Specialty Factor Quick Reference

Overview:

Specialty factors may be applied to custom classifications when deemed appropriate by the Classification Analyst. They must be directly related to the duties and responsibilities of the position and represent knowledge or skills that cannot reasonably be taught within the first year of training.

The purpose of a specialty factor is to ensure that candidates referred are adequately qualified to perform the position’s duties and that the integrity of the business operation is maintained.

For traditional classifications, specialty factors must be approved by SUCSS and are specific to the position number. Units must provide justification demonstrating the need based on the duties of the position, and the request cannot move forward until approval is received.

For custom classifications, specialty factors are reviewed and approved at the campus level by the Classification Analyst based on the needs of the position and alignment with the job description.

Guidelines:

Specialty Factors must be job-related requirements that can be clearly verified through an applicant’s materials. For example, while a specific level of skill or knowledge may not be measurable from a résumé, prior work experience can be documented as present or absent.

Once the Classification Analyst confirms the relevance of a specialty factor, it is important to note that we must follow established guidelines. The minimum acceptable qualifications (MAQs) provided in the class spec (available online on the SUCSS website) cannot be lowered or removed.

To create a specialty factor, we look to add specific “demonstrated experience” items, certifications and/or training, and potentially increase the total number of years of experience

All Program (Coordinator & Director) positions must have a specialization provided by the unit.

CS Multi-level Searches - Specialty factors for higher-level positions in a multi-level vacancy must include all requirements from the lower level(s). Additional requirements are then added, as appropriate, so that any candidate who qualifies for a higher-level position also meets the qualifications for the lower level(s).

Impact on Candidate Pool:

The wording of a specialty factor directly shapes the size and quality of the applicant pool. Careful language selection helps avoid unnecessarily excluding qualified applicants while maintaining alignment with position requirements.

A best practice in developing each minimum qualification is to ask: Which applicant who would otherwise qualify does this requirement exclude? Do the most desirable applicants all meet this requirement?"

Use of “And/Or” and “or Related”:

When writing specialty factors, it is important to consider the impact of using “and” versus “and/or.” The choice determines how restrictive or inclusive your applicant pool will be. Using “and” limits the pool to candidates who possess all listed qualifications, while “and/or” broadens the pool to include candidates who meet either or both of the qualifications.

If a specialty factor is written with “and,” a candidate must meet all areas listed to qualify for the position.

• For example, if the specialty factor states, “experience in graphic design and photography,” only candidates who have both graphic design and photography experience will be eligible. This may unnecessarily narrow the pool of qualified applicants.

By contrast, if the specialty factor is written with “and/or,” a candidate who meets either one of the listed areas (or both) may qualify.

• For example, “experience in graphic design and/or photography” allows candidates with experience in one area or both to be considered. This language broadens the candidate pool while still ensuring applicants possess the essential qualifications needed for success in the role.

The phrase “or related” can be used when units are seeking candidates across multiple specific areas. This approach avoids unnecessarily limiting the candidate pool while still identifying the areas of talent required for qualification.

Good examples:

 Demonstrated experience supervising staff, teams, and/or employees.

• Why: This skill is often highlighted on resumes for applicants pursuing higher-level positions where it is essential.

Demonstrated experience overseeing budgets.

• Why: This ensures that only applicants with the required experience are qualified.

Demonstrated experience writing SQL queries and/or programming with languages (e.g., SAS, Python, or R.)

• Why: This ensures that only applicants with the required skill set are qualified, while remaining inclusive of similar programs that demand the same skills.

Poor examples:

Demonstrated experience working with diverse teams.

• Why: This is not something that is commonly listed in someone’s resume. It can be too subjective as criteria to qualify or deny someone. If the unit would like to include this, we recommend moving it to the preferred section.

Demonstrated managerial experience.

• Why: Management can be project or personnel-focused. It’s important to decipher between the two. Demonstrated supervisory experience focuses more on overseeing staff/teams/employees. Demonstrated program/project management experience focuses more on developing, implementing, and overseeing processes.
• This should be listed as either “Demonstrated supervisory experience” or “Demonstrated project/program management experience.” 

Demonstrated experience in IT-related functions, such as hardware/software support of Information Systems, programming, IT systems integration, and a focus on business analysis, implementation roles, and project management functions.

• Why: This approach is extremely limiting and confusing for applicants. To be considered qualified, they must list every component of the specialty factor in their application materials, or they will be disqualified. Using ‘and’ restricts the pool to only those candidates who explicitly include all of these qualifications in their materials.
• This should be listed as:
• Demonstrated experience in IT-related functions, such as hardware/software support of Information Systems, programming, IT systems integration, or related.
• Demonstrated experience in business analysis and/or supporting business strategy.

Note: This guidance may be updated as Civil Service policies and procedures continue to evolve.

Last Modified: April 1, 2026