REPORT TO CIVIL SERVICE COMMISSION
SUBJECT
Title
Action to Modify Various Class Specifications Listed on Attachment A to: (1) Modify the Weighting Plan, and (2) Remove the Typing Certification Requirement
Report
BACKGROUND
The Human Resources Department proposes to modify various class specifications to remove the typing certification or words per minute (WPM) requirement. The list of classifications that would be impacted by this proposed action is set forth as an exhibit to this agenda report as Attachment A - List of Impacted Classifications. The request for Commission approval is based on Personnel & Salary Resolution, Sec. 6(d) which states, “Classification specifications for positions in the Classified Service must first be approved and adopted by the City of Santa Clara Civil Service Commission before they may be approved and adopted by the City Council.”
Additionally, it is recommended the weighting plan for classifications where a typing certification is required be modified to reflect removal from the testing process. Generally, this component is referred to as a Qualifying Performance exam. This request is based on the authority of the Civil Service Rule 3.1, “The Commission shall determine whether the examination shall consist of a written, oral, or performance, or psychological, investigative, physical test, or any combination thereof, and shall indicate the procedure in the announcement.”
The Human Resources Department brought this request to the Civil Service Commission (Commission) at its April 10, 2023 meeting. After robust discussion, the request was pulled by staff for further evaluation. Upon further review, the City has determined that there is an operational need to request Commission approval to remove this certification and the corresponding speed requirement from all recruitment processes.
DISCUSSION
The Human Resources Department requests to remove the typing certification requirement as part of the recruitment testing process for various classifications represented by the City of Santa Clara Employees’ Association (Unit 578).
In an effort to broaden out the candidate pools, it is recommended to remove the typing certification requirement. Many candidates are screened out at the application stage due to not possessing the typing certificate. Candidates have raised concerns regarding typing certification testing accessibility, not enough time during the application period to obtain the certification, and the cost of the exam, which is not a reimbursable expense to candidates. Additionally, many test sites utilized pre-COVID-19 are no longer administering typing tests. Further, typing certifications are considered outdated and are not a strong indicator of a candidate’s overall ability to perform the job duties. Hiring Departments will instead assess candidates through various components of the testing process, including review of qualifications and experience, additional written testing as applicable, the interview process, and during the selected candidate’s probationary period.
The typing certification primarily assesses the gross words per minute and gross number of errors by a candidate. It is more important for the City to assess quality of work and writing ability, which will be assessed during the employee’s probationary period. Additionally, there have been technological advancements in programs and software which significantly reduce the number of errors an individual may make; therefore, the City believes the typing certification does not provide value and is an obsolete assessment tool to determine success of a candidate in the position. The typing certification provides unnecessary constraints on the City’s ability to fill vacancies and screens out otherwise qualified candidates from the recruitment process.
For example, in the most recent Office Specialist III (Job Code 938) recruitment, the City received 81 applications. Of the 81 applications, 20 candidates met the minimum qualifications and possessed a valid typing certificate. Of the 81 candidates, 36 candidates that otherwise met the minimum qualifications did not possess a valid typing certification. This recruitment requires candidates to pass a written test (in addition to possessing the typing certificate) and oral examination interview. Generally, about a third to half of candidate’s do not sign up for the written exam or no-show to the written exam. Additionally, not all candidates will pass the written exam. In an effort to broaden out the candidate pool and ensure there are enough qualified applicants to move forward in the process, we allowed the 36 candidates an opportunity to obtain and submit the correct typing certification after the position closed. Only 8 additional candidates were able to provide a valid typing certification and were invited to move forward in the process.
If the Commission determines that the typing certificate is not required as part of the weighting plan, identified as the Qualifying Performance exam, the weighting plan will be updated to remove this component from the testing process. Additionally, if the typing certificate or words per minute (WPM) requirement is specified in the class specification, the class specification will be amended to remove reference to WPM or possession of a typing certification.
There is no proposed change to salary or modifications to the class specifications outside the typing certification references.
The Human Resources Department has reviewed these revisions on several occasions with the impacted bargaining unit. The bargaining unit is in resolute support of these proposed modifications.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
There is no fiscal impact to revising the class specifications or modifying the weighting plan.
PUBLIC CONTACT
Public contact was made by posting the Civil Service Commission agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Approve the modification to the weighting plan and remove the typing certification requirement, and corresponding requirements, for various class specifications listed on Attachment A
Staff
Reviewed by: Ashley Lancaster, Human Resources Division Manager
Approved by: Aracely Azevedo, Director of Human Resources
ATTACHMENTS
1. Attachment A - List of Impacted Classifications
2. SCEA Letter to Civil Service Commission