Step by step

Prepare a staff report for the Civil Service Commission

City staff: When someone makes an appeal, the department needs to prepare a staff report in response.

This process applies to appeals and requests for hearings from most City employees. If the employee works for the Municipal Transportation Agency (MTA) and is classified as service critical, you need to follow a different process: Prepare an MTA service-critical staff report.



Write the report

Describe the issue, cite the relevant rules or policies, and state your department's recommendations.  

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Make sure you have redacted all personal information

You need to redact (remove) confidential information about any people mentioned in your report and other documents. This includes:

  • Medical information
  • Criminal history
  • Date of birth
  • Social Security Number
  • Driver's license 
  • Employee ID number
  • Marital status and information about children
  • Employee's home address and phone numbers

If you're not sure about the information you need to redact, contact the City Attorney's office

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Put together all the materials for the staff report

The report needs to include:

  • The written report (findings of fact)
  • Examination announcement (if relevant)
  • Copies of the letter or letters of appeal or request for a hearing
  • Any other material the appellant submitted to support their position
  • Copies of all letters sent to the appellant 

Make sure to:

  • Use letter-sized 8.5 by 11 inch paper 
  • Punch holes on the left of each page for a 3-ring binder
  • Number each page at the bottom center
  • Put the materials in order by either:
    • The date, with the newest on the top and the oldest on the bottom
    • The order they're referred to in the report

Do not:

  • Staple the documents
  • Use binder dividers that are larger than letter-sized paper


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Make one hardcopy of the staff report

We use the hardcopy for the public viewing binder and give an electronic copy to others involved in the meeting, like the members of the Commission.

Make sure to:

  • Use letter-sized 8.5 by 11 inch paper 
  • Punch holes on the left of each page for a 3-ring binder

Do not:

  • Staple the copies



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List contact information for people who need to be notified

In a separate document, list the names and addresses of all the people who need to know about the hearing. Print it out on letter-sized 8.5 by 11 inch paper.

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Fill out the transmittal form (CSC Form 22)

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Submit the complete report with all documents

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Last updated October 31, 2022