Hiring Process Slides Feb 27

5/28/2018 Hiring Process Slides Feb 27

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The Hiring Process

February 2013


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Objectives Identify the 4 Phases of the Hiring Process

Identify the requirements for each Phase of the Hiring Process. Identify the forms required for each Phase of the Hiring

Process.

Identify the workflow associated with each Phase of the Hiring

Process. Understand the procedures for completing reference and

criminal checks.

Understand the procedures for requesting pre-approval of the

selected candidate and salary.

Understand the procedures and requirements for Conditional

Offer of Employment.

Understand the HR procedures for Final Approval and

BEACON/SAP processing.


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Recruitment & Employment Activity

Human Resources

Employment

& Benefits

Central Office

Recruitment

&

Employment

4

Regional

Employment

Offices

Operating

Divisions

Sections

Central

Employment

Specialists

Regional

Employment

Specialists

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Recruitment & Employment Activity

Central HREmpl Spec

REOs

Post & Screen for

section

Files

Post & Screen

Pre-approval & salary

Certification

Requirements

Final Approval

Files

Post & Screen

Pre-Approval & Salary

Final approval

Files

All three are not the sameEmployment Specialists doNOT set salary, handle certification requirements or have

final approval authority; therefore, those with

Employment Specialists are STILL assigned to either

central R&E or an REO

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Section Assignments

R&E Empl SpecREOsAC Admin

Alcohol Chem

Dep

Combined

Records

Div of Admin

Div of LE

Enterprise

Extradition

JJ Admin

Parole

Commission

Community

Corrections

Court Services

Detention CentersPrisons

Youth Devt Centers

Alcohol Law

Enforcement (sworn

only)

Community Corrections

Enterprise

Prisons

State Highway Patrol

All sections under Employment Specialists are

also under an HR office as Employment

Specialist post & screen but hiring decisions

are forwarded to the assigned HR office.

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4 Phases of the Hiring Process

I. Post, Screen, Select

II. Approval

III. Conditional Offer

IV.Employee Start &

Set-Up

Post Position & Screen Applicants

Interview & Screening Tools References & Criminal Check

Select Candidate

HR Pre-Approval & Establish

Salary DPS Approval Signatures

Conditional Offer, I-9, E-Verify

Final Approval & Identify Start Date

Employee Starts; BEACON/SAP

Set-up

Recruitment Close-Out

HR Follow-Up


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Phase I: Post / Screen /Interview/ Select

Post Position & Screen

Applicants

Interview & Screening

Tools

References & Criminal

Background

Select Candidate

Request to Post submitted

Screen Applicants

Referred List to Manager

Interviews scheduled

Interviews conducted

Forms completed Screening tools/pre-COE tests

Professional references

Criminal background check

Candidate Selection Decision

Within work location approvals


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Phase I: Post 3 items are required:

HR 001 Request to Post Form

Essential Job Functions

Benchmark Interview Questions

Submitted electronically [email protected]

[email protected]


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Request to Post

Form HR 001

General Posting

Reposting with Previous Applicants

Reposting without Previous Applicants

Position Details

Budgeted Salary & Fund Code

Supplemental Questions

Approvals


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Phase I: Post 3 Points in the Hiring Process when Essential Job Functions are used

Posting (Phase I)

Interview (Phase I)

Conditional Offer (Phase III)

List of Essential Job Functions What are Essential Job Functions

When are essential functions established

How are essential functions used during the Hiring Process

Sample Essential Functions Personnel Tech

Collaboration: HR and Division Management

February

HR Classification and Compensation Unit


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Phase I: Post

Copy of Benchmarked Interview Questions

Required

Format

Collaboration: HR and JUVENILE JUSTICE

Project Manager identified for development


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12

Phase I: Screening

HR Office

Regional Employment Office

Employment Specialist

Prisons

Community Corrections

Correction Enterprises

State Highway Patrol

Alcohol and Law Enforcement (Sworn Positions Only)


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Phase I: Screening

Work Location Receives the following:

NeoGov Selection Log of Most Qualified Applicants

Referred List

Hiring Priorities-RIF Candidates SHALL be interviewed

Copy of the Vacancy Announcement

Applications of referred candidates


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Interview The work location schedules and conducts the interviews

Interview Teams will need the following:

Vacancy Announcement

Applications

Questions and Benchmarks

Essential Job Function Verification Form HR 005 List of Essential Job Functions,

Training Functions if appplicable

Criminal History Record Check Form HR 004

Applicant Checklist of Employment Requirements

Form HR 012 Interview Ratings Form HR 006

Interview Summary Form HR 007

Practical / Skills Test (if applicable)


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Essential Job Functions Verification

Form HR 005

Form and List Provided to Applicant

For Certified positions in AC and JJ Position Essential Job Functions

Basic Training Essential Functions

Applicant Reviews the List(s) and Signs the formsection entitled At Interview

Do Not Sign Section Entitled Conditional Offer


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Criminal History Records Check Form

Form HR 004

INTERVIEWS

Hiring manager or designee completes Section 1

Applicant Completes Section 2

Form is placed in a sealed envelope by applicant

Interview Chair submits to the hiring manager or

designee along with all interview forms


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Applicant Checklist of Employment Requirements

Form HR 012

Provide copy to applicant during the interview

This identifies documents the applicant will be

required to provide if they are selected.

They will be required to bring these documents atthe Conditional Offer of Employment.


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Interview Rating Form

Form HR 006

Standardized Form used by DPS

Identify KSAs/Competencies

Document the Interview Questions & QuestionBenchmarks

Notes SectionRecord Applicant Responses

Five (5) Rating Levels

Summary of Interview Results Section


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Interview Summary Form

Form HR 007

Work Location Completes

Top of the form

Candidates Names, Date/Time of Interview

Notes/Comments (i.e. declined interview), Priorities

Chairperson Responsibilities

Interviewer Results

Overall Rating

Document Candidate(s) For Consideration Interview Team Signatures (identify Chair)

Submitted to Hiring Manager with other required

documentation


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Interview Process and Procedures

Reference Tool

Outlines best practices for conducting the

interview.

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Professional Reference Check Form

Form HR 008

DPS Requirement: 2 professional reference

checks are required

Contacting Current and Prior EmployersState

Application

Performance Evaluation Ratings


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Criminal History Records Check Form

Form HR 004

Selected Candidate

For those currently conducting criminal

background checks continue

For those not currently conducting criminal

background checks, you will receive additionalinformation through your chain of command.


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Request for Pre-Approval of Selected Candidate

Form HR 009

Purpose Identify recommended candidate

Justify selection of candidate

Provide justification if any candidate w/priority is not selected

Justification of salary recommendation (if applicable)

Address inequities (if applicable)

Documents Required with Pre-Approval Form Application of Selected Candidate

Interview Summary Form (Form HR 007)

Education and Work History Credit Worksheet (if requesting asalary)

Competency Assessment (for Career Banded positions)

Equity Worksheet (if requesting a salary)


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Pre-Approval Package

Submit the completed package electronically

to the Human Resources (HR) or

Employment Specialist (ES) that initially sent

you the Referred List

You will not make a Conditional Offer at this

time


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Phase II: The Approval Phase

HR Pre-Approvaland Establish

Salary

DPS Approval

Signatures

Selected candidate approval Salary determined

Salary exception approval

>20% = OSP approval

Required signatures

Budget approval


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Determining a Salary

HR will determine an appropriate salary

Increases greater than 20% must beapproved by the Office of State Personnel

(OSP) Any salary or budget exceptions must be

approved by management

HR will notify the Work Location of theapproved salary via email

HR will pilot DocuSign


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DocuSign

What is DocuSign

Links to Materials

NOTE: Webinar Dates Expire Prior to RegionalSessions.

Quick Start Signer Guide will be provided

following this training session via email


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Phase III: The Conditional Offer

Conditional

Offer, I-9 and

E-Verify

Final Approval

& Identify

Start Date

Make appt with candidate

Candidate completes/signs forms

I-9 and E-Verify

Confirm forms completed

Drug test, physical, testing(if applicable)

Review all forms Approve hire

Request start date

Final letter to candidate


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Conditional Offer Checklist

DPS Conditional Offer Letter (Form HR 008)

DPS Employment Statements (Form HR 013)

I-9 (Acceptable Documents for I-9)

DPS Essential Job Function Verification (Form HR005, with EJFs attached)

DPS Request for Reasonable Accommodation, if applicable (DPS-RRA)

Mandatory Direct Deposit Notification, if applicable

Direct Deposition Enrollment and Change Form, if applicable

W-4 Employee Withholding Allowance Certificate, if applicable

NC-4 Employee Withholding Allowance Certificate, if applicable

DPS BEACON Data Form (Form HR 014)DPS Prior Service Form (Form HR 015)

DPS Degree Verification Request, if applicable (Form HR 016)

DPS Personnel Action Request (Form HR 017)

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Phase IIIConditional Offer

Work Location Schedules Appointment with Selected Candidate.

JJ and AC Certified Conditional Offer Process handled by RegionalEmployment Office

Work Location Prepares:

COE Letter Position

Salary

Checks applicable terms/conditions

Contacts top candidate to schedule appointment

Applicant attends appointment schedule at work location

Conditional Offer is issued to candidate

Additional hiring paperwork completed


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DPS Employment Statements

Form HR 013

Work Location reviews with Candidate

Candidate initials applicable sections

Candidate signs and dates verifying they haveread and initialed the form.


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I-9Employment Eligibility Verification

Work Location verifies eligibility for employment at

the time the candidate signs the conditional offer ofemployment.

Section 1 of I-9 completed by EE

Section 2 Completed by the Work Location

DPS participates in USCIS Electronic Verification or

E-Verify

Divisions will need to identify who is to have access HR will request one list per Division before 3/1

Designated staff will be required to complete online

tutorials


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Essential Job Functions Verification

Form HR 005 Candidate completes At Conditional Offer of Employment Section

Checks appropriate box with reasonable accommodation or

without accommodation

Candidate signs and dates

Essential Job Functions and Essential Training Functions (if applicable)reviewed and signed at the interview remains attached to EJFV form.

Should applicant require an accommodation, work unit location should be

prepared to provide DPS-RRA Request for Reasonable AccommodationForm. Work Unit Location should contact HR Employee Relations Section ADA Coordinator for

Consultation after applicant completes the form.


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Mandatory Forms

State Forms Direct Deposit Notification & Enrollment

W-4

NC-4 DPS Forms

Beacon Data

Prior Service

Degree Verification

Personnel Action Requests


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Prior Service Form

Form HR 015

Applicant checks the appropriate box at the top: No prior service

All prior service on application

Prior service not on application

If applicant has not listed all prior service on

application, they need to complete the bottom

section of the form


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Degree Verification Request

Form HR 016

Official transcript Accepted

Must document the degree along with classes

Degree Verification Request Form

Used when no transcript provided

Mailed to the appropriate location for degree

verification


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Personnel Action Request (PAR)

Form HR 017

Section 1 Completed by the work location and placed on top of

the final package submitted to HR, REO or ES

Effective dates always on Monday (start dates)

Signature Requirements Determined by Divisionfor submission during Hiring Process

HR has already obtained Division Approval during thePre-Approval Process therefore the HR Office willaccept one signature on the PAR during the hiringprocess


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Recruitment History File Request to Post Form

Benchmarked Interview Questions Essential Job Functions

Neo-Gov selection Log

Vacancy Announcement

Applicants of candidates in most qualified group

Interview Summary Form (HR006)

Interview Rating Forms for all applicants interviewed

Essential Job Function Verification Forms for all Applicantsinterviewed

Criminal Background Check forms in sealed envelopes for allapplicants interviewed.

Any Professional Reference Check forms completed forselected or non-selected candidates interviewed.

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Hiring/Employment File Personnel Action Request Form (PAR)

Request for Pre-Approval of Selected Candidate Form (HR009)

Application of Selected Candidate

Education & Experience Credit Worksheet or CompetencyAssessment (if recommending a salary) (HR 011)

Equity Spreadsheet (if recommending a salary)

Conditional Offer of Employment Letter Employment Statements Form

I-9 Employment Verification Form and documents

Mandatory Direct Deposit Notification

Direct Deposit Enrollment Change Form

NC-4 & W-4

Beacon Data form

Prior Service Form

Degree Verification Form

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Medical Package

Required for Employment Physical Drug Test Results

Psychological Screening

Submitted to HR for determination of eligibility for hire

Returned to work location for filing as an employee medicalfile after the employee begins work.

Maintained separate from personnel documents

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Final Approval & Effective Date

HR will review the Conditional Offer package,

finalize the Personnel Action Request (PAR) &request an Effective Date from the Work

Location

All Effective Dates are on Mondays

Once the Work Location gives HR an EffectiveDate, HR will send the candidate a Final Letter

of Offer and copy the Work Location


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Phase IV: Employee Start and Set-Up

EmployeeStarts

Recruitment

Close-out

HR Follow-up

Confirm Employee arrival

BEACON/SAP action completed

Hiring package/forms filed

Letters to other candidates

Close-out NEOGOV posting

Appointment Changes

Degree verification


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Phase IVEmployee Starts

Work location notifies Human Resources that

new hire arrived to work

HR works BEACON action

- I-9 Form

- BEACON Data Form

- Direct Deposit Notification

- Various necessary information HR starts personnel file


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Recruitment Close-out

Employment Specialist closes out the NE0-

GOV Exam Plan

Employment Specialist sends letters to non-selected candidates

Employment Specialist files recruitmentpaperwork


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Follow - Up

Probationary/Trainee appointment changes

Degree verification required within 90 days


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Summary Wrap-Up

Resources

Policy Cites

DPS Hiring Process - Flow

DPS Hiring ProcessSummary

Human Resources Directory

Review Issues Parking Lot