Bilingual Examination Administration Policy

Revised 02/2025

Introduction

Pursuant to the Dymally-Alatorre Bilingual Services Act, local agencies serving a substantial number of non-English-speaking people are required to employ a sufficient number of qualified individuals to ensure provision of information and services for non-English-speaking people.

The Merit System Services (MSS) Program oversees the recruitment and selection process for Program positions within local agencies identified as Interagency Merit System (IMS) Counties.

The purpose of this document is to outline the policy, process, and provide standardized instructions for administering bilingual examinations for Program positions within IMS counties utilizing NEOGOV and the ALTA Language online portal.

Policy

The MSS Program shall offer bilingual proficiency examinations as part of the recruitment process for Program positions within IMS counties designated and recruited as bilingual. Position designated as bilingual shall meet one of the following criteria:

  1. A public contact position serving a substantial number of non-English-speaking people; or
  2. An interpreter to assist those in a position serving a substantial number of non-English-speaking people.

Bilingual examinations shall be administered at the conclusion of the recruitment process once the top candidate(s) have been identified. MSS will test a maximum of two (2) candidates per position vacancy.

Where a filled position is designated as bilingual due to the needs of the service, a County may request bilingual testing of the incumbent from MSS. The County may be required to submit substantiation.

When a bilingual examination for an individual is requested for the sole purpose of providing a compensation differential, and is not tied to a designated bilingual position, MSS may deny the request.

Additionally, bilingual examinations shall not be conducted for the following:

  • Positions in Approved Local Merit System (ALMS) counties
  • Position within IMS Counties that are not under the authority of the MSS Program.

Any County with a special circumstance not included in this policy may submit a request for bilingual testing. Special requests will be accepted and reviewed on a case-by-case basis.

Roles and Responsibilities

The MSS Program is responsible for collaborating with IMS counties on their selection and recruitment process, including the administration of bilingual examinations for designated positions. Bilingual examinations will consist of a written assessment, oral assessment, or both. Bilingual examinations will be administered by MSS.

The County Human Resources office or HR liaison responsibilities include, but are not limited to:

  • Notifying MSS of upcoming recruitment needs prior to submitting a requisition.
  • Working in partnership with MSS to identify recruitment timelines.
  • Submitting requisitions designated as bilingual.
  • Submitting the Bilingual Examination Request (IMS-11) form to MSS.
  • Conducting interviews and determining top candidates.
  • Providing MSS Analyst a written email with no more than two (2) candidates per position vacancy after selection has been made.
  • Updating hire workflow in OHC (Online Hiring Center) in NEOGOV.
  • Updating OHC in NEOGOV after hires have been made.

The MSS Analyst responsibilities include, but are not limited to:

  • Reviewing and approving requisitions.
  • Reviewing and approving Bilingual Examination Request (IMS-11) forms.
  • Drafting job bulletins.
  • Posting job bulletins to the MSS GovernmentJobs.com website.
  • Conducting a minimum qualification (MQ) evaluation for all applicants.
  • Administering job-related examinations and establishing eligible lists.
  • Referring eligible lists to the county department.
  • Administering appropriate bilingual examinations and delivering results to counties within three (3) business days of the candidate completing the examination(s).

Upon notice of the request, the MSS Program and the County Department will take the following steps:

StepAction
Submit Bilingual Requisition and Examination Request FormThe County Department will designate the position as bilingual and submit the requisition NEOGOV. When submitting the requisition, the County Department will complete the Bilingual Examination Request (IMS-11) form and submit it to the designated MSS Analyst.
Open RecruitmentMSS Analyst will work with the county hiring contact to approve job bulletin and publish on the MSS GovernmentJobs.com website.
Applicant EvaluationAfter the application final filing date has passed, the MSS Analyst will evaluate minimum qualifications and administer a job-related examination.
Refer Eligible ListCandidates who achieve a passing score on the job-related examination will be placed on the eligible list and referred to the hiring department.
Conduct InterviewsThe County Department will screen candidates on the referred eligible list and conduct interviews.
Identify Top CandidatesAfter interviews are completed, the department hiring contact will identify and provide a maximum of two (2) candidates for each position vacancy to the MSS Analyst in a written email.
Create Evaluation step in Hire Workflow (OHC)In NEOGOV (OHC), the county hiring contact will create an additional evaluation step for bilingual examinations in the Hire Workflow tab (Instructions on how to complete this process can be found below).
Conduct Bilingual Examination(s)MSS will contact the candidate and provide all exam related material. Candidates will receive an automated email from the vendor containing the exam. Candidates have three (3) days to complete the exam).
Examination Results and Certification LetterMSS Analyst will provide the exam results to the department hiring contact within three (3) business days of candidates completing the examination. The MSS Analyst will also provide the bilingual certification letter(s).

If the examination request is not associate with a bilingual recruitment, the MSS Program and the County Department will take the following steps:

StepAction
Submit Bilingual Requisition and Examination Request FormCounty Department will designate the position as bilingual and submit requisition in NEOGOV. When submitting the requisition, the County Department will complete the Bilingual Examination Request (IMS-11) form and submit it to the designated MSS Analyst.
Identify Examination CandidatesThe County Department will provide the names and email addresses of the candidates. All eligible candidates must be in a current bilingual position with an assigned bilingual workload.
Conduct Bilingual ExamsMSS will contact the candidates and provide all exam related material. Candidates will receive an automated email from the vendor containing the exam. Candidates have three (3) days to complete.
Examination Results and Certification LetterMSS Analyst will provide the exam results to the department hiring contact within three (3) business days of candidates completing the examination. The MSS Analyst will also provide the bilingual certification letter(s).

The eligible list must be referred from MSS prior to creating a bilingual examination step in NEOGOV. To add an evaluation step, select the recruitment on your OHC dashboard under “My Candidates.”

Click on the “Hire Workflow” tab.

Select “Customize Workflow”. 

Then after the “Offered” step, click add step.

In the “Choose a Step Type” dropdown box, select “Other,” then click “Save.”

Click the edit button to enter the step details.

In the “Name” field, enter “Bilingual Certification.” Under “Display Status to Candidate As,” enter “Bilingual Certification.” Select “Pass/Fail” under “Evaluate Using.” You do not need to enter anything in the Comment field. Click “Save and Close” to finish.

Forms

Resources

Related Policies

  • Selection Process Requirements for MSS Program Positions

Forms

Additional Resources

Contact

Merit System Services Program
Selection Division, CalHR
916-909-3701
Email

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