State of California

  M E M O R A N D U M

  REFERENCE CODE:
  2004-033


  DATE:
  July 30, 2004


  TO:
  Personnel Officers

  Labor Relations Officers

  Transactions Supervisors


  FROM:
  Department of Personnel Administration
  Personnel Services Branch


  SUBJECT:
  State Restriction of Appointments Update to the California 
  State Restriction of Appointments Policy and Procedure 
  Manual


  CONTACT:
  Personnel Services Branch

  (916) 323-3343

  FAX: (916) 327-1886 

  E-mail: psb@dpa.ca.gov



  The purpose of this memorandum is to provide direction on a 
  change to a State Restriction of Appointments (SROA) 
  Program process and provide an update to the SROA Policy 
  and Procedures Manual.

  

  UPDATE TO THE SROA SCANTRON FORM PROCESS

  

  The layoff department is now responsible for completing the 
  SROA Scantron form on behalf of the employee.  At the same 
  time an employee's position is designated as surplus, the 
  layoff department will place the surplus employee in the 
  SROA Program for the employee's current classification and 
  the geographic area where the employee is currently 
  employed.  Employees will be given an opportunity to 
  request to be removed from the SROA Program without 
  prejudice and without affecting their surplus status.  
  Employees may also elect their preference for other 
  geographic locations they are willing to be employed.  
  Employees, who are eligible for the SROA Program, will 
  remain in such status for up to 120 days.

  

  The layoff department will send the Scantron form to the 
  State Personnel Board (SPB), Certification Unit, to be 
  effective the date the employee receives the official 
  surplus certification letter.

  

  
 
  

  

  PML 2004-033

  July 30, 2004

  Page 2

  

  

  Following are step-by-step instructions to assist departments in 
  following this process change.

  

  Layoff Department's Responsibilities

  

  It is the responsibility of the layoff department to (1) complete an 
  SROA Scantron form, on behalf of the employee, filling in the 
  employee's name, current department, current class, current salary 
  range, social security number, work phone number, current geographical 
  work location; (2) sign (with title) and date the Scantron form; 
  (3) make a photocopy of the SROA Scantron form; (4) send the original 
  SROA Scantron form to SPB, Certification Unit, 801 Capitol Mall, 
  Sacramento, CA  95814 for SROA certification processing; (5) attach 
  the photocopy SROA Scantron form to the employee's Surplus/SROA 
  Certification Letter and deliver it to the surplus employee; (6) send 
  to SPB any future changes regarding the Scantron form; and 
  (7) maintain an SROA Scantron form file for each surplus/SROA 
  employee.  Note:  The surplus certification letter is revised to 
  provide the employee both their surplus and SROA status information 
  (sample attached).

  

  Surplus/SROA Employee's Responsibilities

  

  After receiving the Surplus/SROA Certification Letter with the 
  photocopied Scantron form attached, each surplus/SROA employee will 
  (1) sign and date (beneath the personnel office signature and date) 
  the photocopied Scantron form; and (2) return the form to his/her 
  department contact person (listed on the certification letter) to 
  maintain on file.

  

  If the surplus employee chooses to be removed from the SROA Program, 
  is interested in an appointment to a position that requires a second 
  language, or wishes SROA status in additional geographical locations, 
  the surplus employee will (1) mark the photocopied Scantron form 
  indicating the SROA status change; (2) sign and date the form (beneath 
  the personnel office signature and date); and (3) return the form to 
  his/her department contact person.

  

  The above revision is now incorporated into the SROA Policy and 
  Procedure Manual.  The manual can be accessed on DPA's Web site at the 
  following link: 

  

  http://www.dpa.ca.gov/general/Publications.shtm 

  

   
  

  

  PML 2004-033

  July 30, 2004

  Page 3

  

  

  If you have any questions regarding this memorandum, please have your 
  designated personnel office staff contact the DPA Personnel Services 
  Branch (PSB) at (916) 323-3343 or e-mail psb@dpa.ca.gov. 

  

  

  

  

  Jerri Judd, Manager

  Personnel Services Branch

  

  

  Attachments will be distributed via mail.