Source: http://boe.hawaii.gov/policies/AdminRules/Pages/AdminRule62.aspx
Timestamp: 2019-04-18 12:58:53+00:00

Document:
“Adverse action” means an involuntary separation from service, an involuntary demotion, involuntary transfer, a suspension without pay, a reduction in pay, or denial or delay of a standard pay adjustment. Adverse action does not include a notice to improve performance, a performance improvement period, or a return to the employee’s former position or comparable position as required by law because of a failure to successfully complete a new probationary period.
“Aggrieved” means an individual who has suffered a loss such as the denial of some personal or property right. As used in section 8-62-33(b)(1), concerning examination appeals, it includes, in addition to other examination issues, a person whose application has been rejected for failure to meet the qualification requirements for a class, a person who has been terminated during an initial probationary period for failure to successfully complete an initial probationary period, and a person whose non-selection involved improprieties.
“Appointing authority” means the superintendent or designee having power to make appointments or changes in status of employees in the department of education.
“Assistant superintendent” means the assistant superintendent for human resources.
“Board” means the department of education merit appeals board.
”Chairperson” means the chairperson of the board.
“Civil service employee” means an employee who meets all requirements for membership in the civil service.
“Classification” means the assignment of a civil service position to a class of work.
“Day” means a calendar day unless otherwise specified.
“Employee” means a person holding a position in the service of the department of education, irrespective of status or type of appointment; provided that, if the context clearly applies only to an employee who is a member of the civil service, “employee” means a civil service employee.
“Employer” means the department of education, and any individual who represents or acts in the interest of the department in dealing with public employees in the department of education.
“Examination” means any test or accepted personnel assessment technique used to measure the fitness and ability of applicants for employment which may include, but is not limited to: written tests, oral tests, interviews, essays, tests of physical fitness or ability, medical examinations, performance tests, training and experience evaluations, background and suitability determinations, probation periods, in-basket assessments, biodata assessments, personality measures, and assessment center evaluations.
“Ex parte communications” means private communications or arguments with members of the board or the presiding officer as to the merits of a proceeding that could be construed as influencing the outcome of the case.
“Hearing” means any proceeding governed by sections 76-14 and 76-47, Hawaii Revised Statutes.
“Hearings officer” means a competent and qualified disinterested person appointed by the board to hear an appeal.
“Initial pricing” means the determination of the appropriate pay range and pay relationships for a new class based on appropriate factors.
“Mediation” means the process whereby a neutral third party or “mediator” is authorized in order to make a decision or to deliberate toward a decision upon a matter over which the board has supervision, control, jurisdiction, or advisory power.
“Meeting” means the convening of the board for which a quorum is required in order to make a decision or to deliberate toward a decision upon a matter over which the board has supervision, control, jurisdiction, or advisory power.
“Merit appeals board” means the department of education’s appellate body consisting of three members appointed by the superintendent for purposes of section 76-14, Hawaii Revised Statutes. The term of appointment of members and the appointment of a chairperson of the department of education merit appeals board are to be established by the superintendent.
“Party” means each person or agency named or admitted as a party or properly seeking and entitled as of right to be admitted as a party in a proceeding.
“Person” includes individuals, partnerships, corporations, associations, or public or private organizations of any character other than governmental agencies.
“Presiding officer” with respect to proceeding means the chairperson and includes any member of the board designated as such, or other persons authorized by law, to conduct hearings.
§8-62-4 Limitation of jurisdiction. (a) Where the terms of collective bargaining agreements pursuant to chapter 89, Hawaii Revised Statutes, conflict with these rules, the terms of the agreements shall prevail; provided that the terms are not inconsistent with section 89-9(d), Hawaii Revised Statutes.
(b) The board shall defer action on an appeal if there is controversy on whether the matter is within its jurisdiction or that of the Hawaii labor relations board. The Hawaii labor relations board shall determine which of these boards has jurisdiction in the appeal.
(c) The board shall not act on an appeal if the action complained of constitutes a prohibited act that is subject to the jurisdiction of another appellate body or administrative agency or the grievance procedure under a collective bargaining agreement.
§8-62-5 Procedure and terms. (a) The terms used in rules adopted by the board pursuant to powers granted by statute shall have the meaning defined by statute, unless the context specifically requires otherwise.
(b) A rule that defines a term without express reference to the statute or to these rules or to a portion thereof, defines the term for all purposes as used both in the statute and in these rules, unless the context otherwise specifically requires.
§8-62-6 Composition of the board. (a) The superintendent of the department of education shall appoint three persons to the board.
§8-62-7 Department of education merit appeals board office. (a) The office of the board is in Honolulu, Hawaii. All communication to the board shall be addressed to department of education merit appeals board, c/o Assistant Superintendent, Office of Human Resources, Queen Liliuokalani Building, 1390 Miller Street, Honolulu, Hawaii , 96813, telephone (808) 586-3400, unless otherwise specifically directed.
(b) The office of the board shall be open from 7:45 a.m. to 4:30 p.m. of each workday, excluding state holidays, or unless otherwise provided by statute or executive order.
§8-62-8 Meetings. The board may meet and exercise its powers in any part of the State of Hawaii. (a) For the purpose of minimizing travel and per diem expenses, the board may utilize, whenever practicable, other means such as teleconferencing which does not require all parties to convene at a single site to conduct its proceedings.
(4) Any other information that any member of the board requests be included or reflected in the minutes and or recording.
§8-62-12 Administration. (a) The chairperson of the board shall be responsible for the administrative functions of the board.
(b) All decisions, orders, and other actions of the board shall be authenticated or signed by the board members acting in the proceeding or by the chairperson upon delegation by the board members acting in the proceeding. Official copies of decisions, orders, and other board actions may be certified under the signature of the chairperson or the chairperson’s designate.
(c) All documents required to be filed with the board shall be filed in the office of the board in Honolulu, Hawaii, within the time limits as prescribed by the rules of the board, or by the order of the board. Requests for public information or the opportunity to inspect public records may be made to the board’s office.
(d) The board may delegate to any competent and qualified individuals, the power or authority vested in the board as it deems reasonable and proper to carry out its functions as prescribed by chapter 76, Hawaii Revised Statutes, except the power to make, amend, or repeal rules.
(e) The board may, by written resolution adopted by a majority of the members to which it is entitled, appoint a hearings officer. The hearings officer shall hear the matter in the same manner as if it were before the board. Upon the conclusion of the hearing, the hearings officer shall transmit to the board a record of the hearing, including a recording or transcript and a summary of evidence taken at the hearing. After a review of the testimony and evidence, a majority of the members, two out of three members, to which the board is entitled shall render a decision.
(f) The board may develop and promulgate procedures needed to carry out its functions.
§8-62-13 Government records. (a) The term “government records” as used in this chapter is defined as in chapter 92F, Hawaii Revised Statutes, and shall include all rules, written statements of policy or interpretations formulated, adopted or used by the board, all complaints, opinions and orders, written testimony, minutes of meetings of the board and any other material on file in the office of the board unless accorded confidential treatment pursuant to law or the rules of the board.
(b) Government records printed or reproduced by the board shall be provided to any person requesting the same and who shall pay the fees established by the department of education fee schedule or by section 92-21, Hawaii Revised Statutes.
§8-62-14 General provisions. (a) The board may hold proceedings as it may deem necessary in the performance of its duties or the formation of its rules.
(1) A person may appear on the person’s own behalf.
(2) An employee may be represented by an employee organization.
(3) An employee organization may be represented by a person or persons duly designated and authorized by the employee organization.
(4) A public employer may appear on its own behalf or through a person or persons duly designated and authorized by the employer.
(b) In any proceeding under these rules, a person, employee organization, or public employer may be represented by counsel or any other person to whom written or verbal authority has been given.
(c) When an individual acting in a representative capacity appears in person or signs a waiver of appearance before the board, the personal appearance or signature shall constitute a representation to the board that, under the provisions of these rules and the law, that person is authorized and qualified to represent the particular person. The board may at any time require any person transacting business with the board in a representative capacity to provide proof of that person’s authority and qualification to act as a representative.
(1) No individual who has been associated with the board as a member, officer, employee, or counsel shall be permitted to appear before the board as a representative of any party in any proceeding or matter that the individual has handled or passed upon while associated with the board.
(2) No person or agency appearing before the board in any proceeding or matter shall, in relation thereto, knowingly accept assistance from or compensate any individual who would be barred by this subsection.
(3) No person who has been associated with the board as a member, officer, employee, or counsel shall be permitted to appear before the board as a representative of, any party in any proceeding or matter that was pending before the board at the time of that person’s association with the board, unless that person first obtains written consent from the board.
§8-62-18 Filing of documents. (a) All documents required to be filed with the board in any proceeding shall be filed at the office of the board in Honolulu, Hawaii within the time limits prescribed by the rules of the board or by order of the board. The date on which the papers are received constitute the date of filing.
(b) Appeals shall identify the issue on appeal, including a concise statement of the relevant facts, and the remedy sought, including the rationale and legal basis, as appropriate, for the remedy.
(c) All requests and appeals filed with the board shall be handwritten in black ink, typewritten, photo-copied, or printed; shall be plainly legible; and shall be on strong, durable paper no larger than 8 ½” x 11” in size, except that maps, charts, tables, and other like documents may be larger, folded to the size of the papers to which they are attached.
(d) All documents shall be signed in ink by the party or the party’s duly authorized agent. The signature of the person signing the document constitutes a certification that the person has read the document; that to the best of that person’s knowledge, information and belief, all statements contained therein are true and not misleading; and are not interposed for delay.
(e) Unless otherwise specifically provided by a particular rule, or order of the board, an original and four copies of all papers shall be filed. Facsimile copies will not be accepted.
§8-62-23 Service of process. (a) The board shall serve all orders, notices, and other papers it issues, together with any other papers that it is required by law to serve. Such service shall be upon the party, the party's representative, or counsel. All other papers shall be served by the parties filing them. Any other papers filed with the board shall be served upon the board.
(b) Any counsel entering an appearance subsequent to the proceeding shall notify all other counsel presently of record and all parties not represented by counsel of that fact.
(c) Service of papers shall be made upon the party, the party's representative, or counsel personally or by registered or certified mail return receipt requested to the last known address.
§8-62-24 Intervention in proceeding. (a) In any proceeding other than representation proceedings, a petition to intervene and become a party thereto shall be submitted in writing to the board.
(9) How the petitioner's intervention would serve the public interest.
(c) The original and five copies of the petition with certificate of service on all parties, shall be filed with the board.
§8-62-29 Petitions for declaratory rulings. (a) On petition of an interested person or agency, the board may issue a declaratory order as to the applicability of any rule or order of the board. Questions concerning the interpretation of any of chapter 76, Hawaii Revised Statutes, may be submitted to the attorney general for review.
(b) The petition shall be prepared in a manner prescribed by the board. The original and five copies thereof shall be filed with the board. The petition shall conform to the requirements prescribed by board rules and shall contain the name, address, and telephone number of each petitioner; the signature of each petitioner; a designation of the specific rule or order in question, together with a statement of the controversy or uncertainty involved; a statement of the petitioner’s interest in the subject matter, including the reasons for submitting a petition; a statement of the petitioner’s position or contention; and a memorandum of authorities, containing a full discussion of reasons and legal authorities, in support of the position or contention.
(c) Within sixty days after the submission of a petition for declaratory ruling, the board shall either deny the petition in writing, stating the reasons for the denial, or issue a declaratory order concerning the matters contained in the petition, or set the matter for hearing; provided that if the matter is set for hearing, the board shall render its findings and decision within sixty days after the close of the hearing.
(d) The board may, without notice or hearing, dismiss a petition for declaratory ruling that fails in material respect to comply with the requirements of this section or for other reasons as determined by the board.
§8-62-33 Standing to appeal. (a) Only persons who have exhausted the internal complaint procedures and whose appeal is not barred by other provisions of these rules shall have standing to file an appeal with the board.
(4) Other employment actions, including disciplinary actions and adverse employment actions for failure to meet performance requirements, taken against civil service employees who are excluded from collective bargaining coverage under section 89-6, Hawaii Revised Statutes.
(c) Any person alleging adverse action related to employment under subsection (b)(1) or aggrieved by such action shall be entitled to appeal to the board.
(d) Any employee covered by chapter 76, Hawaii Revised Statutes, alleging adverse action related to employment under subsection (b)(2) or (3) shall be entitled to appeal to the board.
(2) The date the notice is hand delivered or sent by facsimile to the person.
All petitions submitted to the board beyond the twenty working day period shall be deemed untimely and shall not be considered unless an extension is granted by the board on or before the twentieth working day.
(b) Form. The form of the petition of appeal shall conform to the requirements of the board for the filing of documents.
(A) Initial pricing appeals shall be limited to a single class and be based on conditions existing at the time of the dated position description on which the new class and the initial pricing action was taken.
(B) All other materials intended to support the pricing appeal issues shall be submitted with the proper number of copies and within fourteen days after submission of the pricing appeal.
§8-62-36 Appeal hearing. (a) The board shall, upon receipt of an appeal, order the matter set for hearing. In any appeal, all parties shall be afforded an opportunity for a hearing after reasonable notice. Opportunities shall be afforded all parties to present evidence and support their position on all issues involved. Any procedure may be modified or waived by stipulation of the parties and informal disposition may be made of any appeal by stipulation of the parties and informal disposition may be made of any appeal by stipulation, agreement, consent order, or default.
(b) The hearing shall be held at the time and place set forth in the notice of hearing, but may, at the time and place, be continued from day to day, to a later day, or to a different place without notice other than the announcement thereof by the presiding officer at the hearing.
(c) Appeals shall be heard before the board or its appointee.
(d) When a proceeding is conducted before the board itself, the proceeding shall be presided over the chairperson of the board, or, in the chairperson’s absence, by another member designated by the board.
(e) The presiding officer at a proceeding shall have authority to control the course of the hearing; to hold conferences on which the parties have had notice, for settling or simplifying issues; to administer oaths and affirmations; to grant application for and issue subpoenas; to take or cause depositions to be taken; to rule upon offers of proof and receive relevant evidence; to limit lines of questioning or testimony that are irrelevant, immaterial or repetitious; to rule upon all objections, procedural requests and motions that do not involve the final determination of proceedings; to dispose of any other matter that normally and properly arises in the course of the proceeding; and to take all other actions authorized by chapter 76, Hawaii Revised Statutes, rules of the board, or by any other statute, that are deemed necessary to the orderly and just conduct of the hearing.
(f) No member of the board, or its appointee who has any pecuniary interest in any matter or business involved in the proceeding; who is related within the second degree by blood or marriage to any party to the proceeding; who has participated in an investigation preceding the institution of the proceeding or in a determination that it should be instituted or in the development of the evidence to be introduced therein; or where the circumstances fairly give rise to an appearance of impropriety and reasonably cast suspicion on the person’s impartiality shall be assigned to serve in any proceeding.
(g) The record of the hearing shall be compiled. The board shall make provisions for recording testimony, but need not transcribe the record unless requested for purposes of rehearing or court review. A copy of the record of a hearing or any part thereof may be obtained as provided under board rules.
(h) Subpoenas requiring the attendance of witnesses or the production of documentary evidence from within the State may be compelled at any designated place of a hearing as may be issued by the presiding officer, any designated member of the board, or its appointee. Application for subpoenas shall be made in writing to the board. The application shall specify the particular documents or data desired and shall show their relevancy to the issues involved. Applications shall be made at least ten days prior to the hearing. If the application is made at a later time, the board or its appointees may, in its discretion, issue subpoenas or continue the hearing or any part thereof or both. Enforcement of obedience to subpoenas issued and served pursuant to these rules shall be effected by written application of any member of the board to any circuit court judge.
(i) Witnesses summoned shall be paid the same fees and mileage as are paid witnesses in circuit courts of the State and the fees and mileage shall be paid by the party at whose instance the witnesses appear. Fees for the depositions shall be paid by the party at whose instance the depositions are taken. Witnesses shall be placed under oath or affirmation prior to testifying.
(j) At the commencement of the hearing, the presiding officer shall read the notice of hearing and shall then outline briefly the procedure to be followed.
(k) All parties shall be given reasonable opportunity to offer testimony with respect to the matters relevant to the proceeding. All witnesses, before proceeding to testify, shall state their name, address, and whom they represent at the hearing and shall give such information respecting their appearance relevant to the proceedings as the presiding officer may request. The presiding officer shall confine the testimony to the matters for which the hearing has been called, but need not apply the technical rules of evidence except as required by statute. Each witness shall be subject to questioning by members of the board and its appointees. Each witness shall also be subject to cross-examination by the adverse party. Each party shall have the right to submit rebuttal evidence and rebuttal arguments.
(l) The presiding officer shall take notice of judicially recognizable facts and may take notice of generally recognizable technical or scientific facts within the board’s or its appointee’s specialized knowledge when parties are given notice either before or during the hearing of the material so noticed and are afforded the opportunity to contest those facts.
(m) At the hearing, the presiding officer may require the production of further evidence upon any issue.
(n) After all the evidence has been presented, the presiding officer shall give the parties an opportunity to summarize their respective positions. Within a reasonable time after such final arguments have been completed and all requested memoranda submitted, the presiding officer shall bring the matter to a close.
(o) The board or its appointee shall permit parties to file proposed findings and conclusions of law, together with the reasons thereof at the close of the hearing or within the time specified by the board or its appointee. The proposal shall be in writing and shall contain reference to the record and to the authorities relied upon. Copies thereof shall be furnished to all parties.
(1) For actions taken by the superintendent, assistant superintendent, or appointing authority based on failure to meet performance requirements, the board shall determine whether the conditions listed in section 76-41(b), Hawaii Revised Statutes, were met when determining whether or not the action is with or without merit.
(2) If reasons for the action by the superintendent, assistant superintendent or appointing authority are not substantiated in any material respect, the board shall order that the employee be reinstated in the employee’s position, without loss in pay.
(3) If the reasons are substantiated or are only partially substantiated, the board shall sustain the action of the superintendent, assistant superintendent, or appointing authority; provided that the board may modify the action of the superintendent, assistant superintendent, or appointing authority if it finds the circumstances of the case so require and may order the disposition of the case it deems just provided that the disposition is consistent with laws, rules, and policies.
(q) In conducting its business and rendering its decision, the board shall serve as an appellate body and shall not impinge on the authority of the superintendent in matters of policy, methodology, and administration. All decisions and orders of the board shall be made in accordance with personnel rules, policies, and practices.
Every decision and order adverse to a party to the proceeding, rendered by the board, shall be in writing or stated in the record and shall be accompanied by separate findings of fact and conclusions of law. If any party to the proceeding has filed proposed findings of fact, the board shall incorporate in its decision a ruling upon each proposed finding presented. The findings and decisions of the board shall be final on all appeals, unless an appeal is taken to the circuit court pursuant to section 76-47, Hawaii Revised Statutes.
(r) In its actions on classification related appeals, the board shall not consider in its deliberation the classes in other jurisdictions or the classification of positions in other jurisdictions.
(s) The board shall, as soon as practicable and unless otherwise stipulated by the parties, not later than sixty days after the close of the hearing, notify the parties to the proceeding of the decision and order. Parties to the proceeding shall be notified in accordance with board rules.
(t) The charging party, in asserting an improper action or violation of the statute(s) or rule(s), shall have the burden of proving the allegations by a preponderance of the evidence.
(4) Those with representatives of any news media on matters of public information.
(v) If the appellant or the appellant’s representative fails to appear before the board as scheduled and notified, the appeal shall be dismissed with prejudice, and the appellant shall not be permitted to request another hearing.
(1) After the hearing, the board shall review the facts presented, deliberate and render a decision which shall conform with the policies, standards, and guidelines governing initial pricing promulgated by the superintendent. The board shall not consider in its deliberations, the pricing of classes in other bargaining units.
(2) Decisions on initial pricing appeals shall be limited to the appropriate pay grade of the class and may not require a change in bargaining unit for full implementation.
(3) All decisions of the board resulting in a higher pay grade assignment shall be retroactive to the date of the initial pricing action of the superintendent.
(4) If the evidence submitted indicates significant changes have occurred in the work of the position, the board shall remand the case to the superintendent for a classification review.
(5) The person filing the appeal has the burden of proof.
(6) Substantial weight shall be given to the technical determination of the superintendent in pricing the new class.

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