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CERTIFICATION PROCEDURE, 2008 EXERCISE:
Implementing rules
The certification procedure allows officials, members of the
Assistants' function group (AST), with no career restriction and in grades
5 upwards, to be appointed to an Administrator (AD) job and become members
of the AD function group.
The 2008 certification exercise shall be implemented on the basis of the
general implementing provisions(1) (GIPs) adopted by the Commission on 20
November 2007 and according to the modalities defined in the two following
decisions of the appointing authority:
- Decision on the number of officials authorised to follow the
training programme, setting the number at 110;
- Decision defining the detailed rules for applying the admission,
ranking and pre-selection criteria.
These two decisions are published hereafter.
Annex 1
Decision of the Appointing authority on the number of
officials authorised to follow the training programme
Each year, after consultation of the joint committee for the
certification procedure, the appointing authority is to determine(2) the
number of officials to be authorised to take part in the compulsory
training programme referred to in Article 45a, paragraph 1, of the Staff
Regulations.
For the 2008 certification exercise, the number of officials authorised to
follow the training programme is set at 110 in accordance with the
appointing authority's decision of 3 November 2008. The joint committee
for the certification procedure was consulted on 31 October 2008.
Annex 2
Decision of the appointing authority laying down the detailed rules
for applying the admission, ranking and pre-selection criteria
Each year, after consultation of the joint committee for the
certification procedure, the appointing authority is to determine(3) the
detailed rules for applying the admission criteria on the basis of the
following criteria:
- considering the needs of the services, a minimum seniority of 3
years in grade 5 or above – excluding the C or D career paths;
- one or several annual career development report(s) – "CDRs" – must
contain the positive assessment of the potential required to take on the
functions of an administrator.
Following the admission phase, the appointing authority shall rank(4) the
admitted candidates on the basis of the following criteria:
- merit as indicated in the annual CDRs;
- the level of education as demonstrated by officially recognised
qualifications/ diplomas;
- recent professional experience acquired in the institutions in those
fields where the Commission has identified particular needs.
On this basis, the appointing authority is to establish two lists:
- a first list combining merit and level of education;
- a second list combining merit and recent professional experience.
The highest-ranked candidates on the two lists, down to a ranking
decided according to the number of officials authorised to follow the
training, are pre-selected.
For the 2008 certification exercise, the detailed rules for applying the
admission criteria, the number of candidates to pre-select on each list
and the detailed rules for applying the ranking criteria are set out in
the appointing authority's decision of 3 November 2008 and are detailed
below. The joint committee for the certification procedure was consulted
on 31 October 2008.
- DEFINITION OF THE ADMISSION CRITERIA
Officials in the AST function group in grade 5 upwards, who are
appointed to a permanent post in the Commission and who, on the date of
publication of the call for applications for the 2008 certification
exercise, are seconded in the interests of the service, in active
employment, on parental or on family leave shall be admitted provided
they meet both of the two following conditions:
- Have seniority in grade 5 or above of at least 3 years as at 16
January 2009. Account shall be taken of seniority acquired as
temporary staff member provided that there was no break between
periods of service as temporary staff member and as permanent
official. Seniority acquired in AST career with restriction (C and D
career paths) and periods of leave on personal grounds will not be
taken into account.
- The potential required to take on the functions of an
administrator must be positively assessed in at least one of the
annual CDRs covering the years 2004, 2005, 2006 and 2007.(5)
- DEFINITION OF THE RANKING CRITERIA
2.1. Merit points
- An average of the 3 best merit marks obtained for the 6 last
evaluation periods is calculated.(6)
- All the merit marks are taken into account, applying a pro rata
according to the period covered by partial CDRs.
- Probation reports and CDRs covering periods when the official was
in the C or D career path are not taken into account.
2.2. Level of education
The candidates will be awarded points according to their level of
education as demonstrated by officially recognised
qualifications/diplomas as follows:
|
Highest level of education of the candidate
|
Points |
| a) |
Primary education |
0 |
| b) |
Secondary education (not giving access to higher
education) |
| c) |
Secondary education (giving access to higher
education) |
2 |
| d) |
Higher education (higher non-university degree
or short university cycle of a legal duration of at least 2 years)
|
4 |
| e) |
University level education of a legal duration
of at least 3 years |
6 |
| f) |
University level education of a legal duration
of at least 4 years |
8 |
| g) |
University level education – third stage |
The officials will have to state the title of the highest diploma
they obtained, the authority which delivered it and the year when it was
obtained. If needed, they will have to complete their personal file with
the originals of their qualifications or copies certified as true. The
candidates who obtained different diplomas will only be granted the
points corresponding to the highest education level they reached.
2.3. Recent professional experience acquired in the institutions in
fields where the Commission has identified needs
The Commission has identified the following 17 areas of need:
| (1) |
Planning, quality management and evaluation;
|
| (2) |
Policies; |
| (3) |
Legal; |
| (4) |
Inter-institutional relations; |
| (5) |
External relations; |
| (6) |
Information, communication and publications;
|
| (7) |
Budget, finance and contracts; |
| (8) |
Programmes, projects, actions and funds; |
| (9) |
Compliance and infringement handling; |
| (10) |
Statistics; |
| (11) |
Control and inspection; |
| (12) |
Audit; |
| (13) |
Analysis and advice; |
| (14) |
Scientific research; |
| (15) |
Human resources management; |
| (16) |
Linguistics; |
| (17) |
Information technology. |
0 to 17 points will be awarded as follows to officials who have
acquired professional experience within the Institutions over the last
10 years in the above-mentioned areas of need:
- 2 points will be awarded for every full year of professional
experience acquired between 1 January 2003 and 31 December 2008; if
the professional experience acquired does not amount to a full year, 2
twelfths of a point will be awarded for every full month.
- 1,25 point will be awarded for every full year of professional
experience acquired between 1 January 1999 and 31 December 2002; if
the professional experience acquired does not amount to a full year,
1,25/12ths of a point will be awarded for every full month.
- Only professional experience acquired as an official or temporary
member (even if there was a break between the periods of service as a
temporary member of staff and as a permanent official) on posts of
"Administrative assistant", equivalent (as stated in the CDRs or
notation reports) or higher level will be taken into account.
- The candidates will have to declare in their application, for each
activity period between 1 January 1999 and 31 December 2008, the
beginning and end dates, the Directorate general and the unit, the
link with one of the areas of need, the functions, tasks and
responsibilities taken on. When a professional experience is relating
to more than one area of need, the candidate will opt for the most
relevant one.
- RANKING OF THE ADMITTED OFFICIALS
3.1. Two scores for each admitted candidate
Each candidate admitted to the 2008 certification exercise shall be
awarded two scores on the basis of the points defined under point 2
above and of the following weighting:
| SCORE 1 |
Combining the points granted for merit (with a
weighting of 60%) and the points granted for the recent professional
experience in the areas of need (with a weighting of 40%) |
| SCORE 2 |
Combining the points granted for merit (with a
weighting of 60%) and the points granted for the level of education
demonstrated by an officially recognised qualification/diploma (with
a weighting of 40%) |
3.2. Two lists established by the appointing authority
The appointing authority shall rank the admitted candidates and
establish the two following lists:
| LIST 1 |
Ranking of the admitted candidates according to scores 1
(combining points granted for merit and for recent professional
experience in the areas of need) |
| LIST 2 |
Ranking of the admitted candidates according
to scores 2 (combining the points granted for merit and for the
level of education demonstrated by an officially recognised
qualification/diploma) |
- PRE-SELECTION OF THE HIGHEST-RANKED ADMITTED CANDIDATES
4.1. Number of admitted candidates to pre-select
The number of candidates to pre-select is twice the number of officials
authorised to follow the training programme as a result of the 2008
certification exercise (set at 110): therefore, a minimum of 220
admitted candidates to pre-select.
4.2. Pre-selection of the highest-ranked candidates on the 2 lists
The pre-selected candidates shall be the highest-ranked candidates on
the two lists as follows:
- the 132 (i.e. 60% of 220) highest-ranked candidates on list 1; and
- the 88 (i.e. 40% of 220) highest-ranked candidates on list 2.
A unique list shall contain the names of the candidates pre-selected on
the basis of the 2 lists.
If more than one candidate obtain the same number of points as the
candidates ranked respectively in the 132th and 88th position, all
candidates shall be pre-selected.
The unique list with the names of the candidates pre-selected on the
basis of the two rankings shall be published in accordance with Article
5, paragraph 4, of the GIPs.
If a candidate is pre-selected on the basis of the two rankings – i.e. a
candidate whose respective raking is better or equals to the 132th and
88th position– he/she will be on the draft list of pre-selected
candidates. The appointing authority shall take into account the number
of candidates in such a situation in order to make sure that a minimum
of 220 candidates are pre-selected. If needed, the draft list shall be
completed by adding the name of the official positioned immediately
below the last provisionally pre-selected candidates from both lists,
while complying with the breakdown referred to above.
- DOCUMENTS TO BE PROVIDED BY THE PRE-SELECTED CANDIDATES
For the professional experience acquired between 1 January 2003 and 31
December 2008, the candidates whose name appear on the final list of
pre-selected candidates shall be invited to provide certifications
signed by the Head of the Human Resources Unit for the department in
which their acquired that professional experience, confirming the
accuracy of the information supplied.
____________________
Footnotes
(1) Decision C(2007) 5694 of
20 November 2007 laying down the general provisions for implementing
Article 45a of the Staff Regulations.
(2) On the basis of Article 4 of
the GIPs.
(3) On the basis of Article 5,
paragraph 1, of the GIPs.
(4) On the basis of Article 5,
paragraph 3, of the GIPs.
(5) An annual CDR is a report
covering a period ending on 31st December.
(6) The 6 last evaluation periods
are: 2001-02, 2003, 2004, 2005, 2006 and 2007. Merit marks obtained in
a pro rata according to the period covered.
the annual CDRs as well as merit marks obtained in partial CDRs shall be
taken into account, applying
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