the maximum term of the eligible list involved. We think, therefore, that it would be advisable to amend the civil service law by adding thereto a section to read as follows: "All persons whose names appear upon any eligible list made pursuant to this article and who have entered or shall hereafter enter or shall obligate themselves to enter the federal military, naval or marine service or who shall be required by draft or conscription to enter the federal service in any capacity and who by reason thereof shall be unable to accept appointments made from names appearing upon any such list shall be entitled to have their names continued and placed on a separate eligible list for the same position resulting from an open competitive examination and names from such separate list shall be certified for appointment at such times as such service shall cease before certification is made from any subsequent eligible list with the same force and effect as if such person had been so certified before entering federal service as aforesaid. The eligibility for certificate for appointment of a person whose name appears on such eligible list entitled as herein provided shall continue for a period of one year from the date of his honorable discharge from such service." Appeals The appeals from ratings received by the Commission during the year number 65, of which 53 were denied and 12 granted in some form. This is a considerable reduction in the number of appeals as compared with the 365 of 1915 and the 100 of 1916. The Commission is gratified to observe that the practice of appeals from ratings in competitive examinations, which was widespread in recent years, has lessened, thus indicating a return of confidence in respect to this part of its work. Civil Service Record Rules and Regulations The civil service law was amended by chapter 653, Laws of 1917, approved May 25, by adding two new sections substantially as follows: All departmental agencies of the State government, whether known as department's, institutions, boards, commissions, or other wise, shall keep and report service records and ratings of employees, for the purpose of recording in terms of quality, quantity, and other factors, the relative efficiency of employees engaged in the same or similar lines of work, under the rules and regulations prescribed by the Civil Service Commission. The Civil Service Commission shall, within nine months after this act takes effect, prescribe suitable rules and regulations for the keeping, reporting, and reviewing of the service records and ratings of employees in the classified service of the State and shall enforce the same. It shall use such service records as a factor in promotional examinations from grade to grade, and as a basis for determining the rendition of satisfactory service necessary for advancement from one rate to another. Such rules and regulations and any modifications thereof shall take effect when approved by the Governor. A personnel board shall, when required by the Civil Service Commission, be established in each departmental agency of the government for the purpose of assisting the Civil Service Commission in enforcing the several provisions of the Civil Service Law. The members of such boards shall consist of State officers or employees and shall serve without pay. Other conditions governing the membership and conduct of such boards shall be prescribed by the Civil Service Commission. In obedience to this law the formation of a system of service records has had the special attention of the Commission for some months past and it will soon submit for your approval rules and regulations which it believes will aid in determining advancement “from one rating to another" in the classified service of the State. Investigation of the subject had already been begun by the Commission before chapter 653 became a law, and such investigation has continued during the year by conferences within the State and by correspondence with Civil Service Commissions throughout the country. On November 22, a largely attended meeting was held at the Commission's office at which were present representatives of various State agencies. At this meeting a number of valuable suggestions were made. These the Commission will endeavor to incorporate in the service record rules. That the civilian service of the State ought to be arranged so as to develop a force of highly competent and expert employees, cannot be denied. That such development does not customarily result under present conditions is manifest. There are many conspicuous exceptions to the general rule, yet anyone, having even moderate private business experience and looking into the usual clerical service of the administrative, judicial or legislative offices of the State and of our municipalities which are the greatest corporations that we know, becomes conscious of the lack of the development of minor clerks into an efficient body of subordinates possessing the spirit and ability to conduct public work with accuracy and rapidity. In other words, there is no pervasive and thorough-going attempt in these offices to bring out among employees qualities of special industry and inventiveness as applied to the work they perform. Thus there is little or no appeal in our public service to youthful ambition except in the matter of salary. It follows that not only is public money often wasted, but what is in reality much more serious, the stirring of employes in the minor grades to do better and superior work is neglected and the actual development of their faculties and capacities lies dormant or ceases altogether. In a well conducted public office knowledge of the best prevailing commercial methods ought to be stimulated, and acquaintance with and practice of these methods should discover new methods still better suited to the transaction of public business. As an element in bringing into exercise the desirable qualities suggested, it is believed a properly devised and administered system of service record rules will contribute much, and the movement in this direction should have the support of all interested in good government. Indeed so far have the needs of the State as associated with this general subject appealed to recent Legislatures that during the last three years an aggregate expenditure of almost $44,000 for special investigation of clerical salaries and duties. by the Senate Civil Service Committee has been made. In addition to this large expenditure of money there was willingly contributed much time and attention by each department in furnishing information and statistics to the committee. It would seem that this costly but valuable investigation should be utilized in some measure by putting in operation some system of service records. But to accomplish definite results in this field, the cooperation of the Legislature, as well as the aid of the adminis trative departments of the State is necessary. The Commission asks for such cooperation and aid in furthering the plan which it will later submit. At this time of war when savings of every sort are so much impressed upon all, any plan which will promote economic performance of work by State employees is worth consideration. Particularly is this true if such a plan will not only save time and money directly, but will in addition make a large body of men and women more effective wherever they may be employed in the future and so always a more valuable asset to the community. The Commission feels that the service records law has afforded it a patriotic opportunity in its best sense. With this thought in mind it is formulating service record rules which it believes will reduce the cost of State work, increase its accuracy and enlarge the benefits to be derived by those who take up State employment with the expectation of making it as it should be an honorable and permanent occupation. Comparatively few of the division heads of the State service have had the advantage of a contact with the progressive methods associated with clerical service as they exist today in commercial life. This situation presents an additional reason why some attempt at establishing standards for work in State service seems especially desirable. If a simple yet equitable service record system can be carried out it certainly will have a favorable influence upon the whole personnel of the State service by awakening a spirit therein which will make employees not only more interested in the work they are now doing but also more useful as energetic individual citizens in their other relations to the State. It is also not unreasonable to believe that the inauguration of a successful system of service records in the State agencies will lead ultimately to similar progress in the still larger civil service of our municipalities. In conclusion, the Commission considers that by the establishment of service record rules an opportunity is offered for a most important piece of constructive work within the State, and that this accomplishment within our own borders is likely to set a standard for a marked advance in public administration throughout the country. Conclusion A review of the work of the year shows that a consistent policy has been followed in the consideration of the many problems submitted. It has not been possible under the law always to grant requests for changes in classification, or for the exemption of certain new places, but it is a satisfaction to report that the Commission has received generally the earnest support and cooperation of heads of departments and appointing officers. Accompanying this report will be found the Chief Examiner's report, the civil list, appendices relating to examinations, and other matters which are required by law to be published. Respectfully submitted, JOHN C. CLARK, WILLARD D. McKINSTRY, State Civil Service Commission. |