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Philadelphia Civil Service Regulations

Table Of Contents
. . .
  1. Purpose

  2. Definitions

  3. Preparation, Adoption and Revision of Regulations

  4. Exemptions from Civil Service

  5. Classification Plan

  6. Pay Plan

  7. General Requirements for Applicants

  8. Applications

  9. Examinations:
    9.01, 9.05, 9.10+

  10. Eligible Lists

  11. Requisitions, Certification and Appointment

  12. Limited-Term Appointments

  13. Assignments and Transfers

  14. Probationary Period

  15. Resignation, Reinstatement, Restoration and Retirement

  16. Layoffs

  17. Dismissals, Demotions, Suspensions and Appeals

  18. Hours of Work

  19. Holidays

  20. Vacation Leave

  21. Sick Leave

  22. Leaves of Absence

  23. Performance Reports

  24. Working Conditions

  25. Records and Reports

  26. Training of Employees

  27. Safety, Health, Welfare and Recreation

  28. Labor Relations

  29. Political Activity

  30. Residence Requirement

  31. Interim Regulations

  32. Injury and Disability

  33. Miscellaneous Regulations



Alphabetical Index
. . .


A B C D E F G H I J K L M N O P Q R S T U V W X Y Z


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9. EXAMINATIONS

(continued, 9.05 to 9.09999)


9.05 - QUALIFYING TESTS

  • 9.051 - MEDICAL AND PSYCHIATRIC.
    No numerical score or grade shall be assigned to the result of a medical examination or a psychiatric examination. When the examination includes a medical or psychiatric examination, such parts may be administered after the eligible list has been established, in which event eligibles shall be notified to appear for such examinations in such numbers and at such times, before or after certification for appointment, as the Director may determine to be necessary or convenient. Failure to pass either of these examinations shall disqualify the eligible for appointment.

    • 9.0511 - Retest.
      An eligible who fails a medical or psychiatric examination by reason of a condition determined by the examining physician to be remediable may, during the life of the eligible list and at the discretion of the Director be permitted one or more medical or psychiatric re-examinations. Should the examiners determine that the disqualifying condition has been remedied and that no other disqualifying condition exists, the eligible's name shall be placed on or restored to the list without prejudice to appointments and certifications previously made.
  • 9.052 - OTHER QUALIFYING TESTS.
    The Director, at his discretion may, in the examination announcement or before the first part of the examination is held, declare a part of the examination to be likewise a qualifying part to be scored only "pass" or "fail" and to be administered to competitors either before or after the eligible list has been established or both. Competitors shall be notified to appear for such qualifying part in such numbers and at such times as the Director may determine to be necessary or convenient. No retest privilege shall be granted.
  • 9.053 - QUALIFYING EXAMINATIONS FOR EMPLOYEES TRANSFERRED FROM OTHER GOVERNMENTAL AGENCIES.
    Every employee holding a position with a governmental agency (other than the City), or a component part of such agency, at the time of the adoption of a law or the entering into of an appropriate agreement between the City and the agency to transfer such agency to the City government, shall, upon such transfer becoming effective, be transferred to the Civil Service and shall be continued in his position, provided that, within six (6) months of the date of his transfer to the Civil Service he passes a qualifying test prescribed by the Director. In the event that any such employee fails to so qualify he shall be dismissed from his position within thirty (30) days after the promulgation of the results of the qualifying examinations. Nothing herein shall preclude the reclassification or reallocation pursuant to the Regulations of any position held by any such employee.

9.06 - SCORING PROCEDURES.

  • 9.061 - DETERMINING KEY ANSWERS.
    Before a controlled answer written test is given, the Director shall determine for each question therein the most acceptable and correct answer among the choice of answers given. After the test has been held and at any time prior to the expiration of the appeals period prescribed by this Regulation, and the period required for determination of any appeal filed during this period, the Director may determine, for any question, upon statistical analysis of the competitors' answers or other adequate evidence or both, that: (a) there is more than one equally acceptable and correct answer to the question, in which case all such equally acceptable and correct answers shall be counted as right answers in scoring the test, or (b) that there is no correct answer to the question or that the question is inappropriate, in either of which cases the question shall be omitted from consideration in scoring the test.
  • 9.062 - DETERMINING THE MINIMUM PASSING SCORE.
    Before the identity of any competitor in a part has been disclosed by opening the identification envelopes for that part, the Director shall, except as in cases provided for under Section 9.063, determine the minimum passing score for that part, and failure of a competitor to obtain the minimum score required shall be grounds for the Director to declare the competitor as disqualified from completing the other parts of the examination, or, if the competitor has completed and been rated in all other parts, for declaring the competitor as having failed in the entire examination. In an oral test, in which the identity of competitors cannot adequately be concealed, the Director shall determine the minimum passing score before the oral test is held.

    In determining a minimum passing score, the Director may take into consideration any or all of the following factors which may be pertinent:
    1. the minimum competence required for the performance of the duties of the class;
    2. the quality of the competitors competing;
    3. the difficulty and length of the test;
    4. the number of existing and anticipated vacancies to be filled;
    5. the recommendations of appointing authorities or other experts;
    6. reasonable economy of examining time and expense;
    7. the shortage or surplus of qualified competitors;
    8. any other pertinent considerations.
  • 9.063 - DETERMINING THE NUMBER OF COMPETITORS TO BE PASSED.
    Whenever the Director anticipates that the number of competitors in an examination will be greatly in excess of expected vacancies, he may determine the maximum number of competitors who will be given passing scores for any part or for the entire examination. This determination shall be made and announced to the competitors before the holding of the part to which it applies.
  • 9.064 - CONVERTING SCORES TO GRADES.
    A successful competitor's final average to be used in establishing rank on the eligible list shall be determined by converting his score earned on each separate part into a grade in the following manner: The score earned by each competitor for each part shall be assigned by a rater(s) using any scale approved by the Director for that part and then be converted into a grade between 0 and 100
    1. by assigning the grade of 70 to the score determined to be the minimum passing score, and
    2. in mathematical proportion, by assigning grades between 70.01 and 100 to scores in excess of the score determined to be the minimum passing score, and
    3. in mathematical proportion, by assigning grades between 0 and 69.99 to scores less than the score determined to be the minimum passing score, and
    4. any grade not less than 69.5 and not more than 69.99 shall remain unchanged but shall be a passing grade.
  • 9.065 - DETERMINING FINAL AVERAGES.
    When an examination includes more than one part, the grades of a competitor for each part shall be weighted, using the predetermined weights, and averaged to determine his final average for the examination. When an examination consists of only one part, the grade of a competitor shall be his final average.
  • 9.066 - ADDITIONAL CREDITS ON EXAMINATIONS.
    Only those competitors who have achieved a final average passing grade in an examination shall receive additional credits to which they may be entitled for veterans preference, performance ratings, or seniority or other factors as defined by these regulations.
  • 9.067 - RANK ON ELIGIBLE LISTS.
    Rank on an eligible list shall be in order of relative excellence in the examination as determined by the final passing average grade plus, in the case of an open competitive list, credits authorized by law for veterans preference, or, in the case of a career advancement or promotional list, plus credits as prescribed by the Regulations for performance ratings and seniority.

    When two or more competitors have the same final average (including credits), rank order among the tied competitors shall be determined by ranking their names: (a) first by their grades on the part of the examination which has the greatest weight, and (b) such as remain tied, either by priority of the time of filing their applications or such other appropriate procedure as the Director may determine.

    Rank on a consolidated list shall be determined by the above procedure just as if all of the eligibles had competed in a single examination.

9.07 - NOTICE OF EXAMINATION RESULTS.
Each person competing in any examination shall be given written notice of his final average, and, in examinations other than continuous, of his rank on the eligible list, or of his failure to attain a place on the eligible list.

9.08 - EXAMINATION PAPERS PRIVILEGED.
Examination papers of candidates are privileged papers and are not subject to public inspection or examination. Subject to the approval of the Department of Records, examination papers of candidates are not considered needful to the current or anticipated future work of the Director and are not appropriate for preservation beyond the periods designated herein. The papers of competitors who receive less than a passing grade may be destroyed after a period of six months from date of promulgation of the eligible list, while the papers of those who were placed on an eligible list but did not obtain appointment may be destroyed after a period of two years following promulgation date of the eligible list.

9.09 - REVIEW OF EXAMINATION RESULTS, CORRECTION OF RATINGS AND APPEALS.
Persons competing in an examination shall be permitted to inspect their ratings and examination papers within the time limits prescribed in this Regulation and under such conditions as the Director may determine.

A competitor who believes an error has been made in his/her rating, and who wishes to appeal for correction of his/her rating, shall appeal, in writing, to the Director within the time limits and according to the procedures prescribed in Regulation 9.09 and in the format the Director may prescribe.

  • 9.091 - REVIEW AND APPEALS PERIOD AND PROCEDURES.
    The Director shall identify one of the following procedures to be used for the review and appeal of each examination. The procedure shall be described on the examination announcement. If no procedure is included in the examination announcement, the procedure described in Regulation 9.091B will be used.

    Any changes to the procedures made subsequent to the examination announcement will be communicated to all candidates prior to the administration of the examination. The period provided for reviewing examination results and/or filing an appeal shall be determined by the Director, but shall not be less than seven (7) days.

    • 9.091A - APPEALS BEFORE SCORING. The Director may determine and announce to competitors that during a specified period, not exceeding thirty (30) days, immediately following the date of holding of the test and prior to scoring, examination questions and key answers may be reviewed by competitors and appeals to the key answers filed. The candidates shall be permitted to file a written appeal during the test review for any test item that the candidate believes to be factually incorrect or for any test item that the candidate believes to have been keyed incorrectly. The appeal must be in writing and must include an explanation of why the test item should be corrected. The Personnel Department will review and respond in writing to all such appeals, informing the candidate of the disposition of the appeal. After the test has been scored, candidates may review their answer sheets to determine if they have been scored correctly, and appeal will be restricted to scoring.

    • 9.091B - APPEALS AFTER SCORING. Examination questions and key answers may be reviewed and appeals to the key answers may be filed during the thirty (30) calendar days immediately after the date of mailing to the competitor of official notice of examination results. The Director may determine, however, that a shorter period is necessary for the good of the service and shall announce to competitors the shorter period, which shall not be less than ten (10) days. A candidate may, for the sole purpose of filing an appeal under this section, be permitted to copy a brief outline of any question, which the candidate has answered incorrectly. If the Director determines that the candidates can not copy examination questions, the candidates shall be permitted to file a written appeal during the review for any question that the candidate has answered incorrectly. The appeal must be in writing and must include an explanation of why the test item should be corrected. The Personnel Department will review and respond in writing to all such appeals, informing the candidate of the disposition of the appeal.

    • 9.091C - REVIEW AND APPEAL BY A PANEL OF SUBJECT MATTER EXPERTS. The Director may determine and announce to competitors that the review of test items will be restricted to the review by a panel of subject matter experts who have been selected according to a method determined by the Director. This panel will review the test items prior to scoring and will make any required corrections to the items. After the test has been scored, candidates may review their answer sheets to determine if they have been scored correctly, and appeal will be restricted to scoring.

  • 9.092 - SECURITY OF EXAMINATION QUESTIONS.
    Candidates must sign an agreement that they will not disclose the outline of questions, copied for the purpose of preparing an appeal, to any other person except for the purpose of perfecting their appeal and that, after the appeal has been submitted or after the appeals period has elapsed, whichever is later, they will not disclose the outlines of questions to any person, whether a competitor or not, for any reason. Candidates may be required to reveal the identities and credentials of anyone who reviewed the outline of test questions or who participated in the development of an appeal in any way.

    Any competitor who violates this undertaking shall be subject to the penalties prescribed in this Regulation.

    No person, whether a competitor or not, except properly authorized employees of the Personnel Department or other Civil Service Commissions, or the equivalent agencies, shall have in his/her possession official question booklets of the City of Philadelphia, or, except as permitted in this Regulation, questions from examinations given or to be given by the Personnel Department. Any person who violates this Section shall be subject to the penalties prescribed in this Regulation.


  • 9.093 - CORRECTIONS.
    If, after examination of any appeal for correction, or upon analysis of the test items and keyed answers, the Director finds any manifest error in content, rating, scoring, or computing the final average that would entitle any competitor to a passing score or that would change any competitor's rank on the eligible list, he/she shall make the required correction and place the names of the competitors on the eligible list in their proper ranks.

    If the correction in scoring applies to other candidates, it shall be made for all competitors to whom it applies. If such correction results in changing a passing competitor to failing, the name shall be removed from the eligible list. Candidates will be notified only of changes of rank on the eligible list. No correction made, however, shall invalidate or otherwise affect any appointment or certification made from the list prior to the time at which the need for the correction was determined.



CONTINUE TO REGULATION 9.10
Philadelphia Civil Service Regulations
Transmittal no.278 (Jan-22-2001)