UNIVERSITY OF KANSAS - Lawrence Office of the Chancellor October 2, 1942 MEMORANDUM TO DEPARTMENT HEADS ON CIVIL SERVICE PROCEDURES Under the State Civil Service law, any change from the payrolls submitted in September is to be made only through use of the appropriate Civil Service proced- ure. The initiative is to be taken by the department head as soon as a change is a- greed upon, as far in advance of the effective date of the change as possible and in no case later than this date. For appointments to the regular payroll, the customary University Appoint- ment Blank will be required in addition to the Civil Service Form. For your information and guidance the Civil Service procedures are outlined below: ‘ : 1. STUDENT.HELP . : To certify a student for the payroll, | use Form 204. Send both copies to the Chancellor's office. Once certified, a student will remain on the eligible list ‘in the Civil Service office until withdrawn by order of the Chancellor's office on re- commendation of the department. A recommendation of withdrawal can be made in memo- randum form, and should be sent only in case of withdrawal of the student from school. Thus, notice of withdrawal is not sent in case a student does not work any particular month. Do not fill in the "Appointing Authority" spaces. A person who is essentially an employee and who takes only a few hours of University work is not a student under the law; he is in the classified service and subject to Civil Service classification. To request a change in the hourly rate of pay of a student, send a memorand- um to the Chancellor's office giving the name of the student, his current rate of pay, and reasons for the change in rate, whether it is a decrease or an increase. 2. TO FILL A POSITION UNDER CIVIL SERVICE Use Form 116 to fill a vacancy, to fill a ently cradt. cé-sienauhed, or to change the classification of an employee. Fill out the items as follows: Agency: K.U. Organization Unit: Name of your department or office. Ritle of Position: Civil Service classification, if made; if not, leave blank. Proposed Pay Rate: Give cash salary (monthly or hourly rate). Maintéiatee refers to board or roon. Number of Vacancies: Indicate number of vacancies covered by your requisition, and the type, i. c., "Replacement" or "New Position". Name _and Title of Former Incumbent: Give name and Civil Service title. Preferred Method of Filling Vacancy:, Check "Original Appointment" or "Promotion". Kind of Appointment: Indicate by chetk in appropriate space whether appointment is to be permanent or temporary. If temporary, give approximate dates on which work is planned to begin and end. If work is on part-time basis, explain briefly the nature of the work schedule. Starting Date: Place of Work: Give date employment is to start. Place of work is Lawrence. Description of Work: Fill this space out in sufficient detail to enable the Civil Service office to review the classification of the position. Employees Doing Similar Work: Give name and Civil Service title of one or more em- ployees doing similar work. (over) Employees to be ervised by Appointee: Give number in each classification. For ex- ample: Five (5) Clerk-Typists I One (1) Clerk-Steno I : | Three (3) Students Person who will Supervise Appointee: Give name and title. For example: John Doe, : Professor; Mary Smith, Clerk-Steno II. Signature of Supervisor: Supervisor should sign all four copies, giving his title. If supervisor is not also department head, the department head should indi- cate his approval in this space by signing his initials. Send all four copies of the form to the Chancellor's Office. 3 3. TO CHANGE STATUS OF EMPLOYEE Use Form 202 to propose a change in salary rate, to report a change in ad- dress or name, to initiate a transfer from one classification to another, to certify completion of probation (after Civil Service examinations have been given and eligi~ bility lists established), or to report separation from payroll (by death, dismissal, leave of absence, resignation, lay-off, or termination of temporary appointment). . Fill out items 1 through 6, except that item 3 will be left blank when the position involved is in a Class for which examinations have not been held and employ- ment lists have not been established. | 3 | Name and/or Address Change: If employee's name or personal ‘address has been changed, show in item 7 the new name or address. voile be Salary Change: Items 8 through 12 are to be filled out when a change in salary is proposed. In items 9 and 11, insert "yes" or "no" depending on whether or not any maintenance is provided. of Certification After Probation: This heading is to be used to certify that an employee ? has completed the probationary period and should receive full Civil Service status. Additional information on this point will be sent to you at a later date. bid } ie Separation from Payroll: In the main this heading is self-explanatory. lay-off may mean complete lay-off for a stated period or reduction to part-time. Give your explanation under item 13. Please note that signature of the employee is required in case of resignation. Transfer or Promotion: During the transition period, i.e., before eligible lists are established and incumbents certified, Form 202 is to be used to report trans- fers from one classification to another in which examinations have not been given. In cases where the transfers represent actual promotions, the form ae be submitted in advance of the change. Do not fill in items 22, 23, or Pu. - ; png aibgaeecl. Sip ‘ — : ashen a Sin pearsall erm titi 2 fee spent cm Send all three copies of the form to the Chancellor's office. 4. TO MAKE AN EMERGENCY CIVIL SERVICE APPOINTMENT Use Form 204 to initiate an emergency appointment, i,e., an appointment for a period not exceeding ten days. Form 116 or 202 must accompany this form if the ap- pointment or transfer is to fill a permanent or temporary position which has been made vacant by resignation, accident, or death, without sufficient notice. If you have questions of any sort, please feel free to call this office for helps We are endeavoring to meet the requirements of the Civil Service office, and your prompt cooperation in following the procedures outlined in this letter will make it possible for us to do so. One copy of each form is enclosed. Additional copies are available at the Chancellor's office and will be sent on request. RAYMOND NICHOLS ¢ Executive Secretary at September 25, 1942 The Pie ea — iain appear on our Physical Education irregular payrell Ballard, Jack Beal, Bob Black, Charles Brill, Bill Bryan, Jack Burt, Don Carpenter, Paul Churchill, Clark Cohlmeyer, Beb Dick, George Elbl, Bill Emersen, Frank ‘Evans, Ray Perayth, Bill Gsell, Betty Havener, Darrell Irsik, C. Je dacks, John W. Jacebson, Lavene Jelinek, Robert Kissell, Max Kresie, Bryce Mitchell, Elwin Nicolet, Ellis Sehnellbacher, Otte Rutledge, Ve. Ce Schaake, Kathryn Schaake, Ralph - Sollenberger, Marvin Stream, Lawrence — Winter, Elten UNIVERSITY OF KANSAS Lawrence Office of ‘ September 4, 192 The Chancellor TO DEPARTMENT HEADS: We have just been informed that the State Civil Service procedures as regards payrolls became effective September 1. All payrolls were frozen as of that date and requests for changes of any sort are to be made through the Chancellor's Office on specified forms. Copies of the rules and regulations will be sent to you at a later date, but in the meantime your attention is called to the following items: 1. Payroll Report Please send to the Chancellor's Office at once an alphabetical list of your irregular payroll (including students) as of September 1, giving the following information in each case! Name: Last name, first name, middle initial. Home address: Personal address, for receipt of mail. Telephone: If no telephone, write "none". Position: If wnder Civil Service, use title assigned; if not allocated, leave blank. If not under Civil Service, use current payroll title. If a student, write "student". Under the law a person who is giving the major share of his time to a job comes under Civil Service and is not a student. Effective Date: First duy of present period of employment al v ¥ (i.e., employment uninterrupted except by earned co vacation, sick leave, or leave without psy not exceeding one month. Example: 10-11-39. Birth date: Date of birth, as 11-12-18. Salary: Give hourly rate, and indicate whether "part-time", or | "full-time". if Fa Please restrict your report to your September 1 payroll. Any change from this date (either addition of an employee or a resignation) is to be made through use of form 116, 202, or 204, described under item 3 below. If you had no one on your irregular payroll on September 1, report "none employed us of September 1." No particular form is specified for this report, and you may feel free to report in the manner which seems convenient. Since the data are to be transferred by the Chancellor's Office to individusl Roster Cards for transmittal to Topeka, prompt cooperation with this request will be ereatly appreciated. (over) 2. Payroll Order. Starting with September your payroll mist be sent to the Business office in alphabetical order. 3. Payroll Changes. ; Personnel forms are provided to enable you to request a new employee or to change the status of an employee: Form 116. Personnel Requisition. To fill a vacancy, to fill a newly created position, or to promote an employee to a higher classification. This applies only to positions in the classified service, i.e., under Civil Service. Form 202. Change in Employee Status. To report every case of separation from the payroll, whether in the Classified or Unclassified Service (death, dismissal, suspension, leave of absence, resignation, lay-off, or termination of temporary appointment); to propose a change in salary rate; to report a change in personal address or name; to initiate a transfer of a Civil Service ‘employee from one office to another, in the same classificstion; to certify 2 Civil Service employee on completion of his probation. Form 204. Zmorgency or Unclassified Appointment Report. To report every “ppointment in the unclassified service (i.e., not under Civil Service, such as students and instructors), 2nd to request emergency appointments to positions under Civil Service (for a period not exceeding ten days). Copies of these forms may be secured from the Chancellor's Office together with directions for their use. The cpening of the semester is a busy time for the various Civil Service procedures to be applied te the University, but I trust thot you will find it possible to handle your share of the job without great inconvenience. I am confident that the amount of routine required in’ connection with operation of the law will not be burdensome after the first month. If you have any questions about the Civil Service Law or the procedures described above, I hope you will feel free to consult the staff of this office. We shall hope to have the answers. Sincerely yours, banat al Executive Secretary THE UNIVERSITY OF KANSAS Lawrence Business Office Karl Klooz, Bursar . July 16th, 1942 TO THE DEPARTMENT HEAD ADDRESSED: The State Civil Service Department, in setting up rules covering the Merit System Law adopted by the last session of the Legislature, require this office to furnish certain information each month. Any change of employee, or new employee, other than students working half-time or less, on the irregular payroll, must be so indicated on your payroll time sheets that you turn in each month. For example: If John Doe was on the payroll last month and is replaced this month by Joe Top, you should indicate after Joe Top's name, "New em- ployee replacing John Doe"; if it happens to be a new employee without replacing anyone, just in- - dicate after the name, "New employee". Please also indicate on your time sheets those persons who are Students. — This procedure is to go into effect at once, so please see that your July 25th payroll time sheets carry this information. Thanking you for your cooperation in this matter, I am KK: JT é * :. : ‘ Office of the Chancellor ae December 29, 1943 Dear Mr. Allens I am glad to send you the enclosed copy of the Civil Service Rules for your general information and for reference in case of questions raised by members of your staff in the Classified Service. | In case you donot understand the rules, or have any question of intervregation, I shall be glad to have you call me for further information. I am not sure that I can sive you the answer in every case, but through daily contact with the Civil Ser- vice system I do have available a number of inter- yretations which you may not secure from the mere reading of the Rules. | : Sincerely yours, RAYMOND NICHOLS RN gs Executive Secretary