DEFINITIONS – STATE PERSONNEL DEPARTMENT

 

ACCREDITED EDUCATION - Education above the high school level completed in a college, university, or other educational institution which has been accredited by one of the accrediting agencies or associations recognized by the Secretary, U.S. Department of Education.

 

APPOINTED - Selected by an appointing authority.

 

APPOINTING AUTHORITY - The officer, board, commission, person, or group of persons having the power to make appointments to offices or positions of trust or employment in the State service.

 

ASSEMBLED EXAMINATION - One in which applicants are gathered at one or more locations at a designated time to undergo an examining process under supervised and standardized administration conditions (i.e. a written test, or the oral portion of an examination).

 

AVAILABILITY - The self-imposed conditions of applicants that limit their employment opportunities to a geographical area, specified department/agency, etc.

 

BANDED SCORING – A statistical procedure for grouping test scores that are not meaningfully different from one another.  (See FAQ's)

 

CERTIFICATION - The list of applicants who have been found eligible and qualified for a specific job class, and whose evaluation places them high enough on the ranked list of candidates to be referred to an operating agency to be considered for hire.

 

CERTIFIED OUT - The giving of a "Certificate of Eligibles" to an agency for the purpose of filling vacancies.

 

CHANGE AVAILABILITY – Occurs when an applicant changes the specified locations and/or departments where he is willing to work and sends such changes in writing to the Certifications Division.

 

CLASS CODE - The number assigned to a classification. 

 

CLASSIFICATION (also called Class) - Positions which are substantially similar with respect to difficulty, responsibility and character of work, require the same kind and amount of training and experience for proper performance, and are compensated at the same salary range, are grouped together in a classification.

 

CLASSIFICATION PLAN - A grouping of positions into separate and distinct classes so that each will contain those positions which involve similar duties and responsibilities as applied to positions designated as being in the "classified service."

 

CONTINUOUS EXAMINATION - One which is announced without a definite closing date.  Examinations are conducted at frequent intervals and names are added to the eligible register as they qualify.  Normally, persons placed on continuous eligible registers remain on the list for no more than two years; they then must renew their eligibility by submitting a new application and retaking the employment test.

 

CURRENT EXAMINATION - One which is announced with a definite closing date for acceptance of applications.  The examination is conducted and an eligible register established, after which no additional names will be added to the register until such time as the examination is reannounced, at which time the entire eligible register expires and is replaced by a new register.

 

DECLINATION - A verbal or written statement from an applicant refusing to accept an offer of employment.

 

EDUCATION - Sometimes used in personnel selection as a synonym for training, but at other times used to denote training that is more formalized and that is acquired in academic degree granting institutions.

 

ELIGIBILITY LIST - Usually a synonym for register.

 

ELIGIBLE -   As a noun: One who has applied for an examination, satisfied all the qualification and examination requirements, and has been placed on an eligibility list or register.  As an adjective: Meeting the application, qualification and examination requirements for a particular job classification.

 

ELIGIBLE REGISTER - A list of names of persons who have successfully competed by examination, arranged in order of their final ratings.

 

EMPLOYMENT COUNSELING - A person interested in state employment may meet with our career counselor (in person, through correspondence, or over the phone).  The counselor reviews the education, work history, and interests of the person and gives direction as to which classes he may qualify for, what areas of employment he may want to look into, or what further courses he may need to take to qualify for specific state merit system jobs.

 

EMPLOYMENT GUIDE - This document lists jobs according to education level. The listings shown may require a high school diploma or an Associate's, Bachelor's or Master's Degree. Click on the desired education level and major to bring up the related list of jobs. Jobs that are open for application will be highlighted. Click once to review the job announcement. You may place your name on the mailing list for jobs that are not open by sending your name, address and social security number, and the code numbers of the jobs that interest you to the State Personnel Department.

 

ENTRY-LEVEL - Work entails performing a limited range of duties under close supervision.  Entry level work may be of a trainee nature.

 

EXAM ANNOUNCEMENT - A document which gives pertinent information about a specific examination.  Types of information included on an announcement are: title and code of class, salary range, qualifications, type of work, and for current exams the closing date by which applications must be received by the State Personnel Department.

 

EXAMINATION - A test: any valid method or device used to screen applicants for jobs.

Examples may include:

Assessment Center - a method of testing which uses several techniques to determine level of knowledges, skills, and abilities.  Examples of such techniques are: job simulation, in-basket exercises, role-play exercises, etc.

 

Oral Examination - an evaluation conducted by a group of examiners.  Applicants are asked to respond orally to a number of questions concerning their knowledge and/or experience about the job for which they are applying and are then graded by the examiners using a standardized scoring form.

 

Supplemental Questionnaire - a method of data collection by having applicants report details about job duties performed.  Completed questionnaires are used to determine the degree to which knowledge, skills, and abilities needed to perform successfully on the State job were used on prior jobs.

 

T & E Evaluation - a method of testing based on training and experience.  A worksheet is used to rank applicants based on the type and amount of training and experience submitted.

 

Written Test - a method of evaluating an applicant's suitability for a job based on answers to a standardized written test given in a controlled situation.  The usual format is that of a multiple-choice test which is machine scored.

 

EXPERIENCE - Refers to jobs held or work activities performed by an applicant during his lifetime or during a specific period.

 

GRADUATE EDUCATION - Successfully completed education in a graduate program for which a bachelor's or higher degree is normally required for admission.  To be creditable, such education must show evidence of progress through a set curriculum, i.e., it is part of a program leading to a master's or higher degree, and thus, does not include post-baccalaureate education consisting of undergraduate and/or continuing education courses which would not lead to an advanced degree.

INCUMBENT - An employee currently working in a job.

 

JOB ANNOUNCEMENT - See Exam Announcement.

 

JOB BOOKLET - A booklet listing most entry level job classifications in the Merit System.  It gives a synopsis of the work performed and qualifications.  It is used for recruitment purposes.

 

MERIT SYSTEM - A method for assuring that all vacant positions are filled on the basis of merit and fitness, as demonstrated through competitive examination.

 

MINIMUM QUALIFICATIONS (MQs) - Those requirements relating to type and amount of training and work experience type required of applicants for a specific job.

 

OPEN COMPETITIVE EXAM - Examination available to all qualified applicants from the general public.

 

OPEN COMPETITIVE REGISTER - A list, ranked by exam score, of all applicants who passed the open competitive examination.

ORAL EXAMINATION - See Examination.

 

PERFORMANCE APPRAISAL - The continuous evaluation of an employee's performance of assigned tasks and responsibilities.  Serves as documentation for rewards or disciplinary actions.  Should be used to help employees grow personally and professionally.

 

PERFORMANCE STANDARD - A description of fully competent performance which includes the performance the employee should achieve and any objectives the employee should meet or exceed.

 

PERMANENT EMPLOYEE - An employee who has satisfactorily completed the working test period, and whose permanent appointment has been recommended by the appointing authority.

 

POSITION - A set of duties, tasks, and responsibilities assigned to a single job.

 

PROBATIONARY PERIOD - A working test period, usually 6 months in duration, with two possible extensions of three months each but not to exceed one year. During this period the employee may be removed from employment without recourse if he is unable or unwilling to perform his duties satisfactorily or if for any other reason he is found to be unsuitable for continuance in service. The probationary period is considered to be a part of the selection process.

 

PROMOTIONAL EXAM - An exam available to qualified applicants who are permanent classified employees in line for promotion to the classification being announced.

 

PROMOTIONAL REGISTER - A list, ranked by exam score, of applicants who are permanent classified employees in a job that is in line for promotion to the class for which the exam was given.

 

REEMPLOYMENT REGISTER - A list of names of persons who have been laid-off or who have resigned in good standing and requested within the time prescribed in the rules of the State Personnel Board that they be so listed.

 

REGISTER - A list of names of persons who have successfully competed by examination arranged in order of their final rating (score).

 

REJECTS - Applicants who do not meet minimum qualifications for a specific job class and are not eligible to compete on the selection procedure for that job.

 

SELECTION - (personnel or employee) In general, the process whereby applicants are recruited, screened, evaluated, and chosen to fill vacant position in an organization.

 

SELECTION PROCEDURE - "Any measure, combination of measures, or procedure used as a basis for any employment decision.  Selection procedures include the full range of assessment techniques from traditional paper and pencil tests, performance tests, training programs, or probationary periods and physical, education, and work experience requirements through informal or casual interviews and unscored application forms." (Uniform Guidelines on Employee Selection Procedures, 1978)

 

SERVICE RATING (Performance Appraisal Score) - An evaluation of an employee's overall performance, determined by the employee's supervisor.

 

STANDING - The position a person's name occupies on a register.  A standing or rank of 8 means there were 7 scores higher than those with a standing of 8.

 

STATE PERSONNEL BOARD - The policy and rule-making body of the state merit system.  The Board consists of five members; two appointed by the Governor, one appointed by the Lt.

Governor, one appointed by the Speaker of the House, and one elected classified employee.

SUPPLEMENTAL QUESTIONNAIRE - See Examination.

 

TEST - A measure that is formal, scored or quantified, and is used as a basis for any employment decision.

 

TEST SITE - Place where a test is given.

 

TRAINING - A term often used synonymously for education, but sometimes interpreted as a broader term, including informal, specialized, technical vocational, on-the-job and in-service training as well as academic training.

 

TRANSFER LIST - A list of permanent employees who desire to work in a different department within the same or comparable job class in which they are now employed.  Appointing authorities may fill vacancies from this list.

 

UNASSEMBLED EXAMINATION - An examination in which applicants are not required to appear in person for examination at a designated place and time in order for the appraisal information to be obtained, such as the rating of candidates' education and experience based on information provided on the job application form.

 

VETERAN'S PREFERENCE POINTS- Either 5 or 10 points added to the final score received by veterans and, in certain cases, their spouses on open competitive employment tests.

WRITTEN TEST - See Examination.