Civil Service Commission

In accordance with Civil Service Commission Rules 109 and 409, decisions of the Human Resources Director and the Director of Transportation/designee for service-critical classes at the Municipal Transportation Agency may be appealed to the Civil Service Commission.