Documenti di Didattica
Documenti di Professioni
Documenti di Cultura
February 2013
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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Sections
REOs
Post & Screen
Empl Spec
Post & Screen for section
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 Assignments
R&E
AC Admin Alcohol Chem Dep Combined Records Div of Admin Div of LE Community Corrections Court Services Detention Centers Prisons Youth Devt Centers Alcohol Law Enforcement (sworn only) Community Corrections Enterprise
REOs
Empl Spec
Prisons
State Highway Patrol
Enterprise
Extradition JJ Admin
Parole Commission
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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II. Approval
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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Professional references Criminal background check Candidate Selection Decision Within work location approvals
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Select Candidate
Phase I: Post
General Posting
Position Details
Phase I: Post
3 Points in the Hiring Process when Essential Job Functions are used
What are Essential Job Functions When are essential functions established How are essential functions used during the Hiring Process Sample Essential Functions Personnel Tech
Phase I: Post
Required Format
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Phase I: Screening
Prisons
Community Corrections
Correction Enterprises State Highway Patrol Alcohol and Law Enforcement (Sworn Positions Only)
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Phase I: Screening
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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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Applicant Reviews the List(s) and Signs the form section entitled At Interview Do Not Sign Section Entitled Conditional Offer
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INTERVIEWS
Interview Chair submits to the hiring manager or designee along with all interview forms
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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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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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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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Contacting Current and Prior Employers State Application Performance Evaluation Ratings
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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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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) 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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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
Quick Start Signer Guide will be provided following this training session via email
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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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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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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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Work Location verifies eligibility for employment at the time the candidate signs the conditional offer of employment.
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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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
DPS Forms
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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Official transcript
Used when no transcript provided Mailed to the appropriate location for degree verification
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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)
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
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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
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.
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HR will review the Conditional Offer package, finalize the Personnel Action Request (PAR) & request an Effective Date from the Work Location
Recruitment Close-out
HR Follow-up
Work location notifies Human Resources that new hire arrived to work HR works BEACON action
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I-9 Form BEACON Data Form Direct Deposit Notification Various necessary information
Recruitment Close-out
Employment Specialist closes out the NE0GOV Exam Plan Employment Specialist sends letters to nonselected candidates Employment Specialist files recruitment paperwork
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Follow - Up
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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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