(Revised: 10/2021)

Definition

Training and Development (T&D) assignments are temporary assignments to provide an employee training and experience to move to a different occupational field. A T&D assignment is a formal agreement between the employee, the current supervisor, and the new supervisor. The duration of agreements can vary in length but shall not exceed twenty-four (24) months. The duration may also be the length of experience needed to meet the minimum qualifications.

No T&D assignment may be extended beyond twenty-four (24) months, with the exception of T&D assignments for employees in a less than full-time time base position, who may continue their T&D until they reach the equivalence of twenty-four (24) months.

Authority

Government Code Sections 19050.8 and 19400-19401, California Code of Regulations (CCR), State Personnel Board (SPB) and California Department of Human Resources (CalHR) provide laws, rules, regulations and policy that govern, authorize, and define T&D assignments.

Policy

It is the policy of the Department of General Services (DGS) to utilize T&D assignments in order to facilitate an employee’s entry into new occupational fields, help prepare employees for a future promotion, and provide a process for the movement of lower-paying positions into technical, professional, and administrative level positions by providing an opportunity to meet the minimum experience qualifications.

Process

The following standards and guidelines are embodied in the laws and regulations governing T&D assignments.

T&D Assignment Eligibility

Eligibility for T&D assignments require the employee be a state employee, and have permanent status in their current classification, with no break in service due to a permanent separation since that permanent status. The employee may, but is not required to, satisfy the minimum qualifications of the T&D classification. The employee shall possess any licensure, certificate, or similar credential that is a component of the minimum qualifications.

An employee may apply and be selected for a T&D assignment without the agreement of their current appointing power. The receiving appointing power must notify the loaning appointing power of the nature and length of the T&D assignment. The loaning appointing power may hold the employee no more than fourteen (14) calendar days after the date of the written notice. Pursuant to CCR, Title 2, Section 438.5, Termination and Corrective Action by Executive Officer, any participating agency or employee may terminate a temporary assignment or loan at any time for any reason.

Selection Process for T&D Assignments

Pursuant to California Code of Regulations (CCR) Title 2, Section 439.3 (a), CCR Title 2, Section 249.1, and CCR Title 2, Section 439 (b), the selection process for a T&D involves the use of job-related criteria and any other selection instrument or procedure designed to objectively and fairly, evaluate and compare the candidates.

T&D Classification

T&D assignments may be made to any of the following:

  1. The same classification as the employee’s current classification, but a different position.
  2. A different classification with substantially the same salary range as the employee’s “from” classification.
  3. A different classification with a promotional salary range provided that:
    1. The higher salaried class is the class in the employee’s desired occupational area that will provide the appropriate training experience.
    2. There is not another class nearer in salary to the employee’s current class that will provide the appropriate training experience. If such a class exists, that class shall be used for purposes of the T&D assignment.
    3. The higher salaried class is not in the same class series as the employee’s current class, unless the T&D assignment involves an apprenticeship program approved by the Department of Industrial Relations, Division of Apprenticeship Standards.
    4. A different classification with a demotional salary range provided that the assignment to the lower class is not used where other action, such as voluntary demotion, medical demotion, corrective action, or disciplinary action, is relevant to the employee’s situation.

Note: While on a T&D assignment the employee remains in the civil service classification they were in prior to accepting the T&D.

 Procedure

T&D Initiation

The following chart outlines the procedure to initiate a T&D Assignment:

  Action
1

Employee Resource Liaison (ERL)

  • Submits a completed Request for Personnel Action (RPA) to the Classification and Pay (C&P) Analyst, including the request to utilize T&D language on the job announcement, a justification detailing the business need at the T&D level, and the duty statement for the T&D classification. Refer to the Personnel Operations Manual section for RPA Process for additional information.
  • After the position has been advertised, and interviews conducted, uploads eSheet with up to five (5) candidate names, indicates request to check T&D eligibility next to the candidate’s name, and includes class code of the T&D class on the eSheet. Example: “Smith, John (T&D 5157)”

Note: The duty statement for the T&D classification is not posted on the job advertisement.

2

Examinations (Exams) Analyst

  • Completes minimum qualifications analysis, and indicates duration of T&D in the comments section of the eSheet.

Note: Exams must request the highest list appointment information (A01) if candidate is coming from another State department, to verify permanent or probationary status, and list appointed classification.

3

C&P Analyst

  • Reviews eSheet and A01 (if applicable).
  • Determines T&D eligibility based on the T&D Assignment Eligibility and T&D Classification Sections outlined above.
  • Routes to C&P Manager in Tracker.
4

C&P Manager

  • Verifies final eligibility, and routes to “Final Eligibility Determined (Program)”in Tracker.
5

ERL

  • If desired candidate is T&D eligible, informs hiring manager that they can make a tentative offer (with the duration of the T&D as indicated by Exams), and that the offer is pending T&D Assignment Agreement approval. A tentative effective date may be established at least one week in the future.
  • Sends T&D Assignment Agreement (with the Section 1 filled out) and duty statement of the proposed T&D classification, via email to C&P Analyst.
6

C&P Analyst

  • Reviews, revises and advises the ERL on the T&D Assignment Agreement (as necessary).
  • Completes Section 2 of T&D Assignment Agreement, signs, and routes to C&P Manager for approval.
7

C&P Manager

  • Obtains approval via email of T&D Assignment Agreement from C&P Staff Services Manager II, and Personnel Officer, with the Personnel Officer signing the T&D Assignment Agreement.
  • If approved, routes eSheet and T&D Assignment Agreement (with Personnel Officer’s signature) to C&P Analyst.
 C&P Analyst
  • Conveys approval for T&D Assignment Agreement to ERL, and that a final effective date may be established.
 9  ERL
  • For a DGS employee, gains all appropriate program signatures on Section 3 of T&D Assignment Agreement.
  • If candidate is coming from another department, sends T&D Assignment Agreement to the other department for signatures.
  • Obtains signatures from loaning program/department on Section 4 of T&D Assignment Agreement.
  • Routes RPA to “RPA Finalization” in Tracker, and uploads signed T&D Assignment Agreement and duty statement.
 10  C&P Analyst
  • Completes RPA per DGS guidelines.
  • Uploads completed T&D Assignment Agreement to Shared Drive, and updates T&D Tracking Log.
Completion of a T&D Assignment

After completion of a T&D assignment, the employee will satisfy the minimum qualifications of the target classification and may be appointed to the target classification after taking the exam. It is crucial to note that the employee should not take the exam prior to meeting the minimum qualifications.

In accordance with CCR, Title 2, Section 439.4, after completion of a T&D assignment, the employee shall have the absolute right to return to their former position. However, an employee who successfully completes a T&D assignment in a different position, regardless of whether the classification is the same or different, or whether the appointing power is the same or different, may be appointed to the same position in which they served the T&D assignment, provided that all of the following apply:

  1. The appointment is by way of transfer, list appointment, or demotion.
  2. The employee satisfies the minimum qualifications of the classification.
  3. The employee competed for the assignment pursuant to CCR, Title 2, Section 439.3 and the assignment was advertised pursuant to CCR, Title 2, Sections 249.1, 249.1.1, and 249.2, unless otherwise exempted.

After an employee is appointed, they will serve the applicable probation period, unless the employee has already served in the same class under the same appointing power.

The following chart outlines the procedure to transition an employee to permanent at the successful conclusion of a T&D assignment:

Action
1

Program

  • Tracks the T&D end date and ensures candidate does not take the exam prior to being eligible to meet minimum qualifications (MQs).
  • Confirms the date the employee will be eligible to take the exam with Exam Analyst a month before the T&D end date.
  • Creates an RPA to transition the employee to permanent full time at least one week prior to the T&D end date.
  • Program reiterates to the candidate to take the examination the day after the T&D ends (once they meet MQs), and not a day sooner.
  • Submits eSheet and commitment cert request to Exams Analyst the day after the T&D ends and the candidate has taken the examination for the target classification
2

Exam Analyst

  • Completes eSheet by confirming the candidate meets MQs and pulls a commitment cert. This typically cannot take place until the exam score for the target classification appears in ECOS, which is usually 1-3 business days.
  • Sends eSheet and commitment cert number to program and copies C&P Analyst.
3

Program

  • Submits complete RPA package to transition the employee from T&D to permanent full time per the “LT, TAU and T&D Assignments to Permanent” flow chart on the Hiring Toolkit found here.

Note: If the candidate passes the examination and is in one of the top three (3) ranks on the list for the target classification, the effective date of the transition will be backdated to the day after the T&D appointment ends so that there is no break in service.

Note: If the duration of a T&D spans an entire 24-month duration and there is no early-in for the exam, the candidate must be transitioned the day after the T&D ends. Otherwise the candidate must be returned back to their previous position and is no longer eligible to be transitioned in place to the target classification.

4

C&P Analyst

  • Routes RPA to PTU for processing after OHR approval.

Apprenticeship Programs

A T&D assignment is utilized when an employee is selected to participate in one of the Apprenticeship Programs at DGS. At the conclusion of a T&D assignment for an Apprenticeship Program. the employee performing the assignment shall be mandatorily reinstated to their previous position, rather than being appointed to the target classification in the position they served the T&D in. Since the candidate will be returning to their previous position number at the end of the Apprenticeship Program, the previous unit/division shall fill behind the employee as limited term. The program can begin the recruitment process for the position that the apprenticeship T&D position is tied to approximately sixty (60) days prior to the conclusion of the apprenticeship T&D assignment ending. Please note, the candidate selected to fill the vacancy left by the apprenticeship T&D assignment ending cannot be appointed to the position until the day following the end date of the T&D assignment. The T&D Assignment Agreement that was provided to program and the employee will specify the end date of the T&D assignment. The Personnel Officer will notify the employee that the T&D assignment will be ending and the date the employee will return to their previous position.

The following chart outlines the procedure to mandatorily reinstate an employee to their previous position at the conclusion of a T&D assignment: 

Action
1

Employee’s Current (T&D) Program

  • Tracks the T&D assignment end date and ensures candidate does not take the exam prior to them being eligible to meet minimum qualifications (MQs).
  • Contacts the Exam Analyst via email and copies (cc) the C&P Analyst a month before the T&D end date to request confirmation from the Exams Unit of the date the employee will be eligible to take the exam. Program shall attach the T&D Assignment Agreement when emailing the Exams Analyst.
  • Program reiterates to the candidate to take the examination the day after the T&D ends (once they meet MQs), and not a day sooner.
 
2

C&P Unit

  • C&P Analyst notifies their Staff Services Manager (SSM) I and SSM II that the T&D assignment will be ending and attaches the T&D Assignment Agreement to the email.
  • C&P SSM II notifies the Personnel Officer when a T&D Assignment ending.
3

Personnel Officer

  • Notifies the employee listed on the T&D Assignment Agreement that the T&D assignment will be ending and the date the employee will return to their previous position.
  • Notifies the employee’s previous program that the T&D assignment will be ending and the date the employee will return to their previous position.
  • Instructs the employee’s previous program to create an RPA to mandatorily reinstate (return) the employee to their previous permanent full-time position and classification at least one week prior to the T&D end date. 
4

Employee's Previous Program

  • Submits complete RPA package to return the employee to their former permanent full-time position. 

 5

 C&P Analyst

  • Routes RPA to PTU for processing after OHR approval.

 

Contact

Classification and Pay Unit

Department of General Services
Office of Human Resources

707 3rd Street, 7th Floor
West Sacramento, CA 95605
Contact your assigned Classification and Pay Analyst.