Section 97.2 of Civil Service Law requires each local civil service office to maintain an official roster of classified employees for all civil divisions under its jurisdiction. That means our office must maintain records of all of your employees that are in the classified service. This roster record must contain information, including title, position status and salary, for each employee from original appointment through separation from service.
The Report of Personnel Change Form
The Report of Personnel Change Form for Dutchess Community College (.pdf)
Personnel Transactions Requiring a RPC
Report of Salary Change Form
Substitute Appointment Form
Summer Employment Form
The primary form used to track this information is the Report of Personnel Change (.pdf) Form, or RPC for short. It is the responsibility of each agency to complete and submit an RPC for every personnel transaction in a timely manner to our office so that our official records can be maintained. This is important not only for our records, but also for your employees. Unreported appointments or changes, or appointments submitted late that are found to be illegal, can have a negative impact on these individuals and subject the appointing authority to legal action.
As specified in Rule XX, the following transactions require the filing of an RPC with our office:
In addition to an RPC, other things may have to be considered or other documents supplied when reporting a personnel transaction involving the appointment to a position. The following table gives general guidance in this area.
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Even though there are no minimum qualifications and we do not require an application for labor and exempt class positions, it remains the responsibility of the appointing authority to determine the overall merit and fitness of these candidates.
Specialized Reporting Forms
In order to expedite the reporting process, we have developed several specialized forms. Please use these forms in place of RPC’s when appropriate.
The Report of Salary Change (.pdf) Form should be used when your agency changes a number of employees’ salaries with no other changes. Such changes often happen when employees are given cost of living adjustments or boards vote for new salary plans. The form still needs to be signed by an authorized appointing authority.
The Substitute Appointment (.pdf) Form should be used to report the temporary substitute or “on-call” appointment for certain specified titles in the labor or non-competitive jurisdictional class.
The Seasonal Summer (.pdf) Form should be used to report temporary labor class appointments generally made during the May 1st to November 1st time frame. If no termination date is given for an employee, they are automatically removed from our records as of November 1.