Cal. Code Regs. Tit. 2, § 174 - Applications for Civil Service Examinations
(a) For online examinations, the Department
or designated appointing power may require that only application forms
submitted online shall be accepted, except those documents and materials
specified in section
170, subdivision (d). For all other
examinations, the Department or designated appointing power shall allow
applicants the option to file an application form along with any other required
documents or materials, except those documents and materials specified in
section 170, subdivision (d), by way of an
online application system, U.S. mail, parcel delivery or courier service, or in
person.
(b) Whenever the Department
or designated appointing power receives an application form that is filed
online for an examination, the Department or designated appointing power shall
do all of the following, in accordance with Government Code section
18934:
(1) Provide the electronic communication
address of the Department or the electronic communication address of the
designated appointing power to the applicant.
(2) Communicate with the applicant using
electronic communication instead of postal mail, unless the applicant
specifically requests otherwise.
(3) Prior to sending applicants any
examination related information using electronic communication, inform the
applicant that he or she will be provided with employment inquiry notifications
and his or her score and rank on the examination using electronic
communication, unless the applicant specifically requests to be notified using
postal mail.
(c) All
applications must be filed at the place, within the time, in the manner, and on
the form specified in the examination announcement. Unless otherwise set forth
in this Article, applications failing to satisfy any of these criterion shall
not be accepted. A separate application shall be filed for each examination
unless otherwise specified in the examination announcement. All applications
shall be available and accepted free of any charge to the applicant. Under no
circumstances shall applications for examinations in progress or testing
materials for examinations be returned to applicants. The names of applicants
shall not be made public.
(d) The
Department or designated appointing power may indicate in the application
instructions that applicants must provide their employment history on the STD
678 application form rather than attaching a resume to the form. If the
application instructions do not include such a requirement, and the applicant
attaches a resume to the application form in lieu of providing employment
history on the STD 678, the application should be accepted or the applicant
shall be notified of the defect and provided the opportunity to resubmit the
application containing the information, so long as the original application was
timely filed.
(e) Where an
applicant properly completes, certifies, and files the application form by way
of the online application system, his or her handwritten signature is not
required on the paper version of the application form. The applicant's digital
certification of the application form shall have the same legal effect as if
the applicant hand signed the paper version of the application form.
(f) Filing an application "within the time"
shall mean:
(1) Postmarked by the United
States Postal Service (USPS) or depositing with a parcel delivery or courier
service no later than the final filing date specified on the examination
announcement, provided that the parcel contains proof of timely deposit with
the parcel delivery or courier service; or
(2) Date stamped at one of the Department's
offices or at the appropriate office of the agency administering the
examination no later than the final filing date specified on the examination
announcement; or
(3) Electronically
transmitted no later than 11:59 p.m. Pacific Time on the final filing date
specified on the examination announcement.
(g) For purposes of determining whether an
application has been filed within the time as set forth in subdivision (f)(1),
any dates printed on mobile barcodes or equivalent mobile print technology
shall not be considered postmarks and, as such, are not acceptable proof of the
date the application was filed.
(h)
An application not timely filed as specified in subdivision (f) shall be
accepted if one of the following conditions applies:
(1) The application was delayed due to a
verified error on the part of the staff of the Department or other agency
conducting the examination or through a documented administrative error by
postal authorities or the parcel delivery or courier service.
(2) An application for an examination is
filed in error to the wrong agency and was postmarked by the postal service or
date stamped by the receiving agency on or before the final filing date
specified on the examination announcement, or contains proof of timely deposit
with the parcel delivery or courier service.
(3) For a promotional examination, the
appointing power verifies distribution problems with the examination
announcement that prevented timely notification to an employee seeking to take
the examination. Posting in a centralized location of each branch, district,
institution, region, or office of the appointing power shall constitute
notification of the promotional examination to employees.
(4) The appointing power verifies that the
employee seeking to take a promotional examination failed to receive timely
notice of the examination because the employee was away from his or her place
of work during the entire examination announcement period due to a work
assignment, vacation, sick leave, or leave of absence.
Notes
2. Amendment of NOTE filed 4-8-77; effective thirtieth day thereafter (Register 77, No. 15).
3. Amendment filed 5-6-81; effective thirtieth day thereafter (Register 81, No. 19).
4. Amendment filed 7-3-86; effective thirtieth day thereafter (Register 86, No. 27).
5. Change without regulatory effect amending section and NOTE filed 9-9-2014 pursuant to section 100, title 1, California Code of Regulations (Register 2014, No. 37).
6. Amendment of section heading, section and NOTE filed 4-27-2017; operative 7-1-2017. Submitted to OAL for filing and printing only pursuant to Government Code section 18211 (Register 2017, No. 17).
7. Amendment of section heading, section and NOTE filed 3-4-2020; operative 7-1-2020 pursuant to Government Code section 18211. Submitted to OAL for filing and printing only pursuant to Government Code sections 18211 and 18213 (Register 2020, No. 10). This database is current through 9/15/23 Register 2023, No. 37.1. Amendment filed 9-15-53; effective thirtieth day thereafter (Register 53, No. 16).
Note: Authority cited: Sections 18502, 18660 and 18701, Government Code. Reference: Section 18934, Government Code.
2. Amendment of NOTE filed 4-8-77; effective thirtieth day thereafter (Register 77, No. 15).
3. Amendment filed 5-6-81; effective thirtieth day thereafter (Register 81, No. 19).
4. Amendment filed 7-3-86; effective thirtieth day thereafter (Register 86, No. 27).
5. Change without regulatory effect amending section and Note filed 9-9-2014 pursuant to section 100, title 1, California Code of Regulations (Register 2014, No. 37).
6. Amendment of section heading, section and Note filed 4-27-2017; operative 7-1-2017. Submitted to OAL for filing and printing only pursuant to Government Code section 18211(Register 2017, No. 17).
7. Amendment of section heading, section and Note filed 3-4-2020; operative
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