REPORT TO CIVIL SERVICE COMMISSION
SUBJECT
Title
Action to Adjust the Examination Weighting Plan for Police Records Specialist I (Job Code 641) and Police Records Specialist II (Job Code 643) to Qualifying Written and 100% Oral Exam on an Ongoing Basis
Report
BACKGROUND
The Human Resources Department requests Commission approval of a modification to the examination weighting plan for Police Records Specialist I/II (Job Code 641/643). This request is based on the authority of 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.” This request has been coordinated with the Police Department.
DISCUSSION
A request to adjust the weighting plan for Police Records Specialist I/II (Job Code 641/643) was brought forward to the March 13, 2025 Civil Service Commission meeting. Due to lack of quorum, this item was deferred to the April 10, 2025 meeting. So the recruitment was not further delayed, the Department proceeded to post the recruitment using the existing weighting plan. This request will be for future Police Records Specialist I/II (Job Code 641/643) recruitments.
In coordination with the Police Department, the Human Resources Department recommends modifications to the examination weighting plan for Police Records Specialist I/II (Job Code 641/643) on an ongoing basis. Currently, the Police Records Specialist I/II (Job Code 641/643) examination weighting plan consists of a qualifying performance exam, qualifying written exam, and 100% oral board exam. The proposed modification is to make the examination weighting plan a qualifying written exam and 100% oral board examination. A typing certification is required as the performance exam and this is recommended to be removed from the recruitment process. At the April 10, 2024, Civil Service Commission Meeting, the Commission approved to remove the typing certification for all clerical and administrative positions in the City of Santa Clara Employees Association (Unit 578) bargaining group. At the time, the City did not propose removing the typing certification for classifications outside of this bargaining group.
In an effort to broaden out the candidate pool, 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. Further, typing certifications are considered outdated and are not a strong indicator of a candidate’s overall ability to perform the job duties. The Police Department will instead assess candidates through various components of the testing process, including the interview process and during the selected candidate’s probationary period.
There are no recommended changes to the class specification for Police Records Specialist I/II (Job Code 641/643).
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 specification other than staff time.
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 modified weighting plan to a qualifying written examination and 100% oral board examination for Police Records Specialist I (Job Code 641) and Police Records Specialist II (Job Code 643) on an ongoing basis
Staff
Reviewed by: Ashley Lancaster, Deputy Director
Approved by: Aracely Azevedo, Director of Human Resources