Conversion of Appointment Type (03)

Overview

The Conversion of Appointment Type (COAT) transaction is used to change an employee’s appointment type while maintaining the same title. Typically, this is a change from a provisional, temporary, or interim appointment to a permanent appointment in the same title.

AA’s may only use this transaction if the appointment type is RAN. All other appointment types must be entered by CSC staff.

TO ACCESS THE CONVERSION OF APPOINTMENT TYPE SCREEN

From the Menu Bar, select New Transaction. The Select Transaction screen will display. From the “Select Transaction” drop-down menu, select 03-Conversion of Appointment Type. A new, blank Employee ID field will display.

Type the employee’s Employee ID number.

THE EMPLOYEE ID LOOKUP WINDOW

If the Employee ID number is not known, click the LOOK UP button. An EMPLOYEE ID LOOKUP WINDOW will open.

To search by Social Security Number, position the cursor on the EMPLOYEE SSN field and type the employee’s SSN. Dashes and/or spaces are not permitted.

To search by Name, position the cursor on the LAST NAME field. Type all or part of the employee’s last name. The employee’s first name may also be entered to narrow the search.

Click the SEARCH button. One or more employee records will display. In the SELECT column, click on the box next to the desired employee. The user will return to the Select Transaction screen, and the Employee ID field will be populated.

The system will default to the current date as the transaction Effective Date.

If this date is correct, click SUBMIT.

If this date is not correct, open the calendar and select the correct date. Click SUBMIT.

The Conversion of Appointment Type (03) screen will display.

The CONVERSION OF APPOINTMENT TYPE Screen

When the screen displays, the fields in the CURRENT section will be populated automatically with the employee’s most recent employment information. These fields are not keyable.

REQUIRED FIELDS

The following field on the Conversion of Appointment Type (03) screen requires input by the user at all times:

Appointment Type

Additional fields may become required based on the Appointment Type selected.

CONVERTING AN APPOINTMENT TYPE

APPOINTMENT TYPE – This is a required field. From the drop-down menu, select the code for the employee’s new Appointment Type. Valid Appointment Types for a Conversion of Appointment Type transaction are:

- RA4	- RAQ	- RLP
- RAC	- RAR	- RLW
- RAN	- RAS
- RAO	- RCP
- RAP	- RCW

Appointing Authorities may only select an RAN (Regular Appointment, Non-Competitive) appointment type. All other appointments must be entered by staff of the Civil Service Commission.

QUALIFYING EXAM DATE – This display-only field is only applicable for Appointment Type RAQ (Regular Appointment, Qualifying).

The Effective Date of the transaction will automatically display as the Qualifying Exam Date.

BASE SALARY ($) – This is a required field that will be auto-populated with the current base salary of the employee. If there is a change in base salary, indicate it here. The salary should be entered in numeric format with no comma or dollar sign.

EXTRA SALARY – This field indicates that an employee is to be paid extra money in addition to the amount specified in the BASE SALARY field. If applicable, enter the amount in numeric format with no comma or dollar sign.

TOTAL SALARY – This field is system-calculated by adding the BASE SALARY and EXTRA SALARY fields.

SPECIAL AUTHORIZATION – This is a free-form field that is required if the Appointment Type is one of the following:

RCP - Regular Appointment, Commission Action, Permanent
RCW- Regular Appointment, Commission Decision, WTP

Type the reason for the conversion of appointment type.

EFFECTIVE DATE – This is a display-only field. It will display the date previously entered on the Select Transaction screen.

WORKING TEST START DATE – The system will initiate a working test period (the requested Effective Date will equal the Working Test Start Date) when both of the following are true:

The requested Appointment Type is one of the following:

RA4 – Regular Appointment under Rule 4A:4-2.7 Promotion
RAC – Regular Appointment, Conditional
RAN – Regular Appointment, Non-Competitive
RAO – Regular Appointment from an O/C List
RAP – Regular Appointment, Promotion
RAQ – Regular Appointment, Qualifying
RCW – Regular Appointment, Commission Decision, WTP
RLW – Regular Appointment, Legislative Action, WTP

The request is not retroactive.

If the request is retroactive and the requested Appointment Type is “RA4,” “RAN,” “RAO,” “RAP,” “RAQ,” “RCW,” or “RLW,” the working Test Start Date is optional. If a date is entered, it cannot be earlier than the request Effective Date.

WORKING TEST END DATE – This field is system-generated. If the Working Test Start Date field is populated, the system will automatically display a Working Test End Date that is three months (or twelve months for some Police and Fire titles) after the Start Date. This may not be changed.

NJAC DATE – This date will equal the Effective Date of the transaction, if the following criteria are met:

The employee’s CURRENT appointment type must be PAP (Provisional Appointment Pending Promotion), and the NEW appointment type must be RA4 (Regular Appointment under Rule 4A:4-2.7 Promotion).

If an EXAM SYMBOL is specified, it must begin with “P”

CERTIFICATION NUMBER –This field is required for the following Appointment Types:

RAC – Regular Appointment, Conditional
RAO – Regular Appointment from an O/C List
RAP – Regular Appointment, Promotion
RAR – Regular Appointment from a Regular Reemployment List
RAS – Regular Appointment from a Special Reemployment List

It is optional for Appointment Type RA4 (Regular Appointment under Rule 4A:4-2.7)

The appropriate certification number will display in this field automatically. Keep in mind, however, that CAMPS verifies the certification and symbol numbers against an automated certification system (RAPS). Because of this, the certification must be returned to the Civil Service Commission, and properly disposed of, before the certification number will display on this screen.

MSB or CONSENT may also be entered in the Certification Number field, when the appointment is the result of a Merit System Board decision or a Consent Decree. However, these codes can only be entered by staff of the Civil Service Commission. If either of these codes is used, comments are required. Additionally, the EXAM SYMBOL field will automatically display “NONE.”

EXAM SYMBOL – This field is required for the following Appointment Types:

RAC – Regular Appointment, Conditional
RAO – Regular Appointment from an O/C List
RAP – Regular Appointment, Promotion
RAR – Regular Appointment from a Regular Reemployment List
RAS – Regular Appointment from a Special Reemployment List

It is optional for Appointment Type RA4 (Regular Appointment under Rule 4A:4-2.7)

The Exam Symbol field will automatically be populated in conjunction with the Certification Number field.

LEGISLATION CITATION – This is a free-form field that is required if the Appointment Type is:

RLP – Regular Appointment, Legislative Action, Permanent
RLW – Regular Appointment, Legislative Action, WTP

Type the appropriate citation code that authorizes the new appointment.

COMMENTS – This field is optional for Conversion of Appointment Type transactions.

PRIOR COMMENTS – This is a display-only field. All text previously entered in the Comments field will be automatically moved to the Prior Comments field after the transaction record is submitted. The system will capture and display the Logon ID of the user and the date and time that the comment was submitted.

After completing all the necessary fields, select one of the following:

SUBMIT will edit the data entered. If any errors exist, an error message will display at the top of the screen. The user must correct the identified error(s) and click SUBMIT again. The transaction will be moved to the inventory with a status of “New.”

SAVE will not perform any edits on the data entered. The transaction will be moved to inventory with a status of “Incomplete.” It may then be accessed from the Inventory and finalized at a later time.

DELETE is an appointing authority function that is only available after the record has been submitted and moved to inventory, and prior to review by CSC (i.e. its status must be “Incomplete,” “Pending AA Approval,” “New,” or “Future”). The appointing authority may access the record from the inventory and delete the entire transaction.

CANCEL will cancel the current transaction and return the user to their Home Page. All information previously entered will be discarded.

CSC REVIEW FIELDS

The following fields are reserved for Civil Service Commission use only.

DOCUMENT RECEIVED (DPF31’s) – This field is used only for Discipline transactions. It is not required for Conversions of Appointment Type.

CERTIFIED SIGNATURE RECEIVED – A check in this field indicates that the Civil Service Commission received any necessary documentation from the appointing authority.

RETURN REASON - This field is only applicable if the Transaction Status is “Under HRM Review” or “Under HRIS Review.” It is used to return transactions that are incomplete or require additional information.

ASSIGNED TO – This field displays the Logon ID of the CSC staff member who is responsible for reviewing and/or approving the transaction.