State of California

  M E M O R A N D U M

  REFERENCE CODE:
  2003-010

  DATE:
  February 19, 2003

  TO:
  Employee Relations Officers
  Personnel Officers
  State Restriction of Appointments Coordinators

  FROM:
  Department of Personnel Administration
  Policy and Operations Division

  SUBJECT:
  New Edition of the California Civil Service Layoff Manual

  CONTACT:
  Barbara Birt, Statewide SROA Coordinator
  (916) 324-0448
  FAX: (916) 327-1886
  Email: BarbaraBirt@dpa.ca.gov


  The purpose of this memorandum is to distribute the 
  California Civil Service Layoff Manual (January 2003).  
  This new edition supersedes all previous Personnel 
  Management Liaison (PML) Memoranda and policy memoranda 
  pertaining to the layoff process.
  
  The attached manual reformats the prior Staffing Reductions 
  Policy and Procedure Manual (October 1994) to facilitate 
  its use and to include updates of forms that were in the 
  prior manual.
  
  The computation of seniority scores is one of the most 
  time-consuming steps in the layoff process.  This time can 
  be significantly reduced if departments will take the 
  following actions prior to the start of the layoff process.  
  Detailed instructions are provided in Section 400 of the 
  attached manual.
  
  1.  Post the dates and hours of intermittent service 
  to the employment histories of current employees 
  through the seniority computation date ("comp-thru 
  date") established by the Department of Personnel 
  Administration (DPA).
  
  2.  Ensure that each employee with PRIOR qualifying 
  service with nonexecutive branch institutions that 
  include the University of California, the California 
  State Universities (CSU), and the California State 
  Legislative Branch has a completed "Verification of 
  State Service Outside the Executive Branch" Form 
  [DPA-039 (Rev.01/03)] on file.  (NOTE:  In the case of 
  CSU service, this form is needed only for service 
  prior to 1975 because subsequent service is included 
  in the State Controller's data base.)
  
  3.  Ensure that each employee with PRIOR qualifying 
  military service has a completed "Military Service 
  Information" Form [DPA-190 (Rev. 01/03)] and a "Military 
  Discharge" Form (DD-214) on file.  Every employee should be 
  given a DPA-190 Form to complete when first appointed (new 
  hire, transfer, etc.) to a position in your department to 
  indicate whether or not she or he has prior qualifying 
  military service.  
  
  Questions concerning the layoff process should be directed to 
  your Policy and Operations Division analyst at DPA.
  
  
  
  
  Bob Painter, Chief
  Policy and Operations Division
  
  Attachments will be distributed via mail.