Mr. Henry Shenk 107 Robinson August 3, 1946 Notice of Civil Service Examinations: The Department of Civil Service has just announced that examinations for the following classifications are to be given during the month of September and that applications will be received through August 30th: Account Clerk II Clerk IV Clerk I Clerk-Stenographe? I Clerk-Typist I Groundsman II Florist Please post this notice where it can be read by members of your staff who may be interested. RAYMOND NICHOLS Executive Secretary Dr. F. C. Allen Physical Education 105 Robinson TO CIVIL SERVICE SUPERVISORS : This is to advise you that Armistice Day, Saturday, November 11, has been designated a holiday by the Governor under Rule 10. 9 of the Civil Service Rules. It is recommended that wherever possible the Uni- versity offices and departments observe the holiday and give the day off to their Civil Service staff. Offices which find it necessary to stay open-in-the morning should file with the Business Office application for overtime credit of one-half day for each Civil Service employee who did not take the morning off. RAYMOND NICHOLS 11-8-44 Kxeeutive Secretary UNIVERSITY OF KANSAS REPORT OF LEAVE TAKEN (To be filed at Business Office not later than 5 p. m. of last day of month.) ae Alberta Hulteen Clerk-Stenoe. (Name of Employee) (Civil Service Classification) took the following time off during the month of... August, 1944 in accordance with Civil Service rules 10.2, 10.3, 10.4 or 10.5: VACATION: i2 August 7-19, incl. (No. days) (Give dates of days taken off) SICK LEAVE: (No. days) (Give dates of days taken off) OVERTIME: (No. days) (Give dates of days taken off) LEAVE WITHOUT PAY: (No. days) ; (Give dates of days taken off) August 21, 1944 Date Signed ESO 20-1764 1-44—6M Supervisor. UNIVERSITY OF KANSAS REPORT OF LEAVE TAKEN (To be filed at Business Office not later than 5 p.m. of last day of month.) A. 8B. Commons = Laborer (Name of Employee) (Civil Service Classification) took the following time off during the month of.................. Ootober,....1944 in accordance with Civil Service rules 10.2, 10.3, 10.4 or 10.5: VACATION: 6 _...... ebober 9-14. (No. days) (Give dates of days taken off) SICK LEAVE: (No. days) (Give dates of days taken off) OVERTIME: (No. days) ove (Give dates of days taken off) LEAVE WITHOUT PAY: (No. days) 4 (Give dates of days taken off) Date..... Ootober..16,..1944 .................... Signed. sctcsin. Bore 20-1764 1-446M Supervisor. UNIVERSITY OF KANSAS APPLICATION FOR OVERTIME CREDIT (To be filed at Business Office immediately following date concerned.) Name of Employee Overtime Worked Reason for Overtime Date Hours Alberta Hulteen Necessary to carry on Signed.......... Supervisor. 20-1765 1-44-3M UNIVERSITY OF KANSAS APPLICATION FOR OVERTIME CREDIT (To be filed at Business Office immediately following date concerned.) Name of Employee Overtime Worked Reason for Overtime Date Hours Mildred Hickman July.4 ...8.. o> oarry..on.. ig or on PipeG Caine Oe ae ee a a ei Supervisor. 20-1765 1-44-383M F, C, Allen Physical Education 105 Robinson | | UNIVERSITY OF KANSAS eo Office of the Chancellor fa February 20, 1946 To Heads of Offices and Departments: 1. Friday, February 22, is a holiday under the Civil Service regulations. The University will not observe the holiday, how- ever, and application for holiday overtime credit should be filed at the Business Office for all Civil Service uae who work on that day. 2. The University is operating on a 44-hour work week, except in a few positions where the week is longer. This schedule was filed with the Civil Service Department more than two years ago, and any department not operating on this schedule should either adjust upward the work hours of its staff, or adjust salaries downward to a part-time basis. RAYMOND NICHOLS, Executive Secretary July 24, 1946 TO HEADS OF OFFICES EMPLOYING CIVIL SERVICE PERSONNEL: Under authority of Regulation 10.8 of the Civil Service Rules the University has adopted the following policy with respect to granting leave with pay to employees for funeral or death leave: Leave with pay not to exceed six days may be granted to any employee who has been employed continuously on a full time basis for more than six months, upon the death of a close relative. A close relative is interpreted to mean husband, wife, son, daughter, mother, father, father-in-law or mother-in-law. In other meritori- ous cases appeal may be made to the Chancellor. Department heads are to take into consideration relationship and travel time before determining the amount of leave which may be granted in a particu- lar case. RAYMOND NICHOLS Executive Secretary RN: AL Henry Shenk Robinson Gym July 1, 1946 TO HEADS OF DEPARTMENTS EMPLOYING CIVIL SERVICE STAFF: 1. Examinations for clerical staff. The Department of Civil | Service has just announced that applications for the positions of Clerk II, Clerk-Typist II and Clerk-Stenographer II will be re- ceived up to and including July 19th. Kindly call this announce- ment to attention of members of your staff who have not taken and passed the examinations. Application forms may be secured either from the Chancellor's office or directly from the Civil Service Department, 801 Harrison, Topeka. Examinations for the Clerk I, Clerk-Typist I, and Clerk-Steno I positions are held regularly on the fourth Saturday of the month. Applications are due by the fifteenth. 2. Vacancies. If you anticipate a vacancy in your Civil Ser- vice staff it is suggested that you submit a Personnel Requisi- tion as far in advance of the starting date as possible. Eligi- ble lists are beginning to appear for a few classifications, and it is not safe to assume that the Civil Service Department can~ not supply a list of eligibles for your vacancy. Sincerely yours, RAYMOND NICHOLS RN: AL 7 Executive Secretary ‘ Complete i uadruplicate STATE OF KANSAS 2 n Quadrup Retain the PINK copy DEPARTMENT OF CIVIL SERVICE Send the other three copies to Dept. of 801 HARRISON, TOPEKA > Civil Service. PERSONNEL REQUISITION Agency UNIVERSITY OF KANSAS Proposed Pay Rate Organization Unit Title of Position PHYSICAL EDUCATION DEPARTMENT Number of Vacancies..................20.0.2-000.--. Name and Title of Former Incumbent (Give only number and class if more than three) 9.905 bie sexmem, Less: $...... none Sere maintenance Replacement New Position XX Type of Vacancy: Preferred Method of Filling Vacancy: Kind of Appointment: Starting Date....... May Be 1986 pgp Bass Permanent [i x Original Appointment (1 Promotion Temporary 5» ; Place of Work (1 Reémployment ( Transfer From..2vAdd. J, Mh tee Part-time 0) Lawrenee fal Reinstatement Papin Describe the specific duties and responsibilities of the position or positions to be filled. Duties and responsibilities change from time to time, therefore a new description should be prepared each time a position is to be filled. If more space is needed, attach additional pages to this form. Explain any special qualifications needed. If possible, avoid direct quotation from class specifications. ' Reyaou ae: ve eet-tee Cock ce) t/ tt! 2 : Ae ai Ne Equipment to be operated : Essential special qualifications: Check sex required: ....... x ey male fee ee female wheels: Employees to be Person who will Employees Doing Similar Work Supervised by Appointee Supervise Appointee - Names and Titles (Give only number and class, if more than three) Number Class Title Name fr Class Title EL phugher/ — | hee Lpntotea ZA a, Hegghee Signature of Supervisor Title MAY. Narrtdagre FOR USE BY THE DEPARTMENT OF CIVIL SERVICE Salary Signature of Appointing Authority Date Allocation Method of Filling Vacancy List to be Used | By: Date Signature of Director of State Civil Service 19-5024-0 9-42—10M Sets oGGgeaiap Transaction Number Date of Certificati CERTIFICATION AND APPOINTMENT REPORT oo sa In response to your requisition for employees, the names of the following eligibles are submitted. Each person listed below has been notified of his certification and instructed not to communicate with you until you request him to do so. You probably will find it advisable to interview all eligibles certified. Appointment can be completed by indicating with a check mark in the proper column below the action taken. Return the white copy to the Department of Civil Service. Retain the blue copy for your own files. INTERVIEW APPOINTMENT Effective Rank NAME ADDRESS Notified Appeared Interested Selected Bg tae ate Yes No Yes No Yes No Yes No Cine This certification terminates the provisional appointments of the following named individuals as Of -...-...---..cc cece cco cececsceeeeeesceseseebesbelseseteeteeteeeeeeeeeeeeeec ee. Date Signature of Supervisor Date Signature of Appointing Authority FOR USE BY THE DEPARTMENT OF CIVIL SERVICE Certification Notices Follow-up Letters Action Recorded Approved Sent Sent By 2 Date By Date Bes “. BY Date By Date Date Signature of Director of State Civil Service Complete in Quadruplicate STATE OF KANSAS Retain the PINK copy D EPARTMENT OF CIVIL SERVICE Send the other three copies to Dept. of 801 HARRISON, TOPEKA Civil Service. PERSONNEL REQUISITION Agency Organization Unit Title of Position UNIVERSITY OF KANS Rep nt Cinw. Proposed Pay Rate Number of Sea pe ee aes oe is Name and Title of Former Incumbent (Give only number and class if more than three) ° . 6S hn Sic ceeccaleeiee per month Type of Vacancy: Less: $....°PUGTS™.... maintenance Replacement New Position” Preferred Method of Filling Vacancy: Kind of Appointment: Starting Date.......... Let. w! pAh 3 Raa Permanent [J Pl Work wOriginal Appointment () Promotion Tempora ue p, _ - ace of oF (] Reémployment (0 Transfer rom tud~ | seFesesecereeeeeee to... 99. seeeeceteeeeseeee . manips Part-time 0 LAWRENCE CL Reinstatement ; Explain | Describe the specific duties and responsibilities of the position or positions to be filled. Duties and responsibilities change from time to time, therefore a new description should be prepared each time a position is to be filled. If more space is needed, attach additional pages to this form. Explain any special qualifications needed. If possible, avoid direct quotation from class specifications. Equipment to be operated : Essential special eae Check sex required: Se eae Wale: 25..202. bs. female Employees Doing Similar Work Employees to be Person who will Supervised by Appointee Supervise Appointee Names and Titles (Give only number and class, if more than three) Number Class Title Name Class Title F.c Allan Velen Signature of Supervisor "@ Signature of Appointing Authority Date FOR USE BY THE DEPARTMENT OF CIVIL SERVICE Allocation Salary Method of Filling Vacancy List to be Used By: Date Signature of Director of State Civil Service 19-5024-0 9-42—10M Sets ages Tr ti Numbe Dat f Certificati isis vai . CERTIFICATION AND APPOINTMENT REPORT ene In response to your requisition for employees, the names of the following eligibles are submitted. Each person listed below has been notified of his certification and instructed not to communicate with you until you request him to do so. You probably will find it advisable to interview all eligibles certified. Appointment can be completed by indicating with a check mark in the proper column below the action taken. Return the white copy to the Department of Civil Service. Retain the blue copy for your own files. INTERVIEW APPOINTMENT Effective Rank NAME ADDRESS Notified Appeared Interested Selected nee ate Yes No Yes No Yes No Yes No g This certification terminates the provisional appointments of the following named individuals as Of ..............2.2.c:csc0-ec2+eeseseseeseseececesvevecescececeseeseseseeseseseeceeesceses Date Signature of Supervisor Date Signature of Appointing Authority FOR USE BY THE DEPARTMENT OF CIVIL SERVICE Certification Notices Follow-up Letters Action Recorded Approved Sent Sent By 2 eaters By Date ee os | ey: Date By aos Date Date Signature of Director of State Civil Service wo THE UNIVERSITY OF KANSAS LAWRENCE OFFICE OF THE CHANCELLOR April ii, 1965 Dre fF; C. Allen LOY Be, Campus Dear Dr. Allen: Attached are the service report rating sheets for your staff. As explained at the con- ference of supervisors last Friday afternoon and on the service report procedure form mailed to you earlier, you are to rate each individual on the twenty-five points, Then you are to answer questions one, two, and three on the back of each sheet and sign your name on the line marked "Rating Officer", Please note that you are to give the home address on the front of the sheet in each case, Please complete the reports and return them to me at the earliest possible date so that they may be delivered to the Civil Service office before the 20th. eee ie ' Please give to each person rated one copy of the enclosed letter from the Department of Civil Service. Sincerely yours, olla t Executive Secretary RNigs fine. Vv STATE OF KANSAS DEPARTMENT OF CIVIL SERVICE 801 HARRISON STREET TOPEKA, KANSAS CIVIL SERVICE BOARD DIRECTOR FRED C. ALLVINE ois CHAS. B. NEWELL TOM WILSON |. TO THE STATE EMPLOYEE: At this time "service reports" are being prepared for all employees in your agency. Naturally, you will have many questions to raise about this program, . the most important of which are answered briefly below. WHO WILL MAZE THE SERVICH RATINGS? Someone in your own agency, some supervisor who knows what work you do and the manner in which you do it, will make the ac- tual rating of your service. The reports will be returned to the Department of Civil Service for the routine process of scoring, but the actual evaluation of your service will be made by someone within your own agency and will in no way be changed by the Department of Civil Service. HOW OFTEN WILL SERVICE REPORTS BE PREPARED? Beginning with the present report, @ periodic rating of your service value will be prepared rey every six months, WHAT IS THE FURFOSE OF SERVICE REPORTS? One of the basic purposes is to pro- vide the appointing authority with a useful tool in the evaluation of his em- ployees for consideration in connection with salary increases and promotional possibilities, OF WHAT VALUE IS THIS SERVICE REPORT TO YOU? Here is an opportunity for you to "see yourself as others see you." At the conclusion of the scoring process, you will be sent a notice advising you of your score on the service report - that is, you will learn whether you ere considered by your supervisors to be an excellent employee, or a good, average, fair, or poor one, as compared with the other em- ployees in your agency. Furthermore, if you wish to know more ebout your rating on particular phases of your work, the Department of Civil Service will provide you with a copy of the service report which was submitted for you. A careful con- sideration of this report will point out to you places where you can improve your service to the State and will also show those phases of your work in which your service has been particularly good. After you have received your grade notice on the first service report, we will be pleased to have you bring to the attention of this Department any further ques- tions you may have as to the nature and purposes of this program. If you wish to call in person at our office, a staff member will be on hand to look over your S service report with you. Yours very truly, 2 a oo CHAS. B. NEWELL, Director Department of Civil Service sey CBN: 1s UNIVERSITY OF KANSAS Lawrence June 1, 1944 TO DEPARTMENTS: . Under the Civil Service Law time off with pay ie to be given to classified personnel on legal holidays, but in case it is necessary for operation of the institution to ask employees to work on holidays equivalent time off with pay ie tobe given at a later date. Memorial Day was a legal holiday, and if any member of your staff worked that day you should already have filed with the Business Office an Application for Overtime Credit on the form provided for that purpose. When the overtime credit is taken, report should be made to the Business Office on the form provided for thatpurpose, Report of Leave Taken. duly 4 is also a holiday under the Civil Service Law, but the University will not observe the holiday. In some departments it may be possible to grant a holiday to part of the staff. In case of persons who stay on the job, please be sure to file the Application for overtime Credit. Sincerely yours, RAYMOND NICHOLS RN: gs ; | Executive Secretary UNIVERSITY OF KANSAS Office of the Chancellor January 28, 1944 TO HEADS OF DEPARTMENTS: For the use of your office I am sending two new Civil Service forms - Application for Overtime Credit and Report of Leave Taken. The following suggestions are made for use of these forms: 1. Application for Overtime Credit. This form is to be used to request overtimecredit anytime a member of your Civil Service staff works on a legal holiday during which the University remains open, (Civil Service Rule 10.2). Requests for overtime credit should be filed with the Business Office immediately following the holiday concerned, You will note that as many as seven names can be listed on one form. Requests must be filed on time and an overtime leave will not be subse~ quently allowed if not substantiated by a request on file, At the present time the University allows credit only for work on legal holidays when the University offices remain open, Overtime work on New Year's Day, 1944 may be reported now, Ce Report of Leave Taken. This form is to be used at the end of the month to report to the Business Office any leave taken under the Civil Service regulations for vacations, sickness, overtime or, absence without pay. A copy is required for each Civil Service employee who has taken time off with or without pay during the month. Since these data must, under the law, appear on the monthly payroll, the reports must be in the Business Office not later than the last day of the month or in case the end of the month is on Sunday, on the day following. For each type of leave taken the report should show the total number of days taken and should give the dates of the days taken off, such ass 7th - 10th inclusive. Additional copies of these forms may be secured from the Business Office. Your cooperation in the use of these new forms will facilitate the work of the Business Office in getting out the monthly payroll. Sincerely yours, RAYMOND NICHOLS Executive Secretary UNIVERSITY OF KANSAS Lawrence Office of the Chancellor . September 16, 1913 1, Student Help on Hourly Basis Exempt from Civil Service, The Civil Service Department has just ‘announced that on the basis of an opinion of the Attorney General, students employed on an hourly basis have been exempted from Civil Service procedures, This means that (1) the appointment of students employed at an hourly rate no longer need be reported on form CS~204, and (2) that proposed change in the hourly rate of student help no longer need be submitted. From now on only two procedures will apply to student help working by the hour, The first is to prepare the irregular payroll form at the end of the month, Please be sure that the position is clearly marked "Student", Time for hourly student help not so identified will be withheld from the payroll until the necessary correction is made by the department concerned, The second procedure is to make sure that every student on your payroll has been notified to file Withholding Tax Exemption Certifi-~ cates with the Business Office as soon after his beginning date of employ= ment as possible, Please note that the Civil Service procedures have not been changed in the case of students employed on a regular basis at a specified monthly salary. As in the past, CS=204 is required to report an appoint- ment to the regular payroll and a memorandum isto be used to request a Change of rate or status, 2. Irregular Payroll Titles, On the irregular payroll time report, it is essential that the correct title of the person be given in the space marked "Position", For a person in the classified service, give his Civil Service classification; if he is Janitor I, do not call him Janitorial Assistant. For a student, mark the form "Student Typist", or "Student Janitor", as the case may be, or simply "ants " For m in« structor, write in "Instructor," Failure to enter the employee's correct title on the time report will result in the time being withheld by the Business Office for correction by the department at a later date. Sincerely yours, RAYMOND NICHOLS Executive Secretary UNIVERSITY OF KANSAS Lawrence Office of the Chancellor September 10, 1943 Definition of Civil Service Status Terms The status terms defined below apply only to persons in the classified service. They do not apply to the unclassified service (instructors, students). Whenever form CS-202 is used to report’a change in the status of a person in the classified service, the word under question 3 which describes the present Civil Service status of the employee should be checked. PROVISIONAL. A provisional appointment is made when no eligible list can be supplied by the Civil Service Department, and must be terminated when such a list is established. Bnployment of a person on a provisional basis is author- ized by the Civil Service Department through form CS~203. PROBATIONARY. ach appointment from an eligible list is subject to a pro- bationary period of six months, except that an employee with incumbent status (i.e., one who was employed when the lew went into effect on June l, 1941) is subject to a probationary period of 30 days after certification by the Civil Service Department. On request of the Chancellor, the probationary period may be extended to a maximum of one year, At any time during the probationary period an employee may be removed if his performance does not meet required work standards, provided the employee is notified of the reasons for removal. PERMANENT. Upon expiration of the probationary period, an employee is given permanent status with full Civil Service rights. TEMPORARY. Whenever a person is needed for a short time which will not last more than three months, a temporary appointment can be mado from the Civil Service cligible list. EMERGENCY. | When an emergency exists which requires the immediate services of a person, any qualified person may be employed for a period not exceeding 10 days. Form CS-204 should be used to report such employment. Successive emergency appointments shall not be made, and no person may receive more than three emergency appointments to any one or different positions within one calendar year, RAYMOND NICHOLS Executive Secretary os ae : July 10, 1943 ir. Raymond Nichols, Chanceller’s Office. Dear Rays I am enclosing Unergency Appeintment forms fer the four students who helped with the painting in the Siaiscas Ge A ckseees eyrmnntien solaris. These boys are to be paid at the rate of 60¢ per hour, in sccord~ ance with Chancellor Malett's instructions. Sincerely yours, : Direstor of Physics] Education, PCA: Al Varsity Basketball Coach. February 24, 1943. Memorandum to Chancellor's Office: the following students who have been on the Physical Education Department's irregular payroll ere no longer in school: Spencer Bayles Jack Bryan Clark Churchill Bob Cohlmeyer Yim. Elbl Frank Snerson Ce do Irsik Dick Miller Bob Powell Vern Rutledge Marvin Sollenberger le J. Callahan Marvin Vandaveer Robert Woodbury UNIVERSITY OF KANSAS Lawrence Office of The Chancellor November 9, 1942 WHEN AND HOW TO USE FORM CS-204 A. FOR EMERGENCY APPOINTMENT In an unforseen emergency, a person may be appointed for a period of not to exceed ten days. Successive emergency appointments may not be made, and no person May receive more than three emergency appointments within one calendar year. Use only for positions normally subject to Civil Service. mergency ap- pointments are not to be made for persons in the unclassified service (students and instructors). B. FOR UNCLASSIFIED APPOINTMENT Use for persons not subject to Civil Service, such as instructors and stud- ent help. Until further notice, high school students employed on a part-time basis are in the unclassified service. (A person who is primarily an employee and takes only a few hours of University work is not a student under the law.) Fill in Form CS-204 as follows: enc Organization Unit : Date to start on payroll Name cf your office or depart- Give date employee is ta kU nent i start work _ Employee's Name Title For emergency appointment -- leave blank. Give name, with initial | For unclassified appointment -- write in "Instructor" or Student", If less than full time, write "Part-time". A Student _is always "Part-time". Name of former employee | Title Give this only if ap- Fill in as outlined above. pointment is to fill a | vacancy. Date of appointment Total Pay Rate Less Maintenance* Valued at Give date appointment Give hourly or monthly If maintenance* is provided, give was made, not later rate, including mainten-| value. If not, write in "None", than date employee ance” if any. j started work, If emergency appointment, describe emergency fully Give enough detail to describe nature of work and exnlain emergency. Name and Title of Appointing Authority | Signature of Appt. Authority Date Type int Deane W. Malott, Chancellor. | Leave this space blank. Leave blank. *Maintenance refers to room, board, or laundry. l. Ce Se 10. These regulations apply both to the regular and irregular payrolls. Both copies of the form are to be sent to the Chancellor's Office as soon as the appointment is made. Department head should put his initials in "Organization Unit" space below the name of the office or department to indicate his approval of appointment. To request a change from the regular to the irregular payroll, send a memorandum to the Chancellor's Office. For a person appointed to the regular payroll, the official University appointment blank always must accompany the Civil Service form. To request a change from the irregular to the resular payroll, send a memorandum to the Chancellor's Office, along with the official University appointment blank. CS-204 should be made out as soon as a person is employed. Under the law, the Civil Service Department will not approve a payroll without a substantiating Civil Service form on file for every employee. If a department is not prompt in sending CS-204 to the Chancellor's Office, the Chancellor's Office in turn cannot send the form to the Civil Service Office ahead of the payroll. To request a change in the rate of pay, send 4 memorandum to the Chancellor's Of- fice, giving reasons for the change, the present rate of pay, and the proposed rate. To report a resignation, use Form 05-202. If a person is quitting your department but not leaving the University, a memorandum will suffice. In the case of a stud- ent, notice of resignation is to sent only in case of withdrawal from school. Thus, notice of resignation is not sent in case a student does not work any par- ticular month. Appointment will remain in force until changed by your memorandum or Form 0S-202. Tarn in your irregular payroll as in the past, to the Business Office. Where the name of a student appears on your payroll, indicate "student" beside the name. Your irregular payroll must reach the Business Office before 9:30 a.m. on the 26th of each month. Keep this letter on file for reference. If you have any additional ques- tions not covered herein, do not hesitate to call the Chancellor's Office for infor- mation. RAYMOND NICHOLS Executive Secretary