The Hiring ProcessFebruary 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.

Recruitment & Employment Activity

Human Resources

Employment& Benefits

Central OfficeRecruitment

&Employment

4Regional

EmploymentOffices

Operating Divisions

Sections

CentralEmploymentSpecialists

RegionalEmploymentSpecialists

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Recruitment & Employment Activity

Central HR Empl SpecREOsPost & 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 same – Employment Specialists do NOT 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 AssignmentsR&E Empl SpecREOs

AC Admin

Alcohol Chem Dep

Combined Records

Div of Admin

Div of LE

Enterprise

Extradition

JJ Admin

Parole Commission

Community Corrections

Court Services

Detention Centers

Prisons

Youth Dev’t 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 ProcessI. 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/ SelectPost 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 to DPS_HR_RequestToPost@ncdps.gov

SVC_DOC.DOP_Request_to_Post@ncdps.gov

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Request to PostForm 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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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 form section 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 RequirementsForm 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 at the Conditional Offer of Employment.

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Interview Rating FormForm HR 006 Standardized Form used by DPS

Identify KSAs/Competencies

Document the Interview Questions & Question Benchmarks

Notes Section – Record Applicant Responses

Five (5) Rating Levels

Summary of Interview Results Section

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Interview Summary FormForm 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

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 Employers – State

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 additional information through your chain of command.

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Request for Pre-Approval of Selected CandidateForm 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 a

salary) 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 PhaseHR Pre-Approval and 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 be

approved by the Office of State Personnel (OSP)

Any salary or budget exceptions must be approved by management

HR will notify the Work Location of the approved salary via email

HR will pilot DocuSign

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DocuSign What is DocuSign

Links to Materials NOTE: Webinar Dates Expire Prior to Regional

Sessions.

Quick Start Signer Guide will be provided following this training session via email

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Phase III: The Conditional OfferConditional 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

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 III – Conditional Offer Work Location Schedules Appointment with Selected Candidate.

JJ and AC Certified Conditional Offer Process handled by Regional Employment 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 have

read and initialed the form.

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I-9 – Employment Eligibility Verification Work Location verifies eligibility for employment at the

time the candidate signs the conditional offer of employment. 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 VerificationForm 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 Accommodation Form. 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 FormForm 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 RequestForm 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 Division for submission during Hiring Process HR has already obtained Division Approval during the

Pre-Approval Process therefore the HR Office will accept one signature on the PAR during the hiring process

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 Applicants

interviewed Criminal Background Check forms in sealed envelopes for all

applicants interviewed. Any Professional Reference Check forms completed for

selected 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 (HR 009) Application of Selected Candidate Education & Experience Credit Worksheet or Competency

Assessment (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 medical file 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 Effective Date, 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-UpEmployee Starts

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 IV – Employee 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 recruitment paperwork

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Follow - Up Probationary/Trainee appointment changes

Degree verification required within 90 days

Summary Wrap-Up

Resources Policy Cites DPS Hiring Process - Flow DPS Hiring Process – Summary Human Resources Directory

Review Issues Parking Lot

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