Demotion (07)

Demotion (07)

Overview

A Demotion transaction is defined as moving an employee to a lower title as determined by the decrease in experience or education needed to perform the job as outlined in the specification. Additionally, moving from full-time to part-time, or a reduction in pay without a change in title, is considered a demotion.

TO ACCESS THE DEMOTION SCREEN

From the Menu Bar, select New Transaction. The Select Transaction screen will display. From the “Select Transaction” drop-down menu, select 07-Demotion. 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 Demotion (07) screen will display.

The DEMOTION 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 fields on the Demotion (07) screen require input by the user at all times:

* Appointment Type	* Compensation Method
* Title Code	* Request Reason Code

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

COMPLETING A DEMOTION Transaction

APPOINTMENT TYPE – This field is required for all Demotion transactions. It reflects the employee’s Appointment Type as a result of the demotion. Valid Appointment Types for a Demotion transaction are:

- IA	- RAO	- RCP
- PAL	- RAP	- RCW
- PAOC	- RAQ	- RLP
- PAP	- RAR	- RLW
- PAQ	- RAS	- TA
- RAN	- RAT

If the new Appointment Type is RAP (Regular Appointment, Promotion) or PAP (Provisional Appointment, Promotion), the old Appointment type must equal PAP (Promotional Appointment, Promotion).

RAQ Appointment Types may only be entered by CSC staff.

TITLE CODE – This is a required field. Type the 5- or 6-character title code that corresponds to the title in which the employee will be serving after the demotion, and click VALIDATE. The code will be validated against the Title Code Table.

The requested title code must have education and experience requirements that are lower than those of the employee’s current title.

If the title code is found and active, the system will display the corresponding TITLE NAME and CLASS OF SERVICE. These two fields are not keyable.

COMPENSATION METHOD – This is a required field. From the drop-down menu, select the appropriate compensation method.

If Compensation Method “06” (Part-time, Annual Salary) is selected, the Part-time Percentage field will be auto-populated with 50%. This value may be changed if desired.

REQUEST REASON CODE – This field is required for all Demotion transactions. Valid Request Reason Codes and entry criteria are as follows:

002 – Voluntary Pending Examination

New APPT TYPE must be PAOC or PAQ

EXAMPLE: An employee voluntarily demotes to a title requiring an examination, such as an open competitive exam (PAOC) or a qualifying exam (PAQ).

003 - Voluntary Demotion with RA Status and Working Test Period

New APPT TYPE must be RAN, RAO, or RAQ. A working test period is required.

EXAMPLE: An employee voluntarily demotes to a title from an open competitive list (RAO), or to a non-competitive title (RAN), or after having passed a qualifying exam (RAQ).

004 - Voluntary Demotion from Reemployment List

New APPT TYPE must be RAR or RAS

EXAMPLE: An employee is appointed to a title with a lower class code from a regular reemployment list (RAR) or a special reemployment list (RAS).

005 - Voluntary Demotion and Appointment to Prior Title

New APPT TYPE must be RAT

EXAMPLE: An employee who has RA status in a title with higher education and experience requirements voluntarily demotes to a prior held unrelated title (RAT).

006 - Voluntary Demotion to a Comparable Title with Permanent Status

New APPT TYPE must be RAT

EXAMPLE: An employee, who has RA status in a title with a higher class code, voluntarily demotes to an in-series title or a related title (usually a title right).

007 - Demotion Due to Disciplinary Action

New APPT TYPE must be PAQ, RAQ, RAN, RAT, or TA

EXAMPLE: An employee is demoted to a title with less education and experience requirements as a result of a disciplinary action.

Ø NOTE: This reason code may only be used if a prior Disciplinary action (Transaction Code 14) has been entered and approved.

008 - Layoff “Title Rights” Demotion NJAC 4A:8-2.1(B)

New APPT TYPE must be RAT

EXAMPLE: As a result of a reduction in force, an employee is appointed to a primary title right with less education and experience requirements.

009 - Demotion Due to Failed Working Test Period

The employee must currently be serving in a working test period.

Ø NOTE: An employee who received a regular appointment to a title with higher education and experience requirements and fails the working test period is entitled to return to his/her permanent title.

013 - Voluntary Demotion as an Alternative to Layoff 4A:8-1.2(C)4

New APPT TYPE must be RAT or TA

EXAMPLE: This action may be taken to lessen or avoid the possibility of a layoff. Employee participation is voluntary.

014 - Layoff Demotion to Prior Held Title 4A:8-2.2(F)

EXAMPLE: As a result of a reduction in force, an employee is appointed to a prior-held title (RAT).

016 - Layoff Demotion – Non-Title Right Option

EXAMPLE: As a result of a reduction in force, an employee accepts a demotion to an unrelated vacant title for which he/she meets the qualifications. There are no titles rights or prior-held positions available.

021 - Decrease in Base Salary

EXAMPLE: A jurisdiction’s legislators authorize a change in the salary range of a particular title, resulting in a decrease in the base salary of the title.

022 - Return to Permanent Title

Current APPT TYPE must be PAP, PAOC, TA, or IA
New APPT TYPE must be RAT

EXAMPLE: An employee serving PAP does not pass the promotional exam, and is returned to their permanent title; or an employee was affected by a layoff.

023 - Other – See Comments

EXAMPLE: The voluntary demotion is for a reason other than those described in Reason Codes 002-006. The Comments field must be used to describe the reason for the demotion.

WORK WEEK HOURS – This field is required if the Appointment Type is PAOC (Provisional Appointment, Open Competitive). If applicable, indicate the number of hours the employee works per week.
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 Action, WTP
RLP - Regular Appointment, Legislative Action, Permanent
RLW - Regular Appointment, Legislative Action, WTP

Type the reason for the demotion.

BASE SALARY ($) – This is an optional field. If necessary, indicate the base salary for the employee. The salary should be entered in numeric format with no comma or dollar sign.
EXTRA SALARY – This field indicates that the 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.
INTERIM REPLACED EMP ID – This field is required if the Appointment Type is IA (Interim Appointment).

Type the Employee ID of the person being replaced. (If the Employee ID is not known, click the Look Up box to search by Employee Name or SSN.)

If the Appointment Type of the replaced employee is not IA, the system will validate that the employee:

has permanent status or is serving in a working test period;
is currently on a leave of absence; on an indefinite suspension; or has been demoted or removed as a result of a disciplinary action;
is employed by the same jurisdiction as the replacement employee. Additionally, the title code of both employees must be identical.

If all of these conditions are met, the transaction will be accepted.

INTERIM THRU DATE – This field is required if the Appointment Type is IA (Interim Appointment).

From the calendar window, select the date that represents the end date of the interim appointment. If the replaced employee is on a leave of absence, the date must be less than or equal to the Leave End Date.

LICENSE CODE – This field is required if the Appointment Type is PAOC (Provisional Appointment, Open Competitive). From the drop-down box, select the license that is required by the title. If the title does not require a license, “NONE” is a valid selection.
SALARY RANGE MIN – This field is required for PAL, PAOC, and PAP Appointment Types. Type the minimum salary for the title. The salary must be entered with numbers only; dollar signs and/or commas are not permitted.

EFFECTIVE DATE – This is a display-only field that indicates the date that the demotion was effective. It will default to the current date.

If the Appointment Type is RAQ (Regular Appointment, Qualifying), the transaction Effective Date must equal the entered Qualifying Date.

WORKING TEST START DATE – This field indicates the start of the employee’s working test period. It is required for the following Appointment Types:

RAN - Regular Appointment, Non-Competitive
RAO - Regular Appointment from an O/C List
RAP - Regular Appointment, Promotion
RAQ - Regular Appointment, Qualifying
RAT - Regular Appointment, Title Change
RCW - Regular Appointment, Commission Decision, WTP
RLW - Regular Appointment, Legislative Action, WTP

WORKING TEST END DATE – This field is not keyable. If a Working Test Start Date is entered, the system will automatically calculate the Working Test End Date (three months or twelve months) based on the Title Code.
APPOINTMENT DURATION – This field is required if the Appointment Type is TA (Temporary Appointment). From the drop-down menu, select the amount of time for which the temporary appointment will be in effect.
PART-TIME PERCENTAGE – If Compensation Method “06” (Part-time, Annual Salary) is selected, this field will be auto-populated with 50%. This value may be changed if desired.
DOCUMENT SENT (DPF31’s) – This field is required if the Request Reason Code is 007 (Due to a Disciplinary Action). The appointing authority must check this box to indicate that the Civil Service Commission has been sent a copy of the written notification of the disciplinary action.
SIGNATURE SENT – This field is required for all Voluntary demotions (Request Reason Codes 002, 003, 004, 005, 006, 013, and 023). The appointing authority must check this field to indicate that a screen print of the Demotion screen has been signed by the employee and sent, via mail or fax (609-777-0905), to the Civil Service Commission.

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

PAL - Provisional Appointment under Rule 4A:4-4.1(b)
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

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:

PAL - Provisional Appointment under Rule 4A:4-4.1(b)
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

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

ESSENTIAL EMPLOYEE – This is an optional field that indicates whether or not the employee is considered essential to the operation of the department. Valid options are (Y)es or (N)o.
PENDING QUALIFICATION – This checkbox field is reserved for Civil Service Commission use only, and is required prior to approving a PAQ appointment. The CSC will take no action on the Demotion transaction until the required DPF47 application is received. When the application is received, the Pending Qualification field will be checked to indicate that the appropriate paperwork has been forwarded to the CSC’s Division of Selection Services for review, and the transaction status will be changed to “Approved.”
QUALIFYING EXAM – This checkbox field is reserved for Civil Service Commission use only, and is required prior to approving an RAQ appointment. The CSC will check this box to indicate that the application review has been completed, and the employee has successfully met the requirements for the new title.
QUALIFYING EXAM DATE – This field is reserved for Civil Service Commission use only, and is required prior to approving an RAQ appointment. It indicates the date of the qualifying exam. The date will default to the transaction effective date; however, it may be overridden by CSC.

The Effective Date of the transaction cannot be earlier than the date of the qualifying examination.

SALARY RANGE MAX – This field is required for PAL, PAOC, and PAP Appointment Types. Type the maximum salary for the title. The salary must be entered with numbers only; dollar signs and/or commas are not permitted.

BB. COMMENTS – This field is required for Request Reason Code 023 (Other – See Comments), and optional for all other Reason Codes. Enter any comments that may clarify or support the request.

CC. 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. The system will perform the necessary edits for the Reason Code specified. If any errors exist, the appropriate 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 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 only required when the Request Reason Code is 007 (Due to a Disciplinary Action). It should be checked to indicate that the Civil Service Commission received a copy of the written notification of the disciplinary action.

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

CERTIFICATION ISSUED – This field is only applicable when the new Appointment Type is:
- PAOC - Provisional Appointment, Open Competitive<br>
- PAP - Provisional Appointment, Promotion

After submission by the appointing authority, the system will check to see if a certification currently exists. If it does, a CSC analyst will check this box and the transaction will be rejected.

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

AUDIT PERFORMED – This field indicates whether or not a classification audit has been conducted on the new title. Valid entries are (Y)es or (N)o.

CLASS REVIEW – This is a (Y)es or (N)o field that indicates whether or not a classification review was performed for the new title.

AUDIT DATE – This field is required if the AUDIT PERFORMED field is set to (Y)es. From the calendar window, indicate the date of the classification audit.

ASSIGNED TO – This field is no longer used.

INLINE TITLE – This is a (Y)es or (N)o field that indicates whether the new title is in line with the old title.