1108 - Steps in the Selection Process (Historical View)

Status: Active

Change Notes

Policy Created.

Category

Selection

Audience List

• Examination Analysts
• Human Resources Chiefs
• Personnel Analysts
• Personnel Officers

Synopsis

This section provides an overview of the steps of the California civil service selection process.

Introduction

The Department of Human Resources (CalHR) and the State Personnel Board (SPB) work in partnership to create laws, rules, regulations, policies, and best practices that support a merit-based selection process. Departments must adhere to all applicable civil service laws, rules, regulations and policies set forth by CalHR and SPB. This process establishes guidelines for operating a fair, impartial, and legally defensible selection process.

Statement

Six Steps of the California State Service Selection Process

The selection process consists of the following six steps:

1. Examination Planning
2. Job Analysis Study
3. Examination Development
4. Examination Administration
5. Examination Audit and Finalization
6. Hiring Process

Examination Planning - review archival job analysis and examination information, if any; determine examination base; identify locations; determine timelines; identify subject matter experts; develop a work plan.

Job Analysis Study - conduct job audits; create tasks and knowledge, skills, ability and other characteristics (KSAO) statements with Subject Matter Experts (SMEs), create and administer survey; analyze survey data; complete selections options matrix; create job analysis report.

Examination Development - identify and develop examination assessment tools; develop rating criteria and scoring process; determine pass point; validate examination.

Examination Administration - identify testing locations, confirm test dates, reserve test locations, secure test administrators, conduct examination administration orientation; audit test materials; administer examination; rate/score the examination.

Examination Audit and Finalization - audit/finalize scores; establish eligibility lists; create results letters; notify candidates of examination results; notify hiring authority of established eligibility list; perform examination documentation; execute retention procedures.

Hiring Process - create or revise duty statement; submit request for personnel action; create vacancy announcement; advertise vacancy; identify and create application review criteria and/or create hiring and other assessment tools; conduct recruitment/hiring process; select/appoint candidate to the vacant position.

Be sure to consider the unique needs of each selection process. Departments may modify the process by including additional steps, e.g., background investigations, that may be required or that can be added to improve the selection process.

Application

Authorities

Resources

Forms

• Selection Process Flow Chart: Selection Process Flow Chart
• Steps in the Selection Process Checklist: Steps in the Selection Process

Authorized By

Chief, Policy Division
, State Personnel Board

Chief, Selection Division
, California Department of Human Resources

Contact Person

Selection Division
Selection Division,
Phone: 916-323-0840
Email: SDPolicy@calhr.ca.gov

Superseded Policies