213 Promotional Exams and Review Policy.pdf

Bonita Springs Fire Control and Rescue District Policy & Procedures Handbook 213 Promotional Exams and Review Policy Effective Date: June 1, 2014 Revision Date: Testing This Policy is to set forth the procedure for administering and reviewing all promotional exams deemed necessary by the Chief or hi...

Bonita Springs Fire Control and Rescue District Policy & Procedures Handbook 213 Promotional Exams and Review Policy Effective Date: June 1, 2014 Revision Date: Testing This Policy is to set forth the procedure for administering and reviewing all promotional exams deemed necessary by the Chief or his/her designee. This policy will apply to all employees unless otherwise stated in a Collective Bargaining Agreement. The District will set forth a set of minimum requirements for the position being tested. These requirements shall be limited to the ones stated in the Position Description for that position being tested. If the requirements posted on the notice are less than those in the Position Description, a reason must be given on the notice. Minimum requirements will be posted at least (60) sixty days prior to the exam date. The notice will list the study materials which the written test will be based on, along with the time, place, and any other important information needed in order to sit for the promotional exam. All eligible candidates must submit a request to test in writing along with proof that they meet the qualifications set forth from above. This must be done (30) thirty days prior to the exam date. On the day of the exam all candidates must wear the Class A uniform (less the hat) in order to sit for the exam. If a candidate arrives out of uniform then the Candidate will not be allowed to take the exam. If the Candidate is late and has not notified the exam proctor, the Candidate will not be able to sit for the exam. Each candidate will be allowed to bring in personal items but only in a clear eight by eleven inch (8”x11”) bag. Restricted materials include: briefcases, portfolios, backpacks, purses, fanny packs, cameras, tape recorders, computers, calculators, watches with memory capability, and electronic organizers, electronic tablets, radios, beepers, cell phones, electronic transmitting devices, any personal defense items, and any notes. Each candidate will be given the following items: answer sheet, test booklet, and a pencil with a working eraser. The Proctor will give any other instructions and advise candidates when to start the exam. Each candidate will be given no more than (3) three hours to complete the written portion of the promotional exam. The Candidate will turn in the answer sheet, test booklet, and pencil to the Proctor when they complete the exam or when the time has expired. If there is a scenario and/or oral review portion the candidate will be notified of time and place to report. A candidate will receive the results of the promotional exam within (2) two weeks of completing the exam. If a scenario and/or oral review is conducted, the review panel will consist of members selected by Administration and shall be the same for the entire process. Each candidate will be given (1) one hour for the scenario/oral review unless otherwise posted. Each reviewer will be given a note pad, scenario(s), oral review questions (approved by HR division or designee), and a score sheet. At the completion of the scenario and/or oral review portion, all the above items will be submitted to the Proctor. Grading The written test will be scored using the following methods, the total number of questions is taken and then divided by (100) one hundred giving you a point value for right answers only going out to the Page 34 of 145 Bonita Springs Fire Control and Rescue District Policy & Procedures Handbook hundredth or (2) two decimal points, i.e.: 125 /100= .80 for every right answer. Seventy percent (70) will be considered a passing score unless otherwise posted prior to the exam being taken. If a question(s) is deemed invalid then the same method will be used to recalculate the point’s value. At the Fire Chiefs discretion the written test may be thrown out and redone if more than (10) ten % of the total questions on the exam are determined to be invalid. Another option is if more than (10) ten % of the total questions are deemed as invalid then the following method may be used; all questions will be put back into the system and the original point’s value reestablished. Those questions will not count for, or against, a person’s final score. The change in grading occurs when multiple questions are deemed invalid, it could skew the entire testing process. The Fire Chief shall make the final judgment on which method will be used. The scenario and/or oral review portion of the testing procedure is somewhat subjective. Depending on the promotional exam given, a Candidate may have (1) one or (2) two scenarios. This will be determined when the original notice is posted along with types of scenarios. Reviewers read the scenario to the Candidate, as the Candidate is going through the scenario the reviewers may take personal notes for reference, they may also ask for clarification on answers. Reviewers should not offer answers or guidance to the Candidate during the testing procedure. When the scenario portion is completed and if there is an oral review, it will be conducted at this time. Subjective question(s) will be asked of the Candidate, approved by HR division or designee. If the reviewers need to ask additional questions they may do so if they pertain to an answer given by the Candidate. Scoring on both of the above will be done at the conclusion of the entire testing system. Candidates are being evaluated against everyone that is being tested. Reviewers will record the candidates scores on the provided score sheets, each reviewer will be required to turn in a scoring sheet along with any notes for each candidate (if notes were taken) who is tested. The notes will be transcribed and then approved/accepted by each reviewer who wrote them. These notes will be placed with the testing records. Review/Challenging Each candidate will be provided the opportunity upon request to review the written and/or scenario and/or oral review parts of the test. The written test of a candidate may be reviewed and questions may be challenged by the candidate within (21) twenty-one days of issuance of the test results. Questions that are challenged will be evaluated by the test author(s). If at any time any question(s) are challenged or determined to be invalid or if the answer keys is incorrect then the question(s) will be treated like all other question(s) as before on this test (see above). Review/Challenging Cont. If the Candidate is not satisfied with the author(s) or District’s designee’s answer, they have the right to grieve the question under the District’s Policy and Procedure, with the Fire Chief making the last and final decision. The scenario and/or oral portion of the test may be reviewed, but content may not be grieved because this is a subjective test. The Candidate also has the right to review the transcribed notes if he/she wish. The notes are not subject to the grievance procedure because of the subjectivity involved. After (90) ninety days from when the exam was given no one will be granted access to the exams for review. If a candidate makes a public record request to see their exam then they will be not allowed to set for any promotional exam that they have reviewed until the test has been changed. Examination Page 35 of 145 Bonita Springs Fire Control and Rescue District Policy & Procedures Handbook questions and answer sheets of examinations administered by governmental entities for the purpose of licensure, certification, or employment are exempt from mandatory disclosure requirements. Section 119.071 (1) (a), F.S... However, the examinee possesses only the right to review his or her own completed examination and may not make or obtain copies of that examination. AGO 81-12. Posting of Results The final results will be emailed and posted no later than 45 (forty-five) days from the competition of the exam procedure. The position being tested for determines the length of the Candidate list and the duration of the list. This will be on the original notice announcing the exam. After the posting, the list is final, no points will be added or deducted until the expiration of that list. There will be no final posting of the results until all grievances have been completed. The Fire chief will make the final decision on all promotions. Procedure for Ranking and Choosing for Promotion The Fire Chief has sole discretion as to the methods and procedures by which the Candidates will be ranked at the end of the process. The original posting will specify the methods and procedures that will be utilized to rank Candidates. This may be done in many different ways; written test plus scenarios plus oral review and any extra points that may be awarded. Ranking will not be limited to only the above way again it will be posted prior to the exam being taken. Once the rank order has been established it will be posted and emailed to all the Candidates. Selection for promotion shall be made from the current eligibility list as follows: One Vacancy Select from the top (3) three ranked Candidates Two Vacancies Select from the top (4) four ranked Candidates Three Vacancies Select from the top (5) five ranked Candidates The Fire Chief will have final say in all promotions. Special Needs Candidates Chapter 61-11.008, Florida Administrative Code, states the District will provide reasonable and appropriate accommodation to candidates with physical, mental, or specific learning disabilities to the extent permitted by cost, administration restraints, security considerations, availability of resources and as required by law. Candidates requesting Special Accommodations should contact the District immediately upon receipt of the notice that the exam is going to take place. Retention of Records All materials described in this are public records as defined pursuant to section 119.011(12) Florida Statutes and will be preserved and destroyed in accordance to General Records Schedule GS1-SL for State and Local Government Agencies. Provided however, examination questions and answer sheets are exempt for public records requests other that the request by an examinee to review his/her completed examination. Page 36 of 145