1、The Hiring Process,February 2013,2,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. Understa
2、nd 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 p
3、rocessing.,Recruitment & Employment Activity,3,Recruitment & Employment Activity,Central HR,Empl Spec,REOs,Post & Screen for sectionFiles,Post & Screen Pre-approval & salary Certification Requirements Final Approval Files,Post & Screen Pre-Approval & SalaryFinal approval Files,All three are not the
4、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,4,Section Assignments,R&E,Empl Spec,REOs,AC Admin Alcohol Chem Dep Combined Records Div o
5、f Admin Div of LE Enterprise Extradition JJ Admin Parole Commission,Community Corrections Court Services Detention Centers Prisons Youth Devt Centers,Alcohol Law Enforcement (sworn only) Community Corrections Enterprise Prisons State Highway Patrol,All sections under Employment Specialists are also
6、under an HR office as Employment Specialist post & screen but hiring decisions are forwarded to the assigned HR office.,5,6,4 Phases of the Hiring Process,Post, Screen, Select Approval Conditional Offer Employee Start & Set-Up,Post Position & Screen Applicants Interview & Screening Tools References
7、& 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,7,Phase I: Post / Screen /Interview/ Select,Post Position & Screen
8、ApplicantsInterview & Screening ToolsReferences & Criminal BackgroundSelect 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,Candida
9、te Selection Decision Within work location approvals,8,Phase I: Post,3 items are required: HR 001 Request to Post Form Essential Job Functions Benchmark Interview Questions Submitted electronically to DPS_HR_RequestToPostncdps.gov SVC_DOC.DOP_Request_to_Postncdps.gov,9,Request to Post Form HR 001,Ge
10、neral Posting Reposting with Previous Applicants Reposting without Previous Applicants Position Details Budgeted Salary & Fund Code Supplemental Questions Approvals,10,Phase I: Post,3 Points in the Hiring Process when Essential Job Functions are used Posting (Phase I) Interview (Phase I) Conditional
11、 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 C
12、ompensation Unit,11,Phase I: Post,Copy of Benchmarked Interview Questions Required FormatCollaboration: HR and JUVENILE JUSTICE Project Manager identified for development,12,Phase I: Screening,HR Office Regional Employment Office Employment Specialist Prisons Community Corrections Correction Enterpr
13、ises State Highway Patrol Alcohol and Law Enforcement (Sworn Positions Only),13,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
14、 of referred candidates,14,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 appp
15、licable 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),15,Essential Job Functions Verification Form HR 005,Form and List Provided to ApplicantFor
16、Certified positions in AC and JJ Position Essential Job Functions Basic Training Essential FunctionsApplicant Reviews the List(s) and Signs the form section entitled “At Interview”Do Not Sign Section Entitled “Conditional Offer”,16,Criminal History Records Check Form Form HR 004,INTERVIEWS Hiring ma
17、nager or designee completes Section 1Applicant Completes Section 2Form is placed in a sealed envelope by applicantInterview Chair submits to the hiring manager or designee along with all interview forms,17,Applicant Checklist of Employment Requirements Form HR 012,Provide copy to applicant during th
18、e 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.,18,Interview Rating Form Form HR 006,Standardized Form used by DPS Identify KSAs/Competencies Document the Inte
19、rview Questions & Question Benchmarks Notes Section Record Applicant ResponsesFive (5) Rating LevelsSummary of Interview Results Section,19,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), Pr
20、iorities 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 conduc
21、ting the interview.,20,21,Professional Reference Check Form Form HR 008,DPS Requirement: 2 professional reference checks are required Contacting Current and Prior Employers State ApplicationPerformance Evaluation Ratings,22,Criminal History Records Check Form Form HR 004,Selected CandidateFor those
22、currently conducting criminal background checks continueFor those not currently conducting criminal background checks, you will receive additional information through your chain of command.,23,Request for Pre-Approval of Selected Candidate Form HR 009,Purpose Identify recommended candidate Justify s
23、election 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
24、 and Work History Credit Worksheet (if requesting a salary) Competency Assessment (for Career Banded positions) Equity Worksheet (if requesting a salary),24,Pre-Approval Package,Submit the completed package electronically to the Human Resources (HR) or Employment Specialist (ES) that initially sent
25、you the Referred ListYou will not make a Conditional Offer at this time,25,Phase II: The Approval Phase,HR Pre-Approval and Establish SalaryDPS Approval Signatures,Selected candidate approval Salary determined Salary exception approval 20% = OSP approval,Required signatures Budget approval,26,Determ
26、ining 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,27,DocuSig
27、n,What is DocuSignLinks to Materials NOTE: Webinar Dates Expire Prior to Regional Sessions. Quick Start Signer Guide will be provided following this training session via email,28,Phase III: The Conditional Offer,Conditional Offer, I-9 and E-VerifyFinal Approval & Identify Start Date,Make appt with c
28、andidate Candidate completes/signs forms I-9 and E-Verify Confirm forms completedDrug 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 (F
29、orm 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 applicableDirect Deposition Enrollment and Change Form, if applicableW-4 Em
30、ployee Withholding Allowance Certificate, if applicableNC-4 Employee Withholding Allowance Certificate, if applicableDPS 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),29,30,Phas
31、e III Conditional Offer,Work Location Schedules Appointment with Selected Candidate.JJ and AC Certified Conditional Offer Process handled by Regional Employment OfficeWork Location Prepares:COE LetterPositionSalaryChecks applicable terms/conditionsContacts top candidate to schedule appointmentApplic
32、ant attends appointment schedule at work locationConditional Offer is issued to candidateAdditional hiring paperwork completed,31,DPS Employment Statements Form HR 013,Work Location reviews with CandidateCandidate initials applicable sections Candidate signs and dates verifying they have read and in
33、itialed the form.,32,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 LocationDPS participates in USCIS Electronic Verificati
34、on 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,33,Essential Job Functions Verification Form HR 005,Candidate completes At Conditional Offer of Employment SectionCheck
35、s appropriate box with reasonable accommodation or without accommodationCandidate signs and datesEssential 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 s
36、hould 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.,34,Mandatory Forms,State Forms Direct Deposit Notification & Enrollment W-4 NC-4 DPS Fo
37、rms Beacon Data Prior Service Degree Verification Personnel Action Requests,35,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 applicationIf applicant has not listed all prior service on applicatio
38、n, they need to complete the bottom section of the form,36,Degree Verification Request Form HR 016,Official transcript Accepted Must document the degree along with classesDegree Verification Request Form Used when no transcript provided Mailed to the appropriate location for degree verification,37,P
39、ersonnel 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 ESEffective dates always on Monday (start dates)Signature Requirements Determined by Division for submission during Hiring Process HR has already obtained
40、 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 can
41、didates 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
42、 Check forms completed for selected or non-selected candidates interviewed.,38,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 (i
43、f 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 Pri
44、or Service Form Degree Verification Form,39,Medical Package,Required for Employment Physical Drug Test Results Psychological ScreeningSubmitted to HR for determination of eligibility for hireReturned to work location for filing as an employee medical file after the employee begins work.Maintained se
45、parate from personnel documents,40,41,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
46、will send the candidate a Final Letter of Offer and copy the Work Location,42,Phase IV: Employee Start and Set-Up,Employee StartsRecruitment Close-outHR Follow-up,Confirm Employee arrival BEACON/SAP action completed Hiring package/forms filed,Letters to other candidates Close-out NEOGOV posting,Appo
47、intment Changes Degree verification,43,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,44,Recruitment Close-out,Employment
48、 Specialist closes out the NE0-GOV Exam Plan Employment Specialist sends letters to non-selected candidates Employment Specialist files recruitment paperwork,45,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 DirectoryReview Issues Parking Lot,46,
