CIVIL SERVICE CIVIL SERVICE COMMISSION General Rules and Department Organization Readoption with Amendments: N.J.A.C. 4A:1 Adopted New Rule: N.J.A.C. 4A:1-1.5 Pr oposed: July 6, 2015 at 47 N.J.R. 1369(a) Adopted: N ovember 5, 2015 by t he Ci vil Ser vice Commission, Rober t M. Czech, Chairper son. Filed: N ovember 5, 2015 as d., with non-substantial changes not r equi r i ng addi t i onal not i ce and publ i c comment (see N.J.A.C. 1:30-6.3). Authority: N.J.S.A. 11A:1-2, 11A:2-1, 11A:2-3, 11A:2-6, 11A:2-7, 11A:2-11, 11A:2-12, 11A:3-1, 11A:3-6, 11A:4-13, 11A:10-1, 11A:10-3, 11A:10-4, 11A:11-2, 52:14B-3(1), 52:14B-3(3), and 52:14B-4(f); P.L. 2001, c. 5, P.L. 2001, c. 404, P.L. 2003, c. 246, P.L. 2006, c. 103, and P.L. 2008, c. 29; 42 U.S.C. 12101 et seq.; and 28 CFR Part 35.107. Effect i ve Dat e: N ovember 5, 2015 Expiration Date: November 5, 2022
2 Summary of H ear i ng Officer Recommendat i ons and Agency Responses: A public hearing on this r eadopt i on wit h amendments was hel d on August 19, 2015 i n Trenton, N ew Jer sey. Walker Ristau ser ved as hear i ng officer. N o comment s wer e r ecei ved on t he r eadopt i on wi t h amendments at that time, and no r ecommendat i ons wer e made by t he hear i ng officer. N o wri t t en comments wer e r ecei ved. The r ecor d of t he publ i c hear i ng may be r eviewed by contact ing H enry M aurer, Di r ect or, Di visi on of Appeals and Regul at or y Affai r s, Civil Service Commission, P.O. Box 312, Trenton, New Jersey 08625-0312. Summary of Agency-Initiated Changes: At N.J.A.C. 4A:1-1.2, 3.2(b)7, 3.3(a)5, and 4.3(a) and (d)7, the proposed amendments changing t hese r ul es t o t his chapt er ar e not bei ng adopt ed. The changes, whi ch wer e made by t he Office of Administrative Law in its technical review after submission of t he Commission s pr oposed r eadopt i on wi t h amendments, are not appr opr i at e within the context of the rule language in which they appear, which encompasses not just Chapt er 1 but Tit l e 4A i n scope. Feder al St andar ds St at ement Wit h t he except i on of Subchapt er 5, N.J.A.C. 4A:1 i s not subject t o any
3 Feder al r equi r ements or standards. Although the disability discrimination gr i evance pr ocedur e i n Subchapt er 5 i s subject t o r equi r ements set for t h by the Americans With Disabilities Act (42 U.S.C. 12101 et seq.) and its implementing regulations (28 CFR Part 35.107), it is consistent with, but does not exceed Feder al r equi r ements contai ned t her ei n. Ther efor e, a Feder al st andar ds analysis is not necessar y. Full text of t he r eadopt i on may be found i n t he N ew Jer sey Administrative Code at N.J.A.C. 4A:1. Full t ext of t he adopt ed amendments fol l ows: CHAPTER 1 GENERAL RULES AND [DEPARTMENT] AGENCY ORGANI ZATI ON SUBCHAPTER 1. PURPOSE, SCOPE, AND DEFINITIONS 4A:1-1.2 Scope, applicability, and invalidation (a) All appointing authorities and employees subject to Title 11A, N ew Jer sey Statutes, shall comply with [t hese r ul es] *[this chapter]* *these rules*. (b) [These r ul es] *[This chapter]* *These rules* shall apply only to the car eer ser vice unl ess ot her wi se speci fied. (c) [These r ul es] *[This chapter]* *These rules* shal l be consi der ed t he means by whi ch t he st at utor y purposes of t he [mer i t empl oyment] civil service syst em ar e car r i ed out. The [Commi ssi oner or t he Boar d] Civil Service Commission may relax *[t hese]* *[a]* *these* rule*[s]**s* *[in
4 this chapter]* for good cause i n a par t i cul ar si t uat i on, on not i ce t o affect ed par t i es, i n or der t o effect uat e t he purposes of Ti t l e 11A, N ew Jer sey St at utes. (d) I f a r ul e or par t of a r ul e i s decl ar ed i nval i d for any r eason, t he r emai nder of t he [r ul es] *[chapt er ]* * r ules* shal l not be affect ed by such det er mi nat i on. 4A:1-1.4 Pet i t i on for pr omul gat i ng, amending, or r epeal i ng r ul es (a) Any i nter est ed per son may fil e a pet i t i on wit h t he [Commi ssi oner ] Chairperson t o pr omul gat e, amend, or r epeal a r ul e. (b) A petition must include t he r easons for t he r equest. (c) A petition for a new rule must include the substance or nature of the r equest, t he pr oposed t ext of t he new r ul e, and the statutory authority under whi ch t he r equest ed act i on may be t aken. (d) A pet i t i on for an amended r ul e must i ndi cat e any exist i ng t ext t o be del et ed and i ncl ude any new t ext t o be added. (e) The [Commi ssi oner ] Chairperson shall, in writing, either deny the pet i t i on or appr ove t he pet i t i on for pr ocessi ng. (f) N ot i ce of t he pet i t i on and t he [Commi ssi oner 's] Chairperson s deci si on shall be filed with the Office of Administrative Law pursuant to N.J.A.C. 1:30-[3.6]4.2. 4A:1-1.5 Rulemaking procedures (a) After a rule proposal has been approved for publication by the
5 Civil Service Commission, the Commission shall file the notice of proposal with the Office of Administrative Law for public notice and comment, and shall make the notice of proposal available by: 1. M ailing or e-mailing it to inter ested per sons or per sons who have made a timely request for it; 2. Distributing it to the Commission s subscription-based, electronic mailing list; 3. Distributing it to the news media maintaining a press office in the State H ouse Complex; and 4. Publishing it on the Commission website, no later than the date of publication of the notice in the New Jersey Register, which shall satisfy the additional method of publicity requirement set forth in N.J.A.C. 1:30-5.2(a)6. SUBCHAPTER 2. RECORDS 4A:1-2.1 [Depar t ment of Per sonnel ] Civil Service Commission access t o appoi nti ng author i t y r ecor ds and i nfor mat i on Appoi nti ng author i t ies shal l pr ovide [Depar t ment of Per sonnel ] Civil Service Commission r epr esentat i ves free access t o t hei r pr emi ses and t o r equest ed r ecor ds and i nfor mat i on. 4A:1-2.2 Publ i c r ecor ds
6 (a) The fol l owi ng [Depar t ment of Per sonnel ] Civil Service Commission r ecor ds shal l be public: 1. An individual's name, title, salary, compensation, dates of gover nment ser vice, and r eason for separ at i on; 2. I nfor mat i on on speci fic educat i onal or medi cal quali ficat i ons r equi r ed for empl oyment, but not any infor mation r elating to an individual s medical, psychiatric, or psychological histor y, diagnosis, treatment, or evaluation; 3. Final or der s of t he [Commi ssi oner or Boar d] Commissi on; and 4. Other records which are required by law to be made, maintained, or kept on fil e. (b) I ndi vidual per sonnel r ecor ds, except as speci fied i n (a)1 t hrough 3 above, ar e not public r ecor ds and shal l not be r el eased ot her t han t o t he subject empl oyee, an author i zed r epr esentat i ve of t he empl oyee, or gover nmental r epr esentat i ves i n connect i on wi t h t hei r offici al duti es. (c) I n addi t i on t o r ecor ds desi gnat ed as confidenti al pursuant t o t he provisions of N.J.S.A. 47:1A-1 et seq., [as amended and suppl emented,] or any other statute, rule, [pr omul gat ed under t he author i t y of any st at ute or ] Executi ve Or der of t he Gover nor, r esol uti on of bot h houses of t he L egi slat ure, Rul e of court, or any Feder al l aw[, Feder al] or r egul at i on [or Feder al or der ], t he fol l owing r ecor ds shal l not be consi der ed gover nment r ecor ds subject t o public access pursuant to N.J.S.A. 47:1A-1 et seq.[, as amended and
7 suppl emented]: 1. Appeal fil es i n [Mer i t Syst em Boar d, Commi ssi oner of Per sonnel ] any Civil Service Commission and Di visi on of Equal Empl oyment Opportunity and Affirmative Action matters, including written submissions of t he par t i es and al l ot her r el at ed documentat i on used t o make an admi ni st r at ive det er mi nat i on i n t hese mat t er s. H owever, final administrative decisi ons of t he [Boar d and t he Commi ssi oner, incl udi ng the bases for t hese deci si ons,] Commission shal l be consi der ed publ i c r ecor ds. (d) See N.J.A.C. 4A:4-2.16 concer ni ng examinat i on r ecor ds. SUBCHAPTER 3. ORGANIZATION 4A:1-3.2 Chai r per son (a) The Chairperson shall: 1. Ser ve as chai r per son of t he Ci vil Ser vice Commi ssi on; and 2. Ser ve as t he admi ni st r at or, t he chi ef executi ve officer, and the appoi nti ng author i t y of t he Commi ssi on, as wel l as t he r equest officer of t he Commi ssi on, within the meaning of such term as defined in P.L. 1944, c. 112, [ 1] 1. (b) The Chai r per son, on behal f of t he Commi ssi on, shall : 1. M ai ntai n a management i nfor mat i on syst em t o i mpl ement Ti t l e 11A, N ew Jer sey St at utes;
8 2. Est abl i sh necessar y pr ogr ams and pol i ci es for t he St at e and l ocal ser vice; 3. Bet ween meet i ngs of t he Commi ssi on, pr ovide for i nter i m r emedi es or r el i ef i n a pendi ng appeal wher e war r anted, and r eview r equest s for i nter l ocutor y r eview of an or der or r ul i ng by an admi nist r at ive l aw judge; 4. Establish and consult with advisory board representing political subdivisions, per sonnel officer s, l abor or gani zat i ons, and ot her appr opr i at e gr oups; 5. M ake r equi r ed r epor t s t o t he Gover nor and L egi slat ure; 6. Appr ove appoi ntment s i n t he St at e and l ocal ser vice; and 7. Per for m such ot her duti es as pr escr i bed by l aw and [t hese r ul es] *[this chapt er ]* *these rules*. 4A:1-3.3 Civil Service Commission (a) The Civil Service Commission shall: 1. H ol d a publ i c meet i ng at l east once each month, except August, at which three members shall constitute a quorum; 2. Render final administrative decisions on appeal s and on ot her mat t er s r efer r ed by t he Chai r per son; 3. Adopt r ul es for i mpl ementi ng Ti t l e 11A, N ew Jer sey St at utes after public hearing, except that a public hearing shall not be required for the
9 adopt i on of emer gency r ul es. See N.J.A.C. 1:30-4.5 for Office of Admi ni st r at i ve L aw emer gency r ul e adopt i on pr ocedures; 4. I nter pr et t he appl i cat i on of Ti t l e 11A, N ew Jer sey St at utes, t o any publi c body or ent i t y; 5. Per for m such ot her duti es as pr escr i bed by l aw and [t hese r ul es] *[this chapter]* *these rules*. SUBCHAPTER 4. DELEGATION, CONSOLIDATION, AND PILOT PROGRAMS 4A:1-4.1 Del egat i on t o appoi nti ng author i t ies (a) The [Commi ssi oner ] Chairperson may del egat e t o an appoi nti ng author i t y one or mor e of t he fol l owing funct i ons: 1. Classifying and reclassifying posi t i ons; 2. Announcing examinations and collecting applications; 3. Admi ni st er i ng exami nat i ons pr epar ed by [the Depar t ment of Per sonnel ] Civil Service Commission staff; 4. I mpl ementi ng pr omot i ons upon wai ver of compet i t i ve exami nat i on; 5. Certifying lists of eligibles; and 6. Other technical personnel functions. (b) A delegation shall be in writing, designating the appointing authority r epr esentat i ve who wil l be accountabl e for t he del egat i on, and signed by t he [Commi ssi oner ] Chairperson. Appointing author i t y empl oyees i n car r ying
10 out del egat ed funct i ons ar e al so r esponsi ble t o t he [Depar t ment of Per sonnel ] Chairperson in performing such functions. The delegation memorandum shall contain: 1. The funct i ons t o be del egat ed; 2. The specific manner in which the del egat i on wil l be i mpl emented; 3. The [Depar t ment of Per sonnel ] Civil Service Commission r epr esentat i ve who wi ll have pr i mar y r esponsi bi l i t y for super visi on of t he del egat i on; 4. The durat i on of t he del egat i on[, whi ch i n no event shal l exceed t hree year s, but may be r enewed]; and 5. Pr ovisi ons for appr opr i at e not i ce advisi ng of t he del egat i on and st at i ng t he name, addr ess, and t el ephone number of t he r epr esentat i ve of t he appoi nti ng author i t y and [Depar t ment of Per sonnel ] Civil Service Commission empl oyee t o be contact ed i n case of compl ai nts. (c) [Depar t ment of Per sonnel ] Commission st aff may be assigned t o assist in per for mi ng t he del egat ed funct i ons. (d) The [Commi ssi oner ] Chairperson may cancel, modi fy, or limit the del egat i on or der at any t i me. (e) The fol l owi ng funct i ons may not be del egat ed: 1. The construction of an examination; 2. Appeal deci si ons of [the Depar t ment, Commi ssi oner or Boar d] this agency, the Chairperson, or the Civil Service Commission; and
11 3. A funct i on of t he [Boar d] Commission set for th in N.J.A.C. 4A:1-3.3. (f) I n l ocal ser vice t he del egat i on must be appr oved by t he affect ed appoi nti ng author i t y when t he del egat i on r equir es subst anti al and i denti fiabl e cost s. Costs are considered substantial when they result in a significant increase i n agency expenses for st aff, mat er i al s, and facilities after offset by savings effect ed by t he del egat i on. (g) The [Depar t ment of Per sonnel ] Chair per son or designee wi ll conduct appr opr i at e audi t s of del egat ed funct i ons. 4A:1-4.2 Consolidation Stat e ser vice (a) The [Commi ssi oner ] Civil Service Commission, in consultation with affect ed depar t ments, may di r ect t he t empor ar y or per manent consol i dat i on and coor di nat i on of per sonnel, t r ai ni ng, and related functions in the State ser vice. (b) A consol i dat i on or der may affect one or mor e St at e agenci es and shall desi gnat e t he funct i ons t o be consol i dat ed. (c) Consol i dat i on may be di r ect ed for one or mor e of t he fol l owing r easons: 1. An appoi nti ng author i t y has demonst r at ed i nadequat e or i mpr oper performance; 2. Economy or effici ency; or 3. Emer gent si t uat i ons.
12 (d) To effect uat e a consol i dat ed funct i on, t he [Commi ssi oner ] Commission may t r ansfer necessar y empl oyees, posi t i ons, fundi ng, and equipment to the [Depar t ment of Per sonnel ] agency from ot her St at e departments. 4A:1-4.3 Pil ot pr ogr ams (a) The [Commi ssi oner ] Civil Service Commission may establish pilot pr ogr ams, not t o exceed one year, outsi de of t he pr ovisi ons of Ti t l e 11A, N ew Jer sey St at utes, and [t hese r ul es] *[this chapter]* *these rules*. (b) Pi l ot pr ogr ams may i ncl ude, but ar e not l i mit ed t o, t he foll owing: 1. Recr ui t ment and sel ect i on; 2. Classification; and 3. Job sharing. (c) Appointing authorities that request a pilot program shall consult with affect ed negot i at i ons r epr esentat i ves pr i or t o submission of a pr oposal. (d) A pr oposal for a pi l ot pr ogr am shal l be submi t t ed t o t he [Commi ssi oner ] Chair per son or designee and include: 1. A descr i pt i on of t he pr ogr am; 2. The i ndi vidual s affect ed by t he pr ogr am; 3. The durat i on of t he pr ogr am; 4. The anticipated benefits of the program, including an explanation of how t he pr ogr am furt her s t he purposes of Ti t l e 11A, N ew Jer sey St at utes; 5. A summary of appointing authority consultations with negotiations
13 r epr esentat i ves; 6. Evaluation criteria; 7. A st at ement i dentifying t he sect i ons, i f any, of [t hese r ul es] *[this chapt er ]* *these rules* or of Ti t l e 11A, New Jer sey St at utes wit h whi ch t he program is at variance; and 8. Such ot her i nfor mat i on as r equi r ed by t he [Commi ssi oner ] Chair per son or designee. (e) The [Commi ssi oner ] Chair per son or designee shal l ver i fy t hat pr oper not i ce t o and consul t at i ons wit h affect ed negot i at i ons r epr esentat i ves have t aken pl ace. (f) The [Commi ssi oner ] Commission may accept, modi fy, or r eject t he program and establish appropriat e condi t ions. SUBCHAPTER 5. DISABILITY DISCRIMINATION GRIEVANCE PROCEDURE 4A:1-5.1 Definit i ons The following words and terms, as used in this chapter, shall have the fol l owi ng meanings, unl ess t he context cl ear l y i ndi cat es ot her wi se. "ADA" means t he Americans with Disabilities Act, 42 U.S.C.[A.] 12101 et seq. "Agency" means t he N ew Jer sey [Depar t ment of Per sonnel ] Civil Service Commission.
14 "Desi gnat ed deci si on maker " means t he [Commi ssi oner of Per sonnel ] Chairperson or hi s or her desi gnee. 4A:1-5.2 Purpose (a) [These r ul es ar e] This subchapter is adopt ed by t he agency in sat i sfact i on of t he r equi r ements of t he ADA and r egul at i ons pr omul gat ed pursuant thereto, 28 [C.F.R.] CFR 35.107. (b) The pur pose of [t hese r ul es] this subchapter is t o est ablish a designated coordinator whose duties shall include assuring that the agency complies wi t h and car r i es out i t s r esponsi bi l it i es under t he ADA. Those duti es shal l also include the investigation of any complaint filed with the agency pursuant to N.J.A.C. 4A:1-5.5 through 5.8. 4A:1-5.3 Requi r ed ADA not i ce I n addition to any other advice, assistance, or accommodat i on pr ovided, a copy of t he fol l owi ng not i ce shal l be gi ven t o anyone who i nquir es r egar di ng t he agency's compl i ance wi t h t he ADA or t he avai labi li t y of accommodat i on which would allow a qualified individual with a disability to receive services or par t i ci pat e i n a pr ogr am or act i vi t y pr ovided by t he agency. AGENCY NOTICE OF ADA PROCEDURE The agency has adopt ed an i nter nal gr i evance pr ocedure pr ovidi ng for
15 prompt and equitable resolution of grievances alleging any action prohibited by t he U.S. Depar t ment of Just i ce r egulat i ons i mpl ementi ng Tit l e 11 of t he Americans with Disabilities Act. Title 11 states, in part, that "no otherwise qualified disabled individual shall, solely by reason of such disability, be excl uded from par t i ci pat i on i n, be deni ed t he benefit s of or be subject ed t o discrimination" in programs or activities sponsored by a public entity. Rules describing and governing the internal grievance pr ocedure can be found i n t he N ew Jer sey Admi ni st r at ive Code[,] at N.J.A.C. 4A:1-5. As t hose r ul es i ndi cat e, gr i evances shoul d be addr essed t o t he agency's desi gnat ed ADA Coor di nat or, who has been desi gnat ed t o coor di nat e ADA compl i ance effor t s, at t he fol l owing addr ess: ADA Coor di nat or N ew Jer sey [Depar t ment of Per sonnel ] Civil Service Commission PO Box 317 Trenton, N ew Jer sey 08625 1. A grievance may be filed in writing or orally, but should contain the name and addr ess of t he per son fil i ng i t, and br i efly descr i be t he al l eged violat i on. A for m for t hi s purpose i s avai l abl e from t he desi gnat ed ADA coor di nat or. I n cases of empl oyment r el at ed gr i evances, t he pr ocedures est abli shed by t he [Depar t ment of Per sonnel,] Civil Service Commission at N.J.A.C. 4A:7-1.1 et seq., will be followed where applicable. 2. A gr i evance shoul d be fil ed pr ompt l y wi t hi n 30 days after t he
16 gr i evant becomes awar e of t he all eged vi olat i on. (Pr ocessi ng of al l egat i ons of di scr i mi nat i on whi ch occurr ed befor e t hi s gr i evance pr ocedur e was in place wi ll be consi der ed on a case-by-case basis.) 3. An investigation, as may be appropriate, will follow the filing of a gr i evance. The i nvest i gat i on will be conduct ed by t he agency's desi gnat ed ADA Coor di nat or. The r ul es contempl at e i nfor mal but t hor ough i nvest i gat i ons, affor di ng all i nter est ed per sons and t hei r r epr esentat i ves, i f any, an oppor t uni t y t o submi t evi dence r el evant t o a gr i evance. 4. I n most cases, a wri t t en det er mi nat i on as t o t he val i di t y of t he gr i evance and a descr i pt i on of t he resolution, if any, will be issued by the desi gnat ed deci si on maker and a copy for war ded t o t he gr i evant no l at er t han 45 days after its filing. 5. The ADA coor di nat or wi ll mai ntai n t he fil es and r ecor ds of t he agency r el at i ng t o t he gr i evances fil ed. 6. The r i ght of a per son t o a pr ompt and equi t abl e r esol uti on of t he gr i evance fil ed her eunder wi l l not be i mpai r ed by t he per son's pursui t of ot her r emedi es such as t he fil i ng of an ADA gr i evance wi t h t he r esponsi ble Feder al depar t ment or agency or t he N ew Jersey Division on Civil Rights. U se of t hi s gr i evance pr ocedure i s not a pr er equi si t e t o t he pursui t of ot her r emedi es. 7. The r ul es will be const r ued t o pr ot ect t he subst antive r ights of i nter est ed per sons, t o meet appr opr i at e due pr ocess st andar ds and t o assure
17 t hat t he agency compl i es wi t h t he ADA and i mpl ementi ng Feder al r ul es. 4A:1-5.4 Desi gnat ed ADA coor di nat or (a) The desi gnat ed coor di nat or of ADA compl i ance and compl ai nt i nvest i gat i on for t he agency i s: ADA Coor di nat or N ew Jer sey [Depar t ment of Per sonnel ] Civil Service Commission PO Box 317 Trenton, N ew Jer sey 08625 (b) All inquiries regarding the agency's compliance with the ADA and the availability of accommodation which would allow a qualified individual with a di sabi li t y t o r ecei ve ser vices or par t i ci pat e i n a pr ogr am or act ivit y pr ovided by t he agency shoul d be di r ect ed t o t he desi gnat ed coor di nat or i denti fied i n (a) above. (c) All grievances alleging that the agency has failed to comply with or has acted in a way that is prohibited by the ADA shoul d be di r ect ed t o t he desi gnat ed ADA coor di nat or i denti fied i n t hi s sect i on, i n accor dance wi t h t he pr ocedures set for t h i n N.J.A.C. 4A:1-5.5 through 5.8. 4A:1-5.5 Gr i evance pr ocedure A gr i evance al l egi ng t hat t he agency has fai l ed t o compl y wi t h t he ADA or has acted in a way that is prohibited by the ADA shall be submitted either in
18 wri t i ng or or al ly t o t he desi gnat ed ADA coor di nat or i denti fied i n N.J.A.C. 4A:1-5.4 within 30 days of the grievant becoming aware of the alleged violat i on. A gr i evance alleging employment discrimination will be processed pursuant t o t he r ul es of t he [Depar t ment of Per sonnel,] Civil Service Commission at N.J.A.C. 4A:7[-1.1 t hrough 3.4], i f t hose r ul es ar e appl i cabl e.