Special Selection

I. Policy Summary

An employee who becomes disabled may be selected for an open position for which he/she qualifies, and may be considered for open positions over non-disabled applicants, generally for a period of 90 calendar days. Any employee who becomes disabled may be selected for an active, vacant position which has not been publicized. When an employee becomes unable to perform the essential, assigned duties of the currently held position as a result of a covered disability, the Santa Cruz campus is committed to providing services to assist the employee. This includes Special Selection as a reasonable accommodation to provide the employee with the opportunity to be selected for an alternative position.


II. Related Policies, Contract Articles and References

  1. Personnel Policies for Staff Members (PPSM) – employees not covered by a collective bargaining agreement:

    • PPSM 81- Reasonable Accommodation Policy and Procedures

    • PPSM 20B.3- Recruitment

  2. Contract Articles– employees covered by a collective bargaining agreement


III. Authority

In circumstances where the non-selection of a Special Selection candidate does not appear to be appropriate, the Staff Human Resources Director, in consultation with other appropriate offices, has responsibility for making the final determination regarding selection.


IV. Criteria

Medical documentation from a licensed health care provider and a completed medical release form for the Disability Management Coordinator must be provided by the employee to assist in understanding the nature of the employee’s functional limitations. This documentation may be subject to confirmation by a University-appointed license health care provider. In order to be eligible for Special Selection services, the employee must be a qualified individual with a disability as defined by the Americans with Disabilities Act (ADA) and Cal-FEHA.

In order to be considered for recruitments under Special Selection, the Special Selection candidate’s current salary range maximum must be less than or equal to that of the vacant position, the vacant position must be at the same or lesser percentage of time as the position currently held by the Special Selection candidate and the vacant position must be at the same campus. The Special Selection candidate may be considered for open positions over non-disabled applicants.

 
V. Process Overview

When a qualified employee with a mental or physical disability is, or becomes, unable to perform the essential, assigned duties of the currently held position as a result of a covered disability, the University is committed to providing reasonable accommodation. The University will explore reasonable accommodation options when an employee requests accommodation or indicates a need for accommodation due to a covered disability, or when the need for reasonable accommodation is obvious. Accommodation options will be considered in discussions with the employee. This is an Interactive Process that requires the active participation of the employee and the supervisor.

If it is determined that a qualified employee with a disability cannot perform the essential functions of his/her job, with or without reasonable accommodation, the employee may be selected for an open position for which he/she qualifies, and may be considered for such positions over non-disabled applicants under Special Selection. Special Selection, if appropriate, is a continuation of the Interactive Process.

  1. The Disability Management Coordinator (DMC) notifies employee of their Special Selection status, which is generally for a period of 90 calendar days and provides the individual with the Qualifications Summary form.

  2. The Special Selection Candidate (SSC) completes and submits a Qualifications Summary form and establishes a record in the Recruitment Management System (RMS) with the assistance of the DMC.

  3. The DMC notifies the Employment Manager (EM) of the Special Selection candidate’s eligibility and provides a copy of the candidate’s Qualifications Summary.

  4. Prior to the posting of a recruitment, the Recruitment Specialist (RS) refers potentially eligible SSCs to the EM.

  5. The Employment Manager (EM) determines SSC's eligibility and qualifications for the vacancy, referring only eligible and qualified candidates for consideration.

  6. When an eligible candidate is identified, the EM places a hold on the posting of the recruitment and forwards the Qualifications Summary to the Employee & Labor Relations Analyst (ELRA).

    NOTE: If multiple hires are expected for a recruitment, the recruitment may be posted. However, job applications for the recruitment will not be forwarded to the hiring unit, until a final decision regarding selection of the Special Selection candidate has been reached.

  7. ELRA forwards the Qualifications Summary to the Hiring Manager (HM)/Certified Hiring Manager (CHM).

  8. The HM/CHM reviews the SSC’s Qualifications Summary, schedules and conducts the qualifications review meeting with the SSC.

  9. If the HM/CHM determines the candidate is qualified:

    1. The Recruitment Specialist makes a formal job offer to the SSC.

    2. The ELRA conducts On-Boarding of the selected candidate.

  10. If the HM/CHM determines the candidate is not qualified, the HM/CHM submits a non-selection narrative justification to the EM.

    1. If the EM concurs, the RS proceeds to post the recruitment.

    2. If the EM does not concur, the HM/CHM is notified of non-concurrence and advised they may request a further review by the AVC of Staff HR.

      a. If further review is requested, EM reviews decision with AVC of Staff HR.

      b. After conclusion of the AVC of Staff HR's review process, EM takes appropriate action.

  11. The DMC advises the SSC on the Medical Separation process, if the SSC is unsuccessful in securing alternate employment during their window of eligibility.


VI. Forms/Resources

Forms


Resources

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Revised April 2010: E.3b