Current and Former State Employees
The responses to these frequently asked questions are general and INTENDED AS GUIDANCE ONLY. Your situation may differ based on your civil service status, classification, bargaining unit contract and other factors. You should always contact your department's Personnel Office for clarification of your particular situation. It is your department's responsibility to provide information about your status, rights and benefits for which you may qualify.
Current State Employees:
What classifications can I transfer into other than my current job title?
Can I transfer from one State department to another without taking an examination?
How do I find out what upward mobility or promotional opportunities exist in my department?
Can I have two appointments to different positions at the same or different state departments?
Whom do I contact if I need information regarding my employment history?
Whom do I contact if I have questions regarding my employment or personnel file?
If I work part-time and want to increase my time base, can I apply for full-time positions?
How do I find out about the Career Executive Assignments (CEA) exams?
Former State Employees:
If I used to work for the State of California, can I apply for jobs or do I need to take a test?
If I were a part-time employee when I resigned, can I apply for full-time positions?
If I take an open examination, do I qualify for Veterans Preference Credits?
If I used to work for the state and want to see my old personnel file, whom do I contact?
If I used to work for the State and want to get my employment history, whom do I contact?
If I retired from state service, can I return to work for the state?
What classifications can I transfer into other than my current job title?
Transfers between classifications are acceptable when the two classifications have substantially the same level of duties, responsibilities and salaries and are not in the same class series. Other factors are also considered such as the promotional relationship of the two classifications (if any), and SPB or departmental laws, rules and/or policies that limit the circumstances of transfers into and between certain classifications. Although in most instances it is not necessary to meet the minimum qualifications for the new classification, you are required to posses any professional license, certificate or credential that is a legal requirement for the classification. You should consult your personnel office or the department with the job opening to determine if you can be considered for transfer into another classification. For general information about the transfer process, you can refer to the SPB's brochure SPB-913 -How to Transfer and the transfer salary calculator.
Can I transfer from one State department to another without taking an examination?
You may transfer to another state department without taking an examination if you already qualify for appointment to the classification, status and time-base of the other position. For example, if you are a permanent, full-time office assistant at your current department, you can be considered for appointment (transfer) to another permanent, full-time office assistant position at another state department. You may also qualify to transfer to other positions based on your classification, status, time-base and salary. You should contact the state department that has the vacancy to determine whether a transfer is appropriate.
If I transfer to another department in the same job classification, do I have to be placed on probation, and if so, how long will I be on probation?
Most state agencies require all new employees to serve a probationary period. The length of the probationary period generally ranges from six months to one year and can be extended under certain circumstances. You should consult with your new department's personnel office to determine if you will have to serve a new probationary period and the length of your probation.
If I am on a promotional list for my current department, can I apply for a job opening at another department?
You may apply for a job opening at another state department if you are on your department's promotional list. The department with the job opening will determine whether or not you qualify to be considered for their job. Determinations for transfer of list eligibility between departments must be approved by both departments after consideration of several factors (e.g., the tests used to establish the two lists are comparable). While you may be on a list for one department, it may not be appropriate for your eligibility to be transferred to another department. Because there are a number of factors considered in making this determination, each request is reviewed and approved on a case-by-case basis.
I laterally transferred to a new department. Can I transfer my promotional list eligibility from my old department to my new department?
You may request to transfer your promotional list eligibility to your new department; however, approval of your request is not automatic. The department you request to transfer your list eligibility to will review the request and make the determination after consideration of several factors (e.g., the tests used to establish the two lists are comparable).
If I transferred to a new department and my old department is giving a promotional examination for a job I qualify for, can I take the promotional exam at my old department?
Under certain circumstances, employees can participate in promotional examinations given by their former department. SPB rules require that you have had no break in service, and: (a) you have probationary, limited-term or temporary status with the new department; and/or (b) the examination is for an administrative, professional or technical classification and is given within three years of the date you transferred to the new department. There are a number of other instances where individuals who are not current employees of the testing department (e.g. legislative and exempt employees) can qualify to compete in that department's promotional examinations. If you meet the minimum qualifications and you think you might otherwise qualify to take a promotional examination, submit your application to the testing department. If your application is rejected because you are not a current employee of the department, you will have the opportunity to provide them with information as to why you feel you are eligible to take their promotional examination.
How do I find out what upward mobility or promotional opportunities exist in my department?
Every state department is required by law to establish an effective upward mobility program. The law defines upward mobility as the planned development and advancement of employees in low-paying occupations to entry technical, professional and administrative positions in State departments. It is not, as is commonly thought, the promotion of employees up through the ranks, from working-level to supervisory and managerial positions within the same occupation.
Upward mobility is the joint responsibility of the employee and the department. No employee participating in upward mobility activities is guaranteed promotion. However, all employees are entitled to have a fair and equal opportunity to be considered for advancement.
Information about your department's upward mobility program can be obtained in your department's Personnel and/or Equal Employment Opportunity office.
Can I have two appointments to different positions at the same or different state departments?
A state employee can hold more than one position in state service in the same or different departments and/or classifications. In order to obtain a second appointment in a classification that is different from your first appointment, you must have eligibility to be appointed to the classification of the second position. For example, if you are an office assistant and the second appointment is to an office technician position, you must have eligibility for an appointment to office technician. Generally, the departments making the appointments must agree to the second position, and would be required to coordinate your hours and benefits including potential payment of overtime. Even though you may hold more than one position, you cannot accrue benefits or state service time credit in excess of that available to a full-time employee.
Whom do I contact if I need information regarding my employment history?
You should contact the State Controller's Office to request a copy of your employment history. You must submit a written request to: Work History Unit, Office of the State Controller, P.O. Box 942850, Sacramento, CA, 94250. Your letter must include your name/prior name(s), birth date, social security number, classification and department where you last worked, approximate dates worked, and your current address and telephone number. Questions regarding your employment history request should be directed to the State Controllers Office at (916) 445-2636.
Whom do I contact if I have questions regarding my employment or personnel file?
You should contact the personnel office of the state department where you are currently employed or where you were last employed to obtain information regarding your employment or personnel file. The State Personnel Board is not the state's personnel office and only maintains employment and personnel files for its own employees. A number of other state departments maintain general information for current state employees. These departments include the State Controller's Office, the Department of Personnel Administration and the Public Employees' Retirement System.
If I work part-time and want to increase my time base, can I apply for full-time positions?
You may qualify to increase your time base without an appointment from an eligible list, if you: (a) previously held a full-time position in the same classification; (b) the department can demonstrate you were previously eligible and reachable for a full-time appointment from an employment list; or (c) have worked the required number of hours (1,920) over the required period of time (two years) in the same classification as the full-time position, you may qualify for a time-base change on the date of appointment. If you have questions or need assistance in making a determination, please contact your department Personnel Office.
Do I get state service credit for the time I worked as a Student Assistant when I get a permanent job with the state?
Student Assistant positions are non-testing classifications. This means you do not have to take and be successful in an examination process in order to be appointed. Because there was no test, these positions are considered as "non-status" and individuals who are appointed do not earn state civil service credits for the time worked in non-testing classifications.
I'm a veteran and have taken an open examination for a state department, do I get veteran's credit points?
If you now have or have had a permanent state civil service appointment, you are not eligible to receive veteran's preference credits. If you have never had permanent state civil service status and are a veteran, you are entitled to veterans' points. The form (Form1093) and process for receiving veteran's preference points are available on the SPB Web site.
I work for the state and took an open examination, do I get extra points, otherwise known as career credit, for being a state employee?
Certain open, non-promotional examinations grant career credits to competitors who currently hold a permanent appointment in state civil service. The examination bulletin will specify whether or not career credits apply to the examination. If you do not attain a passing score on the examination, career credits cannot be added to your exam score.
Additionally, there are other types of career credits for members of the California Conservation Corps, fire fighters and fire apparatus engineers. The testing department is responsible for verifying the eligibility of competitors to receive career credits and for adding them to the scores of those individuals who pass the test. If you have any questions about the career credits for an examination, contact the testing office administering the examination.
How do I find out about the Career Executive Assignments (CEA) exams?
CEA examination information can be found at here
If I used to work for the State of California, can I apply for jobs or do I need to take a test?
It may not be necessary for you to take another state examination to reenter State government employment. Reinstatement is possible if you previously held a State civil service position as a permanent or probationary employee and separated from your position by (1) resignation, (2) service retirement, (3) absence without leave (AWOL), (4) accepting another civil service or exempt appointment without a break in continuity of State service, (5) termination from a limited-term, temporary, career executive assignment, or exempt appointment, or (6) termination for failure to meet conditions of employment. You may be permissively reinstated without having to take another examination to a classification and time base in your previously worked classification or into which you could transfer (see Transfer and Reinstatement) If you wish to reinstate, it is your responsibility to seek your own job within State civil service.
Is there a time limit on how long I can wait until I request to reinstate to a state job and what is the process?
There is no time limit for permissive reinstatement eligibility. If you are eligible to reinstate, based on the reason(s) for your separation from state service, you can request permissive reinstatement at any time. If you have any questions regarding your eligibility for reinstatement, you should request a copy of your employment history (refer to Question 32 to find out about obtaining your employment history). When you submit your application for a vacant position, you should indicate you are applying based on your permissive reinstatement eligibility. The department to whom you submit your application will determine if you are eligible for consideration (see Transfer and Reinstatement).
If I reinstate to the same job classification I had before I separated from state service, do I have to serve a new probationary period?
A probationary period is required for permanent appointments after a break in service resulting from a permanent separation such as a permissive reinstatement. The length of the probationary period generally ranges from six months to one year and can be extended under certain circumstances. You should consult with the hiring department's personnel office to determine the length of your probationary period.
If I was a part-time employee when I resigned, can I apply for full-time positions?
A person reinstating must have reinstatement eligibility for the time base as well as the tenure and classification. For example, if you held a full-time position for the same classification at sometime prior to your separation, you can be reinstated to a full-time position. If you have never held a full-time position in that classification, you can only be reappointed to a part-time or intermittent time-base position based on your employment history. However, if you (a) can demonstrate that you were previously eligible and reachable for a full-time appointment off an employment list; or (b) have worked the required number of hours (1,920) over the required period of time (two years) in the same classification as the full-time position, you may qualify for a time-base change on the date of appointment. The hiring department will make this determination (Section 2CCR277).
What salary range will I be paid when I reinstate?
Generally, the salary rate you will be offered upon permissive reinstatement is discretionary on the part of the department making the hire. The department can pay you any step within the salary range of the classification, at or below the salary step you received at the time of your resignation/separation, but not to exceed the current maximum salary for the classification.
Will I get all of my benefits, state service credits and leave balances back when I reinstate to a state job?
You may be entitled to retrieve all or some of the benefits you lost when you separated from state service, depending on the tenure and time base of your permissive reinstatement, the length of your break in service, and whether you cashed out leave credits. You should consult with the hiring department to determine what benefits and other credits you are entitled to receive upon reinstatement.
I worked for the county, a state university or the legislature, do I have to take an exam to work for the state?
Employees of local government, State Universities and the Legislature are not part of the state's civil service system. You must take a State exam unless you have had previous State of California civil service employment. If you previously held a permanent appointment to a position in state civil service, before working for one of these government entities, you might have permissive or mandatory reinstatement rights. You should contact the personnel office of the state department where you last worked to determine what, if any, reinstatement rights you might have.
Whom do I contact if I want to obtain information about vacancies I might qualify to reinstate into, and for open examinations
In State civil service, the responsibility for hiring and testing to fill positions is decentralized to each state department. The State Personnel Board is the agency that is responsible for ensuring that departments hiring and examination practices conform to state civil service requirements. While the SPB conducts some examinations, primarily for servicewide classifications that are used by all state departments, most examinations are conducted by the department that uses a specific classification. You must contact the state department listed on the examination bulletin or job vacancy notice for information.
To assist job seekers, the SPB encourages state departments to post their examination and vacancy notices on the SPB Web site. State departments are not, however, required to post this information on the SPB Web site. Most departments also maintain employment information on their departmental web site. To locate the employment pages for state departments click here.
I sent my application for a job to a state department and they did not contact me. Are they required to consider me?
If you have permissive reinstatement eligibility, it does not mean that a department must consider you for their job. Often times a department will receive numerous applications for one job vacancy and may choose to only interview the most qualified applicants. Departments may also have restrictions or a hiring freeze that prohibits hiring from outside of state civil service or their department. Carefully review the vacancy announcement and determine if there are any special requirements. If you do not receive any notification from the department, contact the person to whom you submitted your application and inquire as to why you were not contacted.
I was on a promotional list for my department when I resigned from state service. Can I have my eligibility restored to the list when I reinstate?
State Personnel Board rule allows an employee who, within six months of his/her separation reinstates to a permanent appointment, to request that he/she again be eligible for certification for employment lists that apply to the employee's new status.
How do I find out what eligible lists I am on?
If you have questions regarding your employment list eligibility, you should contact the state department that gave the test. If you do not know which department gave the test, you can request a printout of your list eligibility status by writing to the State Personnel Board, Attn: List Eligibility, 801 Capitol Mall, Sacramento, CA 95814. You must include your First, Middle and Last Name, Social Security Number and your home address for the results to be mailed to you. All requests must be in writing and signed.
How do I find out what rank I am in on an employment list?
When you receive your notice of exam results, it will indicate your total score and the rank on the list this score represents. If you are in Rank 1, 2, or 3, you can immediately begin looking for job openings/vacancies. If you are in a lower rank, you could become reachable as hires are made, and individual positions are not selected by persons in higher ranks. Your rank on a certification for specific vacancies will depend on how many eligibles indicate an interest and a willingness to work in the location, tenure and time base of the vacancy.
If you receive an employment contact letter from a State department, your name was certified on the eligible list and you are probably available for consideration for that position.
Due to employment preferences, you may be contacted as reachable for one position and not be reachable for another position. If the examination is being given on a continuous basis, names may be frequently added and deleted from the list. Therefore, we cannot provide you with your exact Rank on the employment list at any given time.
If I take an open examination, do I qualify for Veterans Preference Credits?
Veterans Preference Credits are awarded in open and open non-promotional entrance examinations requiring less than college graduation and two years of experience. If you have had permanent civil service status, and are a veteran, you do not qualify for these points. Any individual who attains permanent state civil service status, regardless of whether or not you currently work for the state, is not eligible for veteran's preference points. Click here for information on veteran's preference points.
If I was dismissed from State service, can I apply for State jobs or do I have to take an examination?
If an employee is dismissed from state service by adverse action or as a result of disciplinary proceedings, he/she loses eligibility to reinstate back to civil service without the need to take and be successful in a state examination. Additionally the employee is prohibited from taking any civil service examination or to be certified for any position in state civil service without the approval of the SPB Executive Officer. To obtain additional information regarding dismissed State employees who wish to compete in State examinations (Rule 211), click here.
If I had an adverse action before I resigned from state service, will it affect me from reinstating to another state job?
An adverse action other than a dismissal or disciplinary proceeding that resulted in a non-voluntary separation from state service, can affect your reinstatement rights (refer to Rule 211 requirements). You should review the adverse action, the stipulation agreement, hearing decision, or other documentation that was related to your adverse action or resignation. If there is nothing to bar you from employment with the State, a particular department or classification, your permissive reinstatement rights may not be affected.
If I used to work for the state and want to see my old personnel file, who do I contact?
The personnel file of a separated employee is maintained at the state department where the employee last held an appointment to a civil service position. The department is required to maintain your personnel file for a period of 5 years, after which time it is confidentially destroyed. However, you can obtain copies of your complete employment history from the State Controller's Office. That office maintains records of the appointments and transactions of all persons employed by the State of California. Refer to the response to Q-32 below for information on obtaining your employment history.
If I used to work for the State and want to get my employment history, whom do I contact?
You should contact the State Controller's Office to request a copy of your employment history. You must submit a written request to: Work History Unit, Office of the State Controller, P.O. Box 942850, Sacramento, CA, 94250. Your letter must include your name/prior name(s), birth date, social security number, classification and department where you last worked, approximate dates worked, and your current address and telephone number. Questions regarding your employment history request should be directed to the State Controllers Office at (916) 445-2636.
If I retired from state service, can I return to work for the state?
A retired State employee may be employed by a State agency, as a retired annuitant to a position that is either: (a) in the class to which you held permanent or probationary status at the time of retirement; or (b) in another classification to which you could have permanently transferred, reinstated or demoted at the time of retirement. A State retiree may be employed by a State agency for a period not to exceed 960 hours in a calendar year, without loss of reduction in PERS benefits. Additionally, you may request to permissively reinstate to a permanent position after your retirement or have mandatory return rights if you disability retired from state service. You should contact the Public Employees Retirement System (CalPERS) to obtain information regarding your options for returning to work as a retired annuitant or permanent employee. If you are considering returning to work, you can find current vacancy listings at SPB VPOS.
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