M E M O R A N D U M

To: C.I.F.A. Members and Attendees

From: Elizabeth Reed, Assistant Executive Director

Date: July 23, 2021

Subject: C.I.F.A. Meeting Minutes

The following summarizes the discussion during the joint C.I.F.A. committee meeting on Thursday, July 15, 2021, at 10:30 a.m. Per the collective bargaining agreement between the City of Columbus and the Columbus Fire Fighters Union Local #67 (I.A.F.F.) (the Contract), Section 23.2, the development of specific administration policies and procedures will be discussed by a joint committee comprised of the Civil Service Commission (CSC), the Public Safety Department (Public Safety), the Division of Fire (Division), and the I.A.F.F. This meeting is for the 2022 Fire Deputy Chief Promotional Exam to be administered late in 2021, with results released in 2022. The CSC staff will draft written test plans and will be the final plans for the 2022 Fire Deputy Chief Promotional Exam. If the I.A.F.F. contracts with a test consultant, the CSC will present the test reports, test materials, and test scoring to the I.A.F.F.’s consultant for review. The following individuals were in attendance.

Attendees: David Baugh, Fire Assistant Chief, Division of Fire C. Amy DeLong, Executive Director, CSCSheri Goodwin, Personnel Analyst II, CSCMichael Federer, Office Assistant III, CSCSteve Stein, I.A.F.F. PresidentLaura Hausman, Personnel Administrative Manager, CSCElizabeth Reed, Executive Assistant Director, CSCDouglas Sarff, Department Human Resources Officer, Public SafetyMark Maddox, I.A.F.F. RepresentativeJake Jones, I.A.F.F. Representative

C.I.F.A. Meeting Minutes 07/15/2021 Page 1 of 12

Topics of Discussion:

I. Welcome

C.I.F.A. members made introductions, and CSC gave a brief overview of C.I.F.A.and its purpose. The purpose of this meeting was to discuss plans for 2022 FireDeputy Chief Promotional Exam. Public Safety requested this exam outside of thetypical timeline due to the current Fire Deputy Chief Eligible List having fewer thanthree candidates.

II. Exam Contacts

C.I.F.A. members verified the representative contacts as:

a. Public Safety – Doug Sarffb. Division – David Baughc. I.A.F.F. – Jacob Jonesd. I.A.F.F. Consultant – the I.A.F.F. intends to consult with The Aldridge Group

(TAG). The I.A.F.F. will confirm when they receive an agreement with TAG orwhether they will need to seek another test consultant.

e. CSC – Laura Hausman 614-645-6893 lahausman@columbus.gov

III. Security Agreements

CSC noted all non-CSC C.I.F.A. attendees signed security agreements. Theagreements will remain on file and in effect throughout the exam administration.These security agreements are necessary due to the confidential nature of theinformation discussed during the meeting. Additionally, information discussed duringthis meeting is confidential until the C.I.F.A. meeting minutes are published on theCSC website. C.I.F.A. minutes are typically published in approximately three weeks.

Due to this being a Webex meeting, all participants logged on with video and wererequired to remain on camera for the meeting duration.

IV. Purpose for Additional Testing

There are two individuals on the current Fire Deputy Chief Eligible List, one on theeligible list through testing and one through reinstatement. CSC’s goal is to provideto Public Safety, three names, eligible through testing, to consider for a vacancy.Without three names, Public Safety may appoint provisionally. The resulting eligible

C.I.F.A. Meeting Minutes 07/15/2021 Page 2 of 12

list from the 2022 Fire Deputy Chief Promotional Exam will replace (not merge) the 2021 Fire Deputy Chief eligible list. To maintain the typical testing cycle, the 2022 Fire Deputy Chief eligible list will expire at the end of the day on February 19, 2023.

CSC asked all stakeholders to encourage eligible Fire Battalion Chiefs to sign up to take the exam. C.I.F.A members discussed ways to increase the number of candidates for the exam, including recruiting, mentorship, and encouraging Fire Battalion Chiefs with lower seniority to take the exam.

The I.A.F.F. intends to keep the Fire Deputy Chief rank in the bargaining unit. CSC and Public Safety expressed the tremendous amount of work to create this eligible list. They expressed overarching concern that if fewer than three candidates take the exam, Public Safety may appoint provisionally, and the test results will be useless.

*Noted at this time 10:49 am Mark Mattox left the Webex due to poor connectivity.However, the I.A.F.F. members will share with him the information discussed duringthe meeting.

V. Reading List

CSC presented the proposed Reading List (*see the attached 2022 Fire DeputyChief Promotional Exam Reading List). The proposed Reading List is the same asthe 2021 Fire Deputy Chief promotional exam. CSC with work with the Division tomake the Reading list and internal materials available on Vector Solutions.

I.A.F.F. requested the new I.A.F.F. Contract effective 11/01/2020 – 10/31/2023 beutilized for this testing process. They will provide CSC with printed copies. Inaddition, digital-PDF formatted Contracts are available on the I.A.F.F.’s website.

The disaster plan is being revised and will not be ready for this exam. Additionally, the Division agrees to provide to CSC internal source updates since the 2021 fire promotional exams by July 31, 2021.

CSC plans to post the Reading List and internal materials to Vector Solutions no later than September 13, 2021.

VI. Notification of Potential Applicants

CSC will send email notifications to the potential candidates:

a. when C.I.F.A. minutes are posted,b. when important dates and the reading list are posted, andc. as application reminders before and during the filing periods.

C.I.F.A. Meeting Minutes 07/15/2021 Page 3 of 12

Due to the limited number of Fire Battalion Chiefs, CSC will use direct email rather than Division P.A. announcements. The CSC will copy the Division, Department, and I.A.F.F. representatives as a reminder to recruit for this exam.

VII. Notifications to Candidates

CSC reviewed the legally required opt-out option at the bottom of NEOGOV emailnotices. CSC advised that candidates who opt-out of email notifications will notreceive further NEOGOV notices, including admission notices and test results. Oncea candidate chooses to opt-out, the only way to opt back in is to have the candidatecall NEOGOV and request assistance. CSC also encourages candidates to opt-in fortext messaging. When CSC sends important emails to candidates, they will alsoreceive a text message informing them to check their email. The text option isselected by candidates when they apply and cannot be altered by CSC staff.

CSC will post website updates with a questions and answers document on the CSCFire Deputy Chief Website Page. Candidate questions, whether called in orsubmitted via email, will not be answered individually. Instead, the question will beanswered on the questions and answers document and updated on the website.Candidates will be responsible for checking the website frequently for updates.

COVID-19 conditions are ever-changing. CSC will provide COVID-19 relatedprocedures in notices to candidates that will conform to recommendations of the Cityof Columbus Occupational Health practices at the time of testing. For example, atthis time, CSC asks all candidates to wear a mask during testing and will providemasks to anyone who comes to the test without one.

VIII. Fire Deputy Chief Exam Phases

CSC plans to keep the exam phases and weighting of the exam the same aspreviously planned with the Written Work Sample (WWS) at 25%, Tactical Exercise(Tactical) at 50%, and the Oral Board at 25%. There is no cut-point, candidates whocomplete all phases of the exam are placed on the eligible list.

CSC asked C.I.F.A members for topics that may cause an unfair advantage to acandidate over another. Or, if there are topics that CSC should avoid in examdevelopment. This information is needed due to the use of external SMEs. By theend of the discussion, the members concluded that any topic appropriate for the testcould give a candidate an advantage over another candidate. As such, no topicswere noted as something that CSC should avoid in test development.

CSC analysts will score the WWS. The I.A.F.F. prefers to have the WWS includeTeleStaff. There are many jurisdictions throughout the country that use TeleStaffeffectively deploying staffing resources. CSC noted that TeleStaff is not a viable

C.I.F.A. Meeting Minutes 07/15/2021 Page 4 of 12

option due to not having access to internal SMEs. While TeleStaff is used by many jurisdictions, the way the Division uses it is unique. A general exam could be developed to assess logic and reasoning, similar to that in an LSAT exam. Such assessment could measure the candidates’ abilities to perform Division TeleStaff functions. However, such a test would not look like the job. The Division confirmed that the use and daily nuances of TeleStaff in Columbus is entirely different. Even with internal SMEs, it’s challenging to create a TeleStaff related test that addresses critical nuances.

CSC agrees that Telestaff is a critical aspect of the job; however, some aspects of ensuring readiness for the job should be handled through training. The ability to use Telestaff in the Division is one example. The Division and Public Safety agree the use of TeleStaff is not feasible at this time. However, the Division sees the WWS as an excellent example of how a candidate can demonstrate the articulation of a solution through writing. CSC agreed to explore testing options that cover TeleStaff and staffing concerns, although not for this exam.

Exam related dates are noted on the attached document titled “Important Dates.” C.I.F.A. meeting minutes are typically published within three weeks. The Information Session will be video-based and on-line again. There is an educational degree requirement, and the date those must be turned in is noted. The Oral Board scoring week is tentative due to arrangements for the out-of-state assessors that need to be confirmed. I.A.F.F. formally stated for the record that they want a clerical review for the Tactical, as per the 2017 arbitration over the same issue. CSC plans to release exam results in early 2022. C.I.F.A. members noted that the important dates are acceptable.

The results release procedure is described in the attached document titled Test Results Release Procedures 2022 Fire Deputy Chief Exam.

Accommodations may be granted on a case-by-case basis for deployed military candidates. Such accommodations take a tremendous amount of time and coordination, so the sooner a request is made, the more likely CSC will be able to accommodate the candidate. Accommodations will only be granted for candidates who can test on the same date and time as the actual administration and under proctored conditions. CSC will not provide accommodations based on COVID-19.

C.I.F.A. Meeting Minutes 07/15/2021 Page 5 of 12

IX. Testing Procedure With Three or Fewer Candidates

There is a possibility of three or fewer candidates showing up to the first phase ofthe exam. The Contract does not require three phases. CSC will include analternative test and scoring plan in the Test Plan Report. This alternative willdescribe how the test will proceed should three or fewer candidates appear on thefirst phase of the exam. This plan will be that only the WWS phase of the examwould be administered, scored, and used to establish an eligible list. The CSCstated that since this option will be included in the test plan, unlike in 2021, amemorandum of agreement (MOA) will not be needed.

The I.A.F.F. stated the previous one-phase exam option provided in the MOA wasnot precedent-setting. Therefore, they believe an MOA would be required, and theyare opposed to changes to the number of exam phases at this time.

Public Safety noted that should there not be enough names on the eligible list; theyhave the right to hire provisionally and not hire from the list. All options will be givento the Public Safety Director to make hiring decisions.

*Noted at 11:57 am Steve Stein left the meeting due to a previously scheduledmeeting. He noted that Jake Jones would continue in his absence.

X. Development Subject Matter Experts

CSC, I.A.F.F., the Department, and the Division all confirmed that external SMEs areto be used for the exam development.

XI. Dress Apparel for the Oral Board

The external SMEs have noted over past administrations that even though they cansee past identifiers on dress uniforms such as the name and rank, and awards, theyfeel it would be much easier to score without bias if candidates did not wear them.Due to this, CSC is considering asking candidates not to wear uniforms, but insteadwear business attire. Therefore, CSC asked for discussion and possibleenforcement of a dress code.

Public Safety and I.A.F.F. are opposed to the idea and would prefer that raters seepast what a candidate wears.

The Division is also opposed to barring uniforms but offers a compromise ofremoving nameplates, insignias, and awards from uniforms. These can be easilyremoved and negates the issue. I.A.F.F. agrees to the compromise. Shouldcandidates show up to the exam with nameplates and awards, CSC will ask thecandidate to remove them before going into the exercise.

C.I.F.A. Meeting Minutes 07/15/2021 Page 6 of 12

XII. CSC Training

CSC is interested in attending command training to gain familiarity and keep currentwith the Division. However, the Division stated there is currently no commandtraining. ICS 100 may be an option to assist with CSC training. Staff meetings do notpertain to the day-to-day operations necessarily. Public Safety suggested CSCconduct interviews with Chief Baugh and the Chief of Emergency Services on aquarterly basis to assist CSC with training and learning about the direction of theDivision. The Division will provide a link to the TeleStaff manual for CSC staff useand provide information about the Command and Control Incident Operations(CCIO) training in August.

XIII. Any Concerns from Department/Division/Union

No concerns noted from stakeholders at this time.

Public Safety would like to have on the record that there is a tremendous amount ofwork and resources that go into the testing process, and for a job that only twopeople want, the resources can be used toward better things. Of course, we want afair process for everyone, but would like Stein and I.A.F.F. to think about that. If weget this done and the test is perfect, and we have two people on the list, theDepartment doesn’t have to hire either one, making it a waste of time and resources.The bottom line is we have to have candidates to make this a success.

I.A.F.F. understands the circumstances and will encourage candidates through theprocess.

C.I.F.A. Meeting Minutes 07/15/2021 Page 7 of 12

2022 Fire Deputy Chief Promotional Exam CIFA Meeting Agenda Thursday, July 15, 2021

Agenda

I. Welcome and IntroductionsPurpose of Meeting

II. Verify Exam Contactsa. Department contactb. Division contactc. IAFF contactd. Consultante. CSC contact Laura Hausman 614-645-6893 lahausman@columbus.gov

III. Security Agreementsa. Discuss nature of confidential information to be discussedb. Minutes reviewc. Discuss when information will be public

IV. Purpose for additional testinga. Current Eligible List status (February 2023)b. Expiration date for 2022 Eligible List (February 2023)c. 2022 Eligible List will replace the 2021 Eligible List (not merge)d. Recruiting/Mentorship

V. Reading Lista. Same as 2021 Reading Listb. Currently available on Vector Solutions

VI. Notification of Potential Applicantsa. When CIFA minutes are postedb. When important dates and reading list are postedc. Application reminders prior to and during the filing periodsd. Prefer a P.A. announcement?

VII. Notifications to Candidatesa. Email noticesb. Text messaging to supplementc. Website updates with ‘Questions and Answers’ posted on Websited. COVID-19 procedures provided in notices with recommendations at time of testing

VIII. Fire Deputy Chiefa. Exam Phases and Weighting (WWS 25%/Tactical 50%/Oral Board 25%)b. No cut pointc. Exam topic issuesd. Important Datese. Results Release Proceduref. Testing accommodations including COVID-19

IX. Testing procedure with three or fewer candidates

C.I.F.A. Meeting Minutes 07/15/2021 Page 8 of 12

a. One Phase Test

X. Development Subject Matter Experts a. External

XI. Discussion Topic a. Tactical and Oral Board Dress Code b. Enforcement options

XII. CSC Training a. Command Training b. Staff Meetings c. Other ideas

XIII. Any Concerns from Department/Division/Union

C.I.F.A. Meeting Minutes 07/15/2021 Page 9 of 12

2022 Fire Deputy Chief Promotional Exam Reading List

Internal Sources

May be tested on the following phase(s):

Written Work Sample

Tactical Exercise

Oral Board

1. Division of Fire Standard Operating Procedures* X X X

2. Division of Fire Systems Manual X X

3. IAFF Contract Effective 11/01/17 – 10/31/20* X X

4. City of Columbus Central Work Rules X X

5. Disaster Plan 2017** X X

*The internal sources have been edited, omitting limited sections. When preparing for the examination only use the version of the sources provided on Vector Solutions in the CSC Promotional Materials folder.

** Select SOPs included in the Disaster Plan are outdated, for SOPs please use the SOP manual only.

External Sources May be tested on the following phase(s):

Written Work Sample

Tactical Exercise

Oral Board

1. Firefighting Operations in High-Rise and Standpipe-Equipped Buildings: David M. McGrail; Fire Engineering (2007) ISBN-13: 978-1593700546 Available at: www.amazon.com, www.barnesandnoble.com

X

2. Fire Department Incident Safety Officer 3rd Edition David Dodson; Jones & Bartlett Learning (2015) ISBN-13: 978-1284041958 Available at: www.amazon.com, www.barnesandnoble.com

X X X

3. Leaders Eat Last: Why Some Teams Pull Together and Others Don’t Simon Sinek; Portfolio; Reprint, Revised edition (May 23, 2017) ISBN-13: 978-1591848011 Available at: www.amazon.com

X X

4. Fire Service Ethics H. Scott Walker; Jones & Bartlett Learning ISBN-13: 978-1284171655 Available at: www.amazon.com

X X

*Articles* 5. Special Report: The After-Action Critique: Training Through Lessons

Learned USFA-TR-159 April 2008 Federal Emergency Management Agency (FEMA) U.S. Fire Administration

X X X

6. Developing Effective Standard Operating Procedures for Fire and EMS Departments FA – 197/December 1999 Federal Emergency Management Agency (FEMA)

X X

IMPORTANT: 1) When ordering books, be sure to utilize the ISBN number. 2) Any of the listed source materials for the respective phase may be referenced by candidates during the Written Work Sample or the preparation period of the Oral Board phase. All other exam phases are closed book. Personal electronic sources will not be permitted for use during exams.

C.I.F.A. Meeting Minutes 07/15/2021 Page 10 of 12

2022 Fire Deputy Chief Exam Important Dates

Tentative

Events

2021

CIFA July 15 Reading List Posted By September 13 Application Filing September 13 to 24 Information Session Video on CSC Website

Available the week of October 4

Application Review (date by which proof of degree must be submitted):

October 8 Must have proof of bachelor’s degree by this date

Test Admission Notices Sent By November 2 Deputy Chief Written Work Sample November 16 Tactical and Oral Board Week of December 6* Events

2022

Tentative Results January 10 Oral Board Video Review and Paper Inspection

January 12, 13, and 14

Result Notices January 20 Lists Established January 21

*NOTES: The scheduled dates are subject to revision in the event of unforeseen circumstances. Any deviations from this schedule will be documented and applicable notifications, if any, will be made.

C.I.F.A. Meeting Minutes 07/15/2021 Page 11 of 12

Test Results Release Procedure 2022 Fire Deputy Chief Exam

1. On Monday, January 10, 2022, the Civil Service Commission (CSC) will:

• issue to the Union’s testing consultant the names, raw scores, z-scores,

subtotal scores, seniority points, final scores and resultant ranks for the 2022 Fire Deputy Chief Examination;

• issue to the IAFF Union Local #67 (Union) President a list of all candidates

with seniority points; and

• send to the candidates the tentative results notice indicating their raw scores, raw oral exam scores by dimension, the high, low and mean scores for each phase, and their seniority points.

Based upon the issue date of the tentative results, the 10-day review period will end Thursday, January 20, 2022.

2. On Thursday, January 20, 2022, (represents one (1) business day prior to the

January 21, 2022, effective date of the list) the CSC will:

• send a final results notice to candidates indicating their final score and ranking on the subject eligible list, and

• email a copy of the final eligible list to the Department of Public Safety, the

Fire Chief, the Division’s CIFA representative, and the Union President. 3. Should the Union not retain a testing expert for this exam; the CSC will proceed with

this procedure as noted with the exception of issuing the information to the consultant as prescribed in Step 1, Bullet 1.

C.I.F.A. Meeting Minutes 07/15/2021 Page 12 of 12