PERSONNEL COMMISSION MINUTES - smc. The card to speak during Agenda Items must be submitted to the recording secretary at the ... Commissioner Metoyer, Chair. X . Commissioner Abbott,

For information regarding Personnel Commission Agenda/Minutes distribution, please contact Personnel Commission at (310) 434-4410.

PERSONNEL COMMISSION

MINUTES

Regular Meeting, Wednesday, October 18, 2017, at 12:00 p.m. Board Room, Business Building Room 117, 1900 Pico Blvd., Santa Monica, CA 90405

Distribution List for Personnel Commission Announcements, Agendas and Minutes DEPARTMENTS: PLEASE POST 3400 Airport/SBDC: Sasha King Academic Affairs: Rebecca Weiland Accounts Payable: Cristina Hamblet Admissions & Records: Esau Tovar African American Center: Sherri Bradford Airport: Athletics: Christina Marcial Auxiliary Services: Ofelia Meza Bookstore: Jaime Recinos Bundy: Beverly Redd-Walker Bursar’s Office: Chandra Dhruv Business Department: Peter Murray Campus Police Office: Jennifer Jones Career Services: Vicky Rothman Center for Media & Design: Edna Flores Community Education: Michelle King Counseling Office: Laurie Guglielmo Custodian Time Clock: Ray Bruce Disabled Students Center: Stephanie Schlatter Early Childhood Ed.: L. Manson Emeritus College: V. Rankin-Scales English Dept.: Joanne Laurance EOP&S: Nick Mata ESL Office: Janet Harclerode Events Office: Joy Bice Faculty Association: Peter Morse Financial Aid Office: Stacy Neal Health Sciences: Bronwyn Webber-Gregg Health Office: Nancy Alfaro HSS: Carolyn Baugh Institutional Research: Trena Johnson International Students Center: Ana Jara KCRW: Cheryl Gee Latino Center: Maria Martinez Letters & Science: Linda Sallovitz Library: Madison: Gail Johnson Maintenance/Facilities Time Clock: C.Rogers Math Village: Mitra Moassessi Media Center: L. Nakamura Modern Language: Jeanne Laurie Music: Lori Geller Outreach & Recruitment: Will Taylor Payroll: Ian Fraser Science: Ingrid Cardwell Student Life: Amelia Trejo Student Success Initiatives: Superintendent/Presidents Office: L. Kilian STEM: Vanan Yahnian Theater Arts: Judy Louff W& ED/Bundy: Tricia Ramos

ADMINISTRATORS and MANAGERS Emeritus: Facilities: Eric Pivovaroff HR: Sherri Lee-Lewis Info Tech: Marc Drescher IEC: Denise Kinsella Instructional Technology: Joshi John Maintenance: J. Bradney Operations: Anthony Barlow George Webb Receiving: Lisa Davis Supplemental Instruction: Wendi DeMorst

PRESIDENT/SUPERINTENDENT and SENIOR STAFF Superintendent/President: Kathryn Jeffery Executive VP: Elaine Polachek VP Academic Affairs: Georgia Lorenz VP Business/Admin: R. Isomoto VP Enroll. Services: T. Rodriguez VP Human Resources: Marcia Wade VP Student Affairs: M. Tuitasi Senior Director Government Relations & Institutional Communications: Don Girard Community Relations: Kiersten Elliott Public Information: Grace Smith PUBLIC POSTING LOCATIONS 2714 Pico: exterior display box Library for Public Posting (1) Library for Archives (2) Mailroom SMC Personnel Commission Office SMC Human Resources Staff Lounge EMPLOYEE ORGANIZATIONS CSEA Labor Rep.: Margie Espinoza CSEA Chapter Pres.: Robert Villanueva CSEA Chapter 1st V.P.: Martha Romano CSEA Chapter 2nd V.P.: Maria Bonin CSEA Chief Job Steward: Lee Peterson CSEA Corresponding. Sec’y: Ana Jara CSEA Recording Sec’y: Kennisha Green SMC POA President: – Officer Cadena Mgmnt Assoc: C. Bonvenuto IF YOU NEED AN ACCOMMODATION Written requests for disability-related modifications or accommodations that are needed in order to participate in the Commission meeting are to be directed to the Personnel Commission Office as soon in advance of the meeting as possible.

Revised 10/13/17

For information regarding Personnel Commission Agenda/Minutes distribution, please contact Personnel Commission at (310) 434-4410.

PUBLIC PARTICIPATION

ADDRESSING THE PERSONNEL COMMISSION

Members of the public may address the Personnel Commission by oral presentation concerning any subject that lies within the jurisdiction of the Personnel Commission provided the requirements and procedures herein set forth are observed: 1. Individuals wishing to speak to the Commission at the Personnel Commission meeting during Public

Comments or regarding an item(s) on the agenda must complete an information card with their name, name of organization (if applicable) and the topic or item on which the comment is to be made.

Five minutes is allotted to each speaker per topic. If there are more than four speakers on any topic or item, the Commission reserves the option of limiting the time for each speaker. A speaker’s time may not be transferred to another speaker.

Each speaker is limited to one presentation per specific agenda item before the Commission, and to one presentation per Commission meeting on non-agenda items. General Public Comments

∗ The card to speak during Public Comments must be submitted to the recording secretary at the meeting before the Commission reaches the Public Comments section in the Agenda.

∗ Five minutes is allotted to each speaker per topic for general public comments. The speaker must

adhere to the topic. Individuals wishing to speak during the Public Comments will be called upon during Public Comments.

Agenda Items

∗ The card to speak during Agenda Items must be submitted to the recording secretary at the meeting before the Commission reaches that specific item in the agenda.

∗ Five minutes is allotted to each speaker per Agenda Item. The speaker must adhere to the topic.

Individuals wishing to speak on a specific Agenda Item will be called upon at the time that the Commission reaches that item in the Agenda.

Exceptions: This time allotment does not apply to individuals who address the Personnel Commission at the invitation or request of the Commission or the Director of Classified Personnel.

2. Any person who disrupts, disturbs, or otherwise impedes the orderly conduct of any meeting of the Personnel Commission by uttering loud, threatening, or abusive language or engaging in disorderly conduct, shall, at the discretion of the presiding officer or majority of the Personnel Commission, be requested to be orderly and silent and/or removed from the meeting.

No action may be taken on items of business not appearing on the agenda. Reference: Merit Rule 2.2.8 Government Code sections 54954.2, 54954.3, 54957.9

Santa Monica College Personnel Commission MINUTES of Regular Meeting, October 18, 2017

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Board Room, Business Building, Room 117, 1900 Pico Blvd., Santa Monica, CA 90405 Any public records, which can be disclosed, related to an open session item on the agenda and distributed to the Personnel Commissioners less than 72 hours prior to the meeting, are available for public inspection in the Personnel Commission Office, 2714 Pico Blvd, Santa Monica, during normal business hours. Any individual or group may address the Personnel Commission during the Comments—Public Forum segment of the meeting regarding any item that is within the Commission’s subject matter jurisdiction. However, the Commission will not take action on any item that is not on this agenda.

Any individual may appear at the Commission meeting to respectfully testify in support of or opposition to any item being presented to the Commissioners for consideration. Individuals wishing to address items to the Commissioners should complete a Request to Address the Personnel Commission card (green form) prior to the start of the meeting.

PUBLIC SESSION: 12:00 P.M.

I. ORGANIZATIONAL FUNCTIONS

A. Call to Order _12:02_ p.m.

B. Roll Call Commissioner Present Absent Commissioner Metoyer, Chair X Commissioner Abbott, Vice-Chair X Commissioner Greenstein X Commissioner Jansen X Commissioner Leone X

II. REPORT – DIRECTOR OF CLASSIFIED PERSONNEL Carol Long, Director of Classified Personnel, reported the following; Cyclical Classification Studies Personnel Commission staff is bringing forward for approval today our second annual calendar of classification review projects. Further details about the preparation, review process, and the criteria for prioritizing projects will be covered in the agenda report.

Personnel Commission staff is finalizing recommendations for classifications and positions in the Custodial Operations and the Warehouse. We hope to bring those forward to the Personnel Commission for approval in November. An orientation was held on September 19 with Media Services staff, in order to initiate classification studies. Classification descriptions and Position Description Questionnaires are currently being reviewed. Classification and salary reviews are also in process for several single-incumbent classifications within Student Services. Further information on the progress of both of these studies will be provided at the next Personnel Commission meeting in November.


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General Activities Recruitment is currently open for Administrative Assistant I and II, Custodian, and Campus Safety Officer in anticipation of possible permanent or temporary vacancies which may become available due to the Supplemental Retirement Package. Future recruitments are planned later in the Fall for multiple trades and clerical support classifications.

Merit Rules Advisory Committee Update The Merit Rules Advisory Committee is bringing forward today for a second reading revisions to Chapter 10, Sections 10.1, 10.1.1, and 10.1.2, covering Performance Evaluations. If approved, the revised rules will be adopted, and posted on our web site. The Committee is also bringing forward for a first reading today revisions to Chapter 5, Merit Rule 5.2.15 covering examination reviews, protests, and appeals.

III. COMMENTS AND INFORMATIONAL REPORTS

Recognition of Employee Longevity: October 2017 (*Present to Receive Acknowledgement)

5 YEARS

*Patrick Qualey, Construction Systems Supervisor, Maintenance

Carl Sheaffer, Assistant Director of Facilities Management, recounted that, “Patrick and I worked together as Skilled Maintenance Workers for the college for about 5 years. Patrick worked efficiently both as a team member and individually. He is a dedicated, committed employee who has a good work ethic. Patrick continues doing a great job as the Construction Systems Supervisor, where he takes on challenges and comes out with efficient solutions.”

10 YEARS

*Nilofar Ghasami, Student Services Specialist-Financial Aid, Financial Aid

Trena Johnson, Administrative Assistant II, Institutional Research, stated that, “I have known Nilofar since 2001 when she started working as a student worker. I have watched her over the last ten years when she was raising two children and working fulltime as a classified staff member to now getting a Bachelor’s degree, Master’s degree and she received a Doctorate in Education. She is a wonderful employee, she has a great work ethic and is dedicated and I wanted to congratulate her and I am looking forward to her future years working at SMC.”

*Samya Gobrial, Accounting Technician, Auxiliary Services

Mitch Heskel, Interim Dean of Education Enterprise, stated that, “I have the privilege of supervising Samya for the last two years. On a professional level, Samya has a strong work ethic, she is diligent and she is a pleasure to work with. On a personal note, she is a tremendous baker and I always serve as her guinea pig taster. She is also a devoted family person to her mother, husband and wonderful daughters. Congratulations Samya.”


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20 YEARS

Agnius Griskevicius, Academic Computing Instructional Specialist, Academic Computing

A. Comments from Vice President of Human Resources - Not Present

B. Comments from CSEA Chapter 36 Representative – Not Present

C. Comments from Management Association President – Not Present

D. Comments from Personnel Commission Staff - NONE

E. Public Comments (non-actionable comments from those in attendance)

Clarence Warren, Student Services Specialist – Academic Records Evaluator, recounted that in 2012 the Student Services Specialist – Academic Records Evaluators approached the Personnel Commission to be reclassified since additional new job duties and levels of responsibilities had been increased. A reclassification at the time was denied. In March 2016 the Student Services Specialist – Academic Records Evaluators submitted another request for reclassification. In February 2017 the Personnel Commission approved a title change with added responsibilities and job duties but the salary was not changed. Mr. Warren requested clarity on why the salary study for the Student Services Specialist – Academic Records Evaluators was scheduled to be reviewed in March 2018. He also requested the reasoning as to why classifications in Student Services Specialists with single incumbents were going to be studied first. Mr. Warren asked the Personnel Commission to consider the Student Services Specialist – Academic Records Evaluators’ salary study and have it reviewed in a timely manner due to the number of years since their initial requests. Karen Sasaki – Student Services Specialist – Academic Records Evaluator, shared that she has worked as an Academic Records Evaluator for over 37 years. Ms. Sasaki reiterated that the job title was changed to Student Services Specialist – Academic Records Evaluator in February 2017 without the salary studied. Ms. Sasaki would like to request the Personnel Commission review the salary before the scheduled date of March 2018 that is being presented during the meeting today.

F. Comments by Personnel Commissioners - NONE


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IV. AGENDA REPORTS – MAJOR ITEMS OF BUSINESS

# ITEM Page 1 Cyclical Classification Studies: Proposed Annual Calendar 2017-18 6

2 Amendment to Rules and Regulations of the Classified Service – Chapter 5 – First Reading Merit Rule 5.2.15: Review, Protest, and Appeal of Examinations 11

3 Amendment to Rules and Regulations of the Classified Service – Chapter 10 – Second Reading Merit Rule 10.1: General Provisions Merit Rule 10.1.1: Performance Evaluations Defined Merit Rule 10.1.2: When Evaluations Are To Be Made

13

4 Extension of Eligibility List: • Disabled Student Services Assistant 15

5 Ratification of Provisional Working Out of Class Assignment: Michael Dammer 16 6 Ratification of Provisional Working Out of Class Assignment: Tiffany Ingro 19

V. CONSENT AGENDA

(All items will be considered and approved in one motion unless removed by a Personnel Commissioner for discussion.)

# ITEM Page

7 Certification of Seniority List: • Asset Manager 23

8 Examination Schedule:

• Central Plant Operator • Enterprise Business Services Specialist

25

9 Ratification of Eligibility Lists

• Programmer Analyst • Skilled Maintenance Worker

26

10 Approval of Minutes 27

VI. ADVISORY ITEMS (These items are presented for the Commission’s review – no action is required)

# ITEM Page 11 Recruitment & Examination Status Report – Information Only 28

VII. ADJOURN AT _______ P.M. Next regularly scheduled meeting: Wednesday, November 15, 2017 at 12:00 p.m.


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AGENDA REPORT NO. 1 SUBJECT: CYCLICAL CLASSIFICATION STUDIES: PROPOSED ANNUAL CALENDAR 2017-18 DATE: October 18, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: Carol Long, Director of Classified Personnel Amy Gurjian, Classification and Compensation Manager Attached for your review is the proposed annual calendar for anticipated classification review projects. BACKGROUND Merit Rule 3.3.2 requires the Personnel Commission to maintain a system of continuous classification review. Merit Rule 3.2.9 states: “Each year, the Director of Classified Personnel shall prepare a schedule of anticipated review projects and present it for approval to the Personnel Commission”. All classified positions at Santa Monica College are allocated to specific classifications, which are then allocated to salary ranges. Personnel Commission staff allocates new positions to existing classifications, creates new classifications and class descriptions as needed, ensures classification descriptions accurately reflect current job duties and qualifications, reviews minimum requirements on classification descriptions to ensure they are appropriate and not unduly restrictive, establishes and maintains a plan for continuous review and update of class descriptions and salary allocations, conducts external and internal salary studies and recommends appropriate salary ranges for all job classifications based upon the principle of like pay for like work. (Merit Rules, Chapter III; Education Code Sections 88004, 88009, 88076, 88081, 88095, 88104, 88104.5) As a part of the scheduled cyclical reviews, the Personnel Commission completed studies for each of the following job disciplines last fiscal year:

• Management Information Systems • Transportation • Warehouse • Bookstore (Clerical support)

REVIEW PROCESS Attached is a chart titled, “Annual Classification Review Process”, which illustrates the sequence of events which will be associated with each of our studies.


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Each cyclical study will start with an orientation, and an initial review of class descriptions falling within the job discipline which is being studied. The primary purpose of this review will be to determine if the job duties listed in each class description are an accurate reflection of the work assigned. At this time, both management and employees can request further reviews of salary allocation, and individual position studies to determine if work performed is outside the scope of the assigned classification. Following an analysis of all relevant information, recommendations will be provided for review to management staff, senior staff, incumbents, and union representatives prior to presenting to the Personnel Commission and Board of Trustees for final approval.

RECOMMENDATIONS It is recommended that the Personnel Commission approve the proposed annual calendar of classification/compensation studies for Fiscal Year 2017 - 2018. The attached calendar was reviewed with CSEA, Management Association, senior staff, and Dr. Kathryn Jeffery, Superintendent/President. Minor adjustments were made in priorities based on recommendations from one or more of these groups. The following factors were used in determining the most immediate priorities:

• Major changes or inaccuracies in job duties or the role of the classification as identified

by Personnel Commission staff, District management, or union representatives • Ongoing or anticipated turnover rates, or other recruitment challenges • Previous applicable studies conducted of other related jobs within the occupational

group, leading to potential inequities within an occupational series • Scope of resources required to carry out classification description reviews

Studies are currently in process for Facilities Operations, Media Services, and selected Student Services Specialist classifications. Our current student services studies are limited to single-incumbent classifications. We are planning to start additional student services studies later this fiscal year, which will include multiple-incumbent classifications. In unique circumstances, additional studies can be requested for classifications which are not included on the attached annual calendar. Ad-hoc classification studies, or studies not scheduled for the upcoming year, can be requested by an incumbent or manager by completing and submitting a request form. Ad-hoc studies requests must be approved by senior management, the Superintendent/President, and represented bargaining unit to be included in the cyclical review schedule.

Requests for single position reclassifications will continue to be accepted as requested.

Requests for minor classification description revisions or new classifications that have minimal impact on other related positions or classifications will be accepted when these requests are directly related to an upcoming recruitment.

Progress on our cyclical studies are reported to the Personnel Commission on an ongoing basis. These reports may include adjustments to the time-line if needed, or if unforeseen issues arise that impact the progress of our studies


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DISPOSITION BY THE COMMISSION MOTION MADE BY: Deborah Jansen SECONDED BY: Barbara Greenstein AYES: 5 NAYS: 0 ABSTENTIONS: 0 Amendments/Comments Commissioner Metoyer inquired the process of deciding what departments would be studied for the current fiscal year 2017-2018. Carol Long, Director of Classified Personnel, stated that the annual calendar for classification/compensation studies was established with input from senior management and CSEA. Ms. Long shared that the Personnel Commission staff gathered data related specifically to Student Services and looked at each department as it compares with other comparable community colleges. The preliminary data was used to decide and set priorities on the departments to be studied first. Ms. Long explained that in their findings, the single incumbent classifications in Student Services had the biggest outliers so they will be studied first in Phase 1. The second phase will consist of studying the multiple incumbent classifications and the Student Services Specialist – Academic Records Evaluators are first to be studied. Commissioner Abbott, asked for the reason that Phase 1 of the Student Services Specialist class study is on the calendar for July 2017 and Phase 2 is scheduled for March 2018. Commissioner Jansen asked whether the study for single incumbent classifications was in process for Phase 1. Carol Long, Director of Classified Personnel, explained that Phase 1 of the class study for Student Services Specialist is currently underway. Phase 1 is studying, collecting data, and analyzing the classifications with single incumbents in Student Services Specialist. Phase 2 of the class study for Student Services Specialist will include multiple incumbent classifications. The reason Phase 1 includes single incumbent Student Services Specialist classifications is because these single classifications will help the Personnel Commission office determine outliers and properly organize and clarify the roles and levels of classifications to determine if they are at a higher or lower classification. We want to ensure that the classifications are properly set at the level of a Specialist, Coordinator, or Technical roles. Motion was passed.


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AGENDA REPORT NO. 2 SUBJECT: AMENDMENT TO RULES AND REGULATIONS OF THE CLASSIFIED SERVICE - CHAPTER 5 – FIRST READING

MERIT RULE 5.2.15: REVIEW, PROTEST, AND APPEAL OF EXAMINATIONS (Note: No formal action will be taken at this meeting.)

DATE: October 18, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel Proposed changes to Chapter 5: Merit Rule 5.2.15 are attached for a first reading. Recommendations were developed with input from the Merit Rules Advisory Committee. Goals of these changes include clarifying and simplifying procedures. 5.2.15 REVIEW, PROTEST, AND APPEAL OF EXAMINATIONS RECORDS

A. Candidates may review their own examination scores and rating sheetsresults. Notification of examination results shall inform the candidate of the five (5) working day period during which appointments for reviews may be scheduled. A qualified representative of the Personnel Commission staff shall explain examination scores and evaluations to the candidate during the examination review session. At no time will a candidate be allowed to review actual test content, or the records of another candidate, after the conclusion of each test part. Candidates will not be allowed to copy or remove from the review room any questions or answers.

B. Upon completion of the examination process, the final ranking of eligibles on the list shall be open to all competitors for review.

C. Eligibility lists shall be considered confidential information. In order to protect the privacy of the competitors, eligibles shall be listed by identification numbers only. The information available for review from the eligibility lists shall be limited to rank, identification number, and expiration date of the eligibles.

D. This list of eligibles shall be open for review for the duration of the list.

5.2.16 PROTEST AND APPEAL OF EXAMINATIONS

A. Protests of individual written exam questions must be filed on the day the test is administered, before the candidate leaves the testing site. Protest forms shall be made available to candidates to complete at the testing site.

B. Candidates may protest the outcome of any test part to the Director of Classified

Personnel a Personnel Commission staff member on the day of the test within five (5) working days from the date the notice of the test results is issued to the candidates. Protests must be filed on the day the test is administered, before the candidate leaves the testing site. Upon request, the candidate will be provided with by submitting a written request on a standard protest form on which he/she may file a


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protest, outlining the basis for the protest. No candidate may copy or remove from the review room any questions or answers.

C. The protest forms shall be filed with the Director of Classified Personnel or

designated staff member immediately following the test. Failure by a candidate to file a protest on the day of the test shall constitute waiver of the right to appeal that part of the test.

DC. An assigned Personnel Commission staff memberThe Director of Classified

Personnel shall review and act upon all protests and take action to correct any errors. He/she may allow more than one answer to a question or may disqualify a question, if he/she finds the protest valid. If a protest results in any change, the scores of all candidates will be reviewed and re-rated accordingly. Each candidate who files a protest shall receive a written response.

E.D.The purpose of the protest procedure is to assure accurate testing and grading

assessment systems, and a protest shall not be accepted granted merely because a candidate disagrees with an answer or score.

E. Protests shall be based solely on one of more of the following, and must include supporting rationale:

1. Discrimination or bias 2. Procedural error 3. Content error

G. If a candidate is not satisfied with the initial response to the protest, the

candidate may file a written appeal with the Director of Classified Personnel within ten (10) calendar days from the date on which the Director’s response was mailed. The Director of Classified Personnel will make a decision regarding the appeal, and notify the candidate of that decision in writing.

F. If the Director of Classified Personnel rules against the appealprotest, the candidate may appeal that decision to the Personnel Commissioners, in writing, within five (5) working days of receipt of the Director’s decision from the date on which the Director’s response was issued. However, the filing of such an appeal will not stop or otherwise delay the examination and selection process unless so ordered by the Personnel Commission. The decision of the Personnel Commissioners shall be final.

G. Failure to review, protest, or appeal within the times specified shall constitute waiver of the right to protest or appeal that part of the selection process.

H. If changes are made which impact a candidate’s score or ranking after an eligibility

list is produced, all impacted candidates shall be notified.


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AGENDA REPORT NO. 3 SUBJECT: AMENDMENT TO RULES AND REGULATIONS OF THE CLASSIFIED SERVICE - CHAPTER 10 – SECOND READING

MERIT RULE 10.1: GENERAL PROVISIONS MERIT RULE 10.1.1: PERFORMANCE EVALUATIONS DEFINED MERIT RULE 10.1.2: WHEN EVALUATIONS ARE TO BE MADE

DATE: October 18, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel Proposed changes to Chapter 10: Merit Rule 10.1.1 and Merit Rule 10.1.2, are attached for a second reading. Recommendations were developed with input from the Merit Rules Advisory Committee. Goals of these changes include clarifying procedures and eliminating language which may be repetitive or unnecessary, or which refers to procedures outside of the authority of the Personnel Commission.

CHAPTER X PERFORMANCE EVALUATIONS

Rule 10.1 GENERAL PROVISIONS

Performance evaluation procedures for bargaining unit members are contained in Article 4 of the District/CSEA Contracts the applicable collective bargaining agreements (CBA). Performance evaluation procedures for employees not covered by a CBA are listed below.

10.1.1 PERFORMANCE EVALUATION DEFINED

Performance evaluation shall be defined as periodic opportunity for a supervisor to measure an employee's performance on the job against the standards and requirements of his/her the position as stated in the class description.

10.1.2 WHEN EVALUATIONS ARE TO BE MADE

A. The schedule of evaluations during the probationary period shall be as follows: 1. For employees serving a six (6) month probation period - at the end

of the second and fourth months of service and prior to completion of the sixth month of service.


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2. For employees serving a one year probationary period - at the end of the fourth and eighth months of service and prior to completion of the twelfth month of service.

B. Evaluation of promoted and transferred employees shall be according to the schedule listed above.

C. The schedule of evaluation for permanent non-management classified employees shall be annually between March 15 and May 15 of each year.

D.C. The schedule of evaluation for classified management employees

not covered by a CBA shall be once per college year and carried out according to the appropriate administrative regulations, and may include the evaluation input of management, faculty and classified staff.

E.D. If the immediate supervisor does not submit an annual evaluation

by the time limit, the employee may submit his/her statement of goals their self-evaluation and objectives for the coming year to Human Resources, if he/she chooses for inclusion in their personnel file.

DISPOSITION BY THE COMMISSION MOTION MADE BY: Lawrence Leone SECONDED BY: Deborah Jansen AYES: 5 NAYS: 0 ABSTENTIONS: 0 Amendments/Comments Motion was passed.


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AGENDA REPORT NO. 4 SUBJECT: EXTENSION OF ELIGIBILITY LIST:

• DISABLED STUDENT SERVICES ASSISTANT DATE: October 18, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel The Personnel Commission Office is requesting that the following eligibility list be extended for an additional six months:

Classification Original Expiration

Date

Current Expiration

Date

Number of Candidates

on List

Number of Ranks on

List

Proposed Expiration

Date Disabled Student Services Assistant 11/17/2017 11/17/2017 10 5 5/17/2018

The Personnel Commission staff believes there are a sufficient number of available eligibles remaining to fill any future vacancies anticipated for the next six months.

Merit Rule 6.2.3 (C) Duration of Eligibility List 6.2.3 (C)

B. An eligibility list may be extended by the Personnel Commission for one or more periods, not to exceed a total of two years from the time the list was first established. The personnel Director shall base his/her recommendation for extension of an eligibility list on the following factors: 1. a sufficient number of available eligibles remain to fill expected future vacancies; 2. the composition of the list reflects appropriate representation of ethnic minorities, underrepresented groups, or non-traditional candidates;

3. the field of competition in the occupational area has not changed dramatically. RECOMMENDATION It is recommended that the Personnel Commission approve extending the eligibility lists shown above for an additional six months. DISPOSITION BY THE COMMISSION MOTION MADE BY: Joy Abbott SECONDED BY: Barbara Greesntein AYES: 5 NAYS: 0 ABSTENTIONS: 0 Amendments/Comments Motion was passed.


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AGENDA REPORT NO. 5 SUBJECT: RATIFICATION OF PROVISIONAL WORKING OUT OF CLASS

ASSIGNMENT: MICHAEL DAMMER DATE: August 16, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: Karen Monzon, Personnel Analyst It is recommended that the Personnel Commission approve the following provisional working out of class assignment at 100%: Name Assignment Length of

Assignment Michael Dammer Senior Student Services Specialist – Admissions & Records 09/13/17 to 12/21/17

BACKGROUND Angela Munoz, Admissions & Records Supervisor has requested to work Michael Dammer out of class as a Senior Student Services Specialist – Admissions & Records from 09/13/17 to 12/21/17. Michael Dammer is employed in permanent status in the Admissions & Records office. The request for this position is to cover the duties of the current incumbent who is on a leave up of absence through the end of the year. Mr. Dammer has been asked to cover the duties normally assigned to the Senior Student Services Specialist – Admissions & Records position which will assume more than 50% of his daily assignment. Mr. Dammer meets the minimum entrance requirements of this classification. The duties include, but are not limited to:

• Serve as the lead worker, will monitor and direct front office staff with the day-to-day

operations.

• Responsible for processing athletic eligibility, grade changes, academic and progress

renewal petitions, trouble shoot distance education technical issues and update the

Admissions & Records website.

• Prepare and submit payroll for student assistants and temporary staff.

• Process mailed in transcripts requests.

• Serve as the lead worker for the evening shift.


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Merit Rule 3.2.10 Working Out of Class (Education Code Section 88010, 88087) 3.2.10

A. CONCEPT OF WORKING OUT OF CLASSIFICATION 1. Each classified employee shall be required to perform the duties of the position approved by the Board and classified by the Personnel Commission for the class to which he or she is assigned. An employee may be required to perform other related duties consistent with the concept of the classification to which the position is assigned. 2. Classified employees shall not be required to perform duties and responsibilities which are not fixed and prescribed for their positions or are not consistent with the concept of the classification of their current position for any period of time which exceeds five (5) working days within a fifteen (15) calendar day period, or equivalent (i.e., four 10-hour working days within a fifteen (15) calendar day period) except as provided by this rule. 3. Working out of class assignments are designed for temporary situations and shall not be used to place an employee in a long-term or permanent assignment in a higher or different classification. No employee shall be assigned to work out of class beyond the time limits specified in Merit Rule 7.2 (Provisional Appointments) and Merit Rule 7.4 (Limited Term Appointments). B. Procedure for Supervisor Requesting Approval for Working Out of Class 3. The Director of Classified Personnel will advise the Office of Human Resources of the findings and shall present those findings, including the recommended pay differential, to the Personnel Commission for approval. Confirmation of this approval shall then be sent by the Personnel Commission to the Supervisor and the employee, and forwarded to the Board of Trustees for final approval. Agreement between Santa Monica Community College and CSEA, Chapter 36, Article 11 11.7 Work out of Classification 11.7.1 Definition:

Working out of classification assignments shall not exceed a period of ninety (90) working days per fiscal year and no more than ninety (90) days in any one hundred eighty (180) day period.


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11.7.3 Compensation:

a. In the event that an employee is assigned duties at a higher classification as defined above and those duties make up at least fifty percent (50%) of the employee’s daily assignments, the employee salary shall be adjusted as set forth in Section 11.4.1.

b. If those duties make up less than fifty percent (50%) of the employee’s

daily assignment, the District shall pay the employee equal to one half (1/2) of the stipend that would have been paid under sub division a (above)

11.4 Salary on Promotion

11.4.1 When an employee is promoted to a position in a higher salary range, he/she shall receive the next higher dollar amount above his/her present rate of pay, but not less than the minimum of the new salary range. If that amount is less than a one-step (5%) increase, the employee shall be placed at the next higher step over that authorized above.

RECOMMENDATION It is recommended that the Personnel Commission approve the request for working out-of-class for one hundred percent (100%) of the stipend as indicated under subdivision a of CSEA, Chapter 36, Article 11.7.3.b. (above). DISPOSITION BY THE COMMISSION MOTION MADE BY: Lawrence Leone SECONDED BY: Joy Abbott AYES: 5 NAYS: 0 ABSTENTIONS: 0 Amendments/Comments Motion was passed.


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AGENDA REPORT NO. 6 SUBJECT: RATIFICATION OF PROVISIONAL WORKING OUT OF CLASS

ASSIGNMENT: TIFFANY INGRO DATE: October 18, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: Karen Monzon, Personnel Analyst It is recommended that the Personnel Commission approve the following provisional working out of class assignment at 100%: Name Assignment Length of Assignment Tiffany Ingro Administrative Assistant III 05/26/17 to 08/24/17

BACKGROUND Kiersten Elliott, Dean, Community and Academic Relations has requested to work Tiffany Ingro out of class as an Administrative Assistant III from 05/26/17 to 08/27/17. Tiffany Ingro is employed in permanent status as an Administrative Assistant II. The request for this position was to cover the duties of the incumbent who was out of the office. Ms. Ingro was asked to perform Administrative Assistant III duties which covered more than 50% of her daily assignment. Ms. Ingro meets the minimum entrance requirements of this classification. The duties assigned included, but were not limited to:

• Supporting the Senior Director.

• Responding to correspondence relating to confidential and complex matters.

• Act as a liaison between administrator and internal/external contact, conferring on

matters requiring administrator’s input/action.

• Processing materials for department budgets, utilizing spreadsheets to maintain budgets

and organize records.

• Monitor expenditures, create requisitions for supplies.

Merit Rule 3.2.10 Working Out of Class (Education Code Section 88010, 88087) 3.2.10

B. CONCEPT OF WORKING OUT OF CLASSIFICATION


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1. Each classified employee shall be required to perform the duties of the position approved by the Board and classified by the Personnel Commission for the class to which he or she is assigned. An employee may be required to perform other related duties consistent with the concept of the classification to which the position is assigned. 2. Classified employees shall not be required to perform duties and responsibilities which are not fixed and prescribed for their positions or are not consistent with the concept of the classification of their current position for any period of time which exceeds five (5) working days within a fifteen (15) calendar day period, or equivalent (i.e., four 10-hour working days within a fifteen (15) calendar day period) except as provided by this rule. 3. Working out of class assignments are designed for temporary situations and shall not be used to place an employee in a long-term or permanent assignment in a higher or different classification. No employee shall be assigned to work out of class beyond the time limits specified in Merit Rule 7.2 (Provisional Appointments) and Merit Rule 7.4 (Limited Term Appointments). B. Procedure for Supervisor Requesting Approval for Working Out of Class 3. The Director of Classified Personnel will advise the Office of Human Resources of the findings and shall present those findings, including the recommended pay differential, to the Personnel Commission for approval. Confirmation of this approval shall then be sent by the Personnel Commission to the Supervisor and the employee, and forwarded to the Board of Trustees for final approval. Agreement between Santa Monica Community College and CSEA, Chapter 36, Article 11 11.7 Work out of Classification 11.7.1 Definition:

Working out of classification assignments shall not exceed a period of ninety (90) working days per fiscal year and no more than ninety (90) days in any one hundred eighty (180) day period.

11.7.3 Compensation:

a. In the event that an employee is assigned duties at a higher classification as defined above and those duties make up at least fifty percent (50%) of the employee’s daily assignments, the employee salary shall be adjusted as set forth in Section 11.4.1.

b. If those duties make up less than fifty percent (50%) of the employee’s

daily assignment, the District shall pay the employee equal to one half (1/2) of the stipend that would have been paid under sub division a (above)


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11.4 Salary on Promotion

11.4.1 When an employee is promoted to a position in a higher salary range, he/she shall receive the next higher dollar amount above his/her present rate of pay, but not less than the minimum of the new salary range. If that amount is less than a one-step (5%) increase, the employee shall be placed at the next higher step over that authorized above.

RECOMMENDATION It is recommended that the Personnel Commission approve the request for working out-of-class for one hundred percent (100%) of the stipend as indicated under subdivision a of CSEA, Chapter 36, Article 11.7.3.b. (above). DISPOSITION BY THE COMMISSION MOTION MADE BY: Barbara Greenstein SECONDED BY: Lawrence Leone AYES: 5 NAYS: 0 ABSTENTIONS: 0 Amendments/Comments Commissioner Jansen requested an explanation of the time line and asked if the employee was working out of class since May and had not been compensated. Carol Long, Director of Classified Personnel, responded that the working out of class request was completed once it was found that the employee was working out of class since May so this request is to be retroactive. Motion was passed.


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V. CONSENT AGENDA

(All items will be considered and approved in one motion unless removed by a Personnel Commissioner for discussion.)

# ITEM Page

7 Certification of Seniority List: • Asset Manager 23

8 Examination Schedule:

• Central Plant Operator • Enterprise Business Services Specialist

25

9 Ratification of Eligibility Lists:

• Programmer Analyst • Skilled Maintenance Worker

26

10 Approval of Minutes 27 DISPOSITION BY THE COMMISSION MOTION MADE BY: Joy Abbott SECONDED BY: Lawrence Leone AYES: 5 NAYS: 0 ABSTENTIONS: 0 Amendments/Comments Motion was passed.

VI. ADVISORY ITEMS (These items are presented for the Commission’s review – no action is required)

# ITEM Page 11 Recruitment & Examination Status Report – Information Only 28


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AGENDA REPORT NO. 7 SUBJECT: CERTIFICATION OF SENIORITY LIST: ASSET MANAGER DATE: October 18, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel

As part of the continuing practice to update and maintain Seniority Lists for the District, we present for your approval the following seniority list below. Per Merit Rule 13.1.4 seniority lists are to be approved by the Director of Classified Personnel and certified by the Personnel Commission before they are used. Employees must be given a 5 working day review period before the lists are approved. During the review period an employee who believes an error has been made in his/her seniority computation is to notify the Director of Classified Personnel who will determine if a recomputation is appropriate. It is recommended that the Personnel Commission certify the following seniority list effective October 18, 2017: Classified Employees and Classified Managers Asset Manager

______________________________________________________________________

13.1.4 SENIORITY LISTS

A. Seniority lists shall be prepared or updated for each class as necessary. When each list is initially established, it shall be approved by the Personnel Director and certified by the Personnel Commission before it is used.

B. When a seniority list is initially established or updated, the list shall be made available to the employee(s) for review during a five (5) working day period before it is approved.

C. During the prescribed review period, an employee who believes that an error has been made on his/her seniority computation shall notify the Personnel Director, who shall review the computations together with any additional information provided by the employee. The Personnel Director shall determine if a recomputation is appropriate and present an appropriate recommendation for action by the Personnel Commission.

D. Seniority lists that are maintained will be available for inspection in the Classified Personnel Department.


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DISPOSITION BY THE COMMISSION MOTION MADE BY: Joy Abbott SECONDED BY: Lawrence Leone AYES: 5 NAYS: 0 ABSTENTIONS: 0 Amendments/Comments Motion was passed.


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AGENDA REPORT NO. 8 SUBJECT: EXAMINATION SCHEDULE DATE: October 18, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José Guzmán, Personnel Technician It is recommended that the Personnel Commission approve the following Examination Schedule:

Class Title Field of Competition Time

Central Plant Operator Promotional & Open Competitive 3 weeks

Enterprise Business Services Specialist Merged Promotional & Open Competitive 3 weeks



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AGENDA REPORT NO. 9 SUBJECT: RATIFICATION OF ELIGIBILITY LISTS DATE: October 18, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician

Class Title Field of Competition Promotional Total On List

Expiration Date

Programmer Analyst Merged Promotional & Open Competitive 0 3 09/24/18

Skilled Maintenance Worker Merged Promotional & Open Competitive 0 16 10/01/18



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AGENDA REPORT NO. 10 SUBJECT: APPROVAL OF MINUTES DATE: October 18, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel Approval of the minutes for the following meetings of the Santa Monica College Personnel Commission:

Regular Meeting – September 20, 2017 Special Meeting – October 9, 2017



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AGENDA REPORT NO. 11 SUBJECT: RECRUITMENT AND EXAMINATION STATUS REPORT –

INFORMATION ONLY DATE: October 18, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician This item is presented for the Commission’s review—no action is required. Please see next page.


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VII. ADJOURN AT 12:43 P.M. DISPOSITION BY THE COMMISSION Amendments/Comments Motion to adjourn was passed. MOTION MADE BY: Lawrence Leone SECONDED BY: Joy Abbott AYES: 5 NAYS: 0 ABSTENTIONS: 0 The next regular Personnel Commission meeting is scheduled for:

Wednesday, November 15, 2017 at 12 P.M. in the Santa Monica College Board Room,

Business Building, Room 117 at 1900 Pico Blvd, Santa Monica, California.

As required by law, this agenda for the Wednesday, October 18, 2017, Regular Meeting of the Santa Monica College Personnel Commission was posted on the official District website and bulletin boards, no later than 72 hours prior to the date and time of this meeting.

Documents

PERSONNEL COMMISSION MINUTES - smc. The card to speak during Agenda Items must be submitted to the recording secretary at the ... Commissioner Metoyer, Chair. X . Commissioner Abbott,