GEORGIA DEPARTMENT OF DEFENSE PERSONNEL POLICIES AND PROCEDURES SUBJECT Recruitment and Selection EFFECTIVE Ju by kds21334

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									                       GEORGIA DEPARTMENT OF DEFENSE
                               PERSONNEL POLICIES AND PROCEDURES

SUBJECT:                 Recruitment and Selection
EFFECTIVE:              July 16, 2006
SUPERSEDES:             Employee/Applicant Promotion and Selection Process, eff. Feb. 2004

SUBMITTED BY:       ____________________ APPROVED                        BY:_____________________
Sandra K. Bruce                                          COL (R) Edward M. Chamberlain, III
State Personnel Officer                                  Director, Workforce Development


PURPOSE: To provide clear direction to hiring managers in their recruitment and
selection efforts.

POLICY: The Georgia Department of Defense will comply with any applicable State
Personnel Board rules, the Uniform Guidelines on Selection, Title VII of the Civil Rights
Act of 1963, the Age Discrimination Act of 1967, the Rehabilitation Act of 1973, the
Americans with Disabilities Act of 1990, and all other applicable laws, regulations, and
professional standards when conducting its recruitment and selection for vacant salaried
positions. Evaluation and selection for vacant positions will be made on the basis of
qualifications and merit without regard to race, color, religion, marital status, sex, age, or
national origin.

APPLICATION: The procedures outlined in this policy apply to all full-time salaried
positions in the Georgia Department of Defense. The same procedures may also be used
to recruit and select applicants for hourly positions on an as needed basis.

PROCEDURES AND REQUIREMENTS:

I. DEFINITIONS

A.   Ability – Trait or capability necessary to perform the job. The present power (capacity) to perform a function,
     mental or physical (e.g. ability to learn a function in an entry level type job).

B.   Competency – Underlying characteristics that allow people to effectively perform in a job, such as knowledge,
     skills, abilities, motives, traits, self-concept and behaviors. G-Comps, published by the Georgia Merit System,
     is the compentency dictionary used by the Ga DOD SPO.

C.   Competency Profile – A combination of competencies that distinguish superior from average performance of
     a job.

D.   Effective Date – An effective date is the first official work day (i.e. start date) of a new employee. The
     effective date will be at the beginning of the pay period for salaried employees, unless the mission dictates
     otherwise. (Hourly employees may start work any day of the pay period as they are paid on a lag.) In
     instances in which effective dates for salaried employees are requested in the middle of the pay period, prior
     approval must be obtained from the State Personnel Office. For critical staffing needs, the State Personnel
     Office will do its best to accommodate the request. Due to the state automated pay systems, personnel
     actions for current Georgia DOD state employees will be effected at the beginning of pay periods without
     exception.
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E.    Knowledge – Body of information necessary for task performance. The present power to recognize, recall,
      or interpret information, facts, concepts, and/or theories or the logical combination of or interrelationships
      among these such as procedures, laws, rules, regulations, etc. Knowledge is typically acquired through
      specific education and/or experience relating to a particular subject or discipline.

F.    Qualifications Review Board (QRB) – The three to five member panel that interviews, ranks, and
      recommends candidates for selection.

G.    Skill – Level of competency or proficiency needed for task performance. The present power (applied) to
      handle or manipulate data or things or manage or influence people. Skill is typically acquired through specific
      training and/or experience but may also involve intellectual and/or behavioral characteristics not directly
      attributable to identifiable training and/or experience (e.g. typing at 30 wpm; communication).

H.    State Selecting Official – An individual appointed by Director of Workforce Development, by the authority of
      The Adjutant General, as the person responsible at each location for overseeing the state Recruitment and
      Selection Process. Each State Selecting Official may request the approval of a designated representative
      who will be authorized to act on his/her behalf in case of an extended absence.


II. RESPONSIBILITIES
Responsibilities in relation to this policy are as follows:

A. The Adjutant General is the appointing authority for the Ga DOD and is the highest level of authority in the
   State concerning the overall application of this Recruitment and Selection Policy.

B. The Director of Workforce Development is authorized to approve personnel actions and make personnel-
   related decisions on The Adjutant General’s behalf as a Delegated Appointing Authority.

C. The State Personnel Officer (SPO) is responsible to The Adjutant General and the Director of Workforce
   Development to ensure the requirements of this Recruitment and Selection Policy are properly administrated.
   The SPO, either directly or through subordinate staff, will:
     1. Develop, maintain, evaluate, and revise the policy as necessary, including development/approval of
        customized selection tools.
     2. Assure compliance with the policy.
     3. Provide training, guidance, and assistance to State Selecting Officials, managers, and supervisors
        concerning their responsibilities under this policy.
     4. Assure applicants are properly evaluated.
     5. Maintain necessary records and reports.

D. Managers and supervisors will:
     1. Be familiar with the objectives, principles and operations of the policy.
     2. Assure ranking and selection of applicants is made on the basis of merit and within the principles of this
        policy when acting as State Selecting Officials or QRB members.
     3. Encourage employees under their supervision to participate in development opportunities and apply for
        positions for which qualified.
     4. Recommend changes to this policy to the SPO.
     5. Assist in the evaluation of applicants, when requested.
     6. Ensure that violations do not occur.

E. Location personnel representatives will:
     1. Immediately post all vacancy announcements upon receipt in a designated public access area.
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     2. Accept applications from employees and the general public and fax them to SPO by the announcement
        closing date.
     3. Serve as the POC for all recruitment requests and selection packages.
     4. Participate on QRBs as requested.

F. Individual employees are responsible for:
     1. Familiarizing themselves with the Recruitment and Selection Policy.
     2. Pursuing developmental opportunities in preparation for higher level duties.
     3. Assuring their own applications contain accurate and current information concerning work experiences and
        related training.


III. QUALIFICATIONS REVIEW BOARD CRITERIA
The State Selecting Official shall ensure a QRB consisting of three to five members is established in accordance
with the following criteria:

A. Each QRB will have a QRB Coordinator who is responsible for overseeing the process and completing all
   required documentation. It is strongly recommended that the supervisor of the vacant position NOT be the
   QRB Coordinator if at all feasible. Supervisors of the announced vacancy MAY serve as QRB members but if
   thought to have pre-selected a candidate for the vacancy, then he or she should be prohibited from
   participating.

B. The QRB Coordinator may select any QRB member or a non-QRB member to serve as a recording secretary
   for the process. If not an official member of the QRB, the recording secretary will have no input into the ranking
   of the candidates.

C. Every effort must be made to ensure that at least two out of three (or three out of five) members are subject
   matter experts selected from the technical area of the vacancy concerned. Exceptions to this criterion must be
   approved by the SPO in advance.

D. State Selecting Officials should not serve as QRB members nor will they unduly influence the QRB in their
   selection process. SSOs wishing to be on the QRB for a position under their direct supervision will relinquish
   the SSO responsibility for that vacancy to their supervisor or the Director of Workforce Development. Note:
   This provision does not apply to Key Staff positions.

E. QRB members may not be related to ANY candidate referred by the SPO. Relationships discovered after the
   fact will immediately disqualify the QRB member from any further participation, including the ranking of
   candidates. The QRB member must be immediately replaced for the remainder of the selection process.

F. At least one QRB member must be a state employee of the Ga DOD.

G. At least one QRB member must be a minority, whether by virtue of race or gender.

H. All QRB members must be of an equal or higher pay grade than the pay grade of the position announced.
   Exception: Location personnel representatives and SPO staff may serve on any QRB as a process expert
   regardless of the vacant position’s pay grade.

I.   One (or more) board members may be from outside of the vacancy’s work unit or location, if necessary to make
     up a proper QRB.

J.   On occasion, it may be appropriate to bring a subject matter expert from outside the agency to serve as a QRB
     member. Such outside involvement must be approved in advance by the SPO, documented in the selection
     package, and will be done without any compensation to the outside party.
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K. QRB processes and results are strictly confidential. Any substantiated breach of this confidence will subject
   violators to disciplinary action in accordance with the Ga DOD SPO policy on progressive discipline for state
   employees and NGB TPR 752 for federal employees.


IV. TARGETED APPLICANT POOLS
The appropriate targeted applicant pool will be determined by the SPO, based on input from the hiring location and
the qualifications of internal candidates:

A. The first targeted applicant pool will be current state employees (salaried and hourly) of the Ga DOD at the
   specific location of the vacancy. The appropriateness of this option will be contingent upon the availability of
   multiple qualified and suitable employees at the location/within the division and must be approved by the SPO.
   Such announcements will be distributed electronically only within the specific location/division of the Ga DOD.

B. The second targeted applicant pool will be current state employees (salaried and hourly) of the Ga DOD.
   Such announcements will be distributed electronically only within the Ga DOD.

C. The third targeted applicant pool will include current members of the Georgia Army and Air National Guard
   along with current state employees of the Ga DOD. Such announcements will be distributed electronically only
   within the Ga DOD.

D. The fourth targeted applicant pool will include current employees of Georgia State Government outside the
   Ga DOD. Such announcements will be distributed electronically within the Ga DOD and posted on The Job Site
   (www.thejobsite.org), with current or recent relevant state employment listed as a preferred qualification.

E. A vacancy announcement will be made open to the general public when sufficient qualified applicants are
   thought not to be available within the Ga DOD and other state agencies OR when Georgia State Government
   experience is not relevant to the position. Such announcements will be distributed within the Ga DOD and
   advertised on The Job Site (www.thejobsite.org) without current or recent relevant state employment listed as a
   preferred qualification.


V. HIRING OF RELATIVES
See SPO policy Hiring of Relatives, effective September 16, 2003.


VI. POSITION QUALIFICATIONS
There are two categories of jobs in the Georgia State Government classification system: common jobs and agency
unique jobs. Standard minimum and preferred qualifications statements (typically prerequisite training and
experience) for common jobs are developed and maintained by the Georgia Merit System. Additional position
specific qualifications may be added by the agency as long as they are not “lower” than those already established.

Minimum and preferred qualifications for agency unique jobs are developed and maintained by the SPO in
conjunction with Ga DOD Subject Matter Experts. Final approval of agency unique qualifications resides with the
appropriate State Selecting Official and the SPO.

In addition to minimum and preferred qualifications, the Ga DOD utilizes knowledge, skills, and abilities (KSA’s)
and compentencies in its selection process. The KSAs and/or compentency profile will be jointly developed by the
hiring location and the SPO prior to advertising a position and will be listed in the vacancy announcement.


VII. VACANCY ANNOUNCEMENT PROCESS
Positions may be announced as soon as an employee provides verbal or written notice of intention to resign. The
location will submit a signed Recruitment Request to the State Personnel Office when requesting that a vacant
position be announced. All vacancy announcements will adhere to the following standards.
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A. Required Information.
    1. Announcement number.
    2. Position number, classification title, and pay grade.
    3. Merit system status.
    4. Work location.
    5. Opening and closing dates of announcement.
    6. Salary range.
    7. Targeted applicant pool.
    8. Qualification requirements for the position to include established minimum and preferred qualifications, plus
       required and/or preferred specific knowledge, skills, and abilities (KSA’s) and/or required competencies.
    9. Brief description of duties.
    10. Equal employment opportunity statement.
    11. Instructions for applying.
    12. Pre-employment requirements, as applicable, to include drug testing and criminal background check.
    13. Medical standards/physical requirements, if applicable.

B. Recruitment Period. Vacancy announcements will typically be posted for a minimum of five working days but
   may be posted longer if the job requires unique or “hard-to-find” qualifications. The vacancy announcement
   may also be extended from its original closing date based on the number of qualified applicants on that date.

C. Posting. Every agency location where state employees work must post a copy of each vacancy
   announcement. Announcements must be posted by the location personnel representative immediately upon
   receipt. Every location must designate a public area for posting vacancy announcements.

D. Start Date. New hire start dates will comply with an effective date established by the SPO in conjunction with
   the hiring location. Positions may be “double-slotted” for up to 30 days for training purposes provided that
   adequate funding is available.


VIII. APPLICATION PROCESS
The following process will be adhered to for each vacancy announcement.

A. The application is the basic document by which the applicant’s qualification for the position is determined. It
   must reflect the applicant’s current and past employment data. Complete and accurate data is essential to
   ensure fair evaluation of candidates. Persons interested in applying for a vacancy announcement may do so in
   one of the following ways:
    1. Submit a completed State of Georgia Merit System Application for Employment.
    2. Submit a completed on-line resume via The Job Site, if applicable.
    3. Submit a personally prepared resume which provides the same information required on the State
       application.

B. A properly completed and separate application should be submitted for each vacancy announcement in which
   applicants are interested. Applications must be signed and dated in ink. Facsimile applications are
   permissible. Applications will be submitted as follows:

    1. Applications must be turned in to a location personnel office OR received directly by the State Personnel
       Office no later than close of business on the closing date. (Location personnel representatives will be
       responsible for accepting and date-stamping applications, then faxing or mailing them to the SPO upon
       receipt.)
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    2. Applicants may not submit applications in government envelopes and/or use government postage.
       Applications or documentation received in the SPO from individuals using government supplies and/or
       postage will not be considered.

    3. Applicants may FAX their applications directly to the SPO in order to meet the deadline.

    4. Any additional documentation submitted by the applicant (e.g., position descriptions, performance
       evaluation, letters of recommendation, transcripts, certificates of training, etc.) may not be returned to the
       applicant.

    5. Applications received by a location personnel office or the SPO after the announcement closing date will
       not be considered.

C. Unsolicited applications or resumes (those sent to SPO for no specific vacancy) will be retained for a period of
   90 days. During the 90 day period, if a vacancy is announced for which the person qualifies, he/she will then
   be included in the applicant pool. Unsolicited applications or resumes not included in an applicant pool will be
   discarded at the end of the 90 day period.


IX. INITIAL EVALUATION PROCESS
All applicants will be assessed and screened FIRST by the SPO.             Applications and resumes will be sorted
according to the qualifications of the individual as follows:

        Preferred Qualifications (PQ): Applicant appears to meet the preferred qualifications for the position as
         specified in the vacancy announcement. An applicant can only meet the preferred qualifications for a
         position if they also meet the minimum qualifications.

        Minimum Qualifications (MQ): Applicant appears to meet the minimum qualifications for the position as
         specified in the vacancy announcement.

        Does Not Meet Qualifications (DQ): Applicant does not appear to meet the minimum qualifications for the
         position as specified in the vacancy announcement.

        Incomplete (INC): The applicant failed to provide all information requested in the vacancy announcement
         and will not be considered further.

The SPO may conduct further screening of applicants, including telephone interviews, if requested by the location
or determined appropriate by the SPO.


X. SELECTION PROCESS SUMMARY
The State Personnel Office will provide a complete Selection Package, comprised of a Referral and Selection
Register, application materials on the referred candidates, telephone screening results (if any), and customized
SPO Interview Records, to the location after qualifications assessment. This will typically be done via e-mail and
fax within 3 business days of the announcement closing date. In addition, a list of all applicants for the position can
be furnished to the location upon request.

A. The State Selecting Official should ensure that the QRB is convened according to the criteria outlined in
   Section III. An inappropriately comprised QRB may result in the entire interview process being voided by SPO.

B. The QRB will receive the Selection Package and:
    1.   Eliminate candidates whom they are not interested in interviewing after reviewing all resumes and/or
         conducting a telephone screening (only under the guidance of SPO). A brief explanation of the job-related
         reason for not interviewing an eliminated candidate must be returned to SPO with the selection package.
                                                           OR
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     2. Invite all candidates for an in-person interview if five or less are referred.
     NOTE: See Section XI for more detail.

     NOTE: Telephone screening is strongly encouraged before deciding which candidates will be invited for a
     personal interview.

C. The QRB will then interview and complete a final numeric ranking of candidates IAW the provisions of this
   policy. QRBs that deviate from the outlined processes may have their results voided by the SPO.

D. The QRB will refer their top ranked candidate to the State Selecting Official for consideration, and their second
   ranked candidate as an alternate upon completion of the interview and ranking processes (see Sections XI and
   XII).

E. The State Selecting Official may choose to:

     1. Accept the QRB’s top ranked candidate as the recommendation for hire to the SPO and the second ranked
        candidate as the alternate.
                                                              OR
     2. Personally interview the referred top ranked (and second ranked, if desired) candidate.
           a) The State Selecting Official is not required to rank interviewed candidates, but all interviews should
              be summarized on the candidate’s SPO Interview Record.

           b) The State Selecting Official may accept either or reject either or both candidates based on the in-
              person interview, so long as a specific job-related reason for the non-selection of the top ranked or
              both candidates is documented on the SPO Interview Record for SPO concurrence.

F. If both the top and second ranked candidates are rejected by the State Selecting Official, the QRB will then
   refer all of their interviewed candidates to the State Selecting Official for consideration. The State Selecting
   Official should personally interview all of the referred candidates.
     1. The State Selecting Official is not required to rank interviewed candidates, but all interviews should be
        summarized on the SPO Interview Record or some similar format.
     2. The State Selecting Official may accept or reject any of the candidates based on a review of the interview
        record and resume or an in-person interview, so long as a specific job-related reason for the non-selection
        of any candidate is documented on the SPO Interview Record for SPO concurrence.

G.    If the State Selecting Official rejects all of the QRB referred candidates, he or she will provide specific job-
      related justification in writing on each candidate to the SPO. The position will be re-announced with SPO
      concurrence or left vacant.

H.    Once a candidate has been selected, the entire selection package must be returned to the State
      Personnel Office BEFORE an offer of employment is made. SPO will review the selection package for
      completeness and adherence to this policy and complete relevant reference checks before a
      contingent employment offer is given and the pre-employment process begun. Any offers of
      employment made without SPO approval are not valid and may cause the entire selection process to
      be voided.

I.    The State Selecting Official will consider the alternate candidate if the top ranked candidate withdraws or
      declines an employment offer at any point during the process. The State Selecting Official may consider the
      next highest ranked candidate or choose to reannounce the vacancy if the alternate candidate withdraws or
      declines an employment offer at any point during the process.
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XI. INTERVIEW PROCESS
The QRB will select at least five (5) referred candidates for an in-person interview. Every effort should be made to
schedule in-person interviews with five candidates if one or more of the initially selected five declines the
opportunity and withdraws their application. Applicants who cancel on the day of the scheduled interview or who fail
to appear for a scheduled interview will count towards the required five. If five or less qualified candidates are
referred, then all should be invited for an in-person interview.

A.    In-Person Interviews. In-person interviews conducted by the QRB will be used to assess the KSA’s and
     competencies of the position, using the ranking system as outlined in this policy. These interviews must be
     done with all QRB members present. Each interview must follow the same format and use the same interview
     questions (with the exception of follow-up questions) with each candidate.

B. Telephone Interviews.

     1. As a Preliminary Screening Tool. The QRB may choose and is encouraged to conduct telephone
        interviews to narrow the field of candidates that will be invited for an in-person interview. Such telephone
        interviews should be conducted only under the guidance of the SPO. Preliminary phone interviews will be
        recorded on a customized document, typically provided by SPO.

     2. In Lieu of an In-Person Interview. Telephone interviews may be conducted with out-of-town or out-of-
        state candidates if an in-person interview is not possible. The entire QRB must participate in the telephone
        interview (i.e. via speaker phone). Telephone interviews must address the identical information as in-
        person interviews and will be documented on a SPO Interview Record.

C. Documentation. Both the QRB and the State Selecting Official will thoroughly record their interviews and
   complete the SPO Interview Record on each interviewed candidate. Candidate responses to each interview
   question must be at least summarized and recorded verbatim if unusual negative information is divulged. The
   Interview Records are the most crucial part of the selection package returned to the SPO and must be
   completed in their entirety.

     Interview documentation can be done in one of two ways:

     1. Each QRB member completes a SPO Interview Record and gives each candidate an individual ranking for
        each KSA/competency. The QRB Coordinator will then calculate each candidate’s average score for each
        KSA/competency; those scores are then added to calculate a final score and reported on the Referral and
        Selection Register. All Interview Records must be returned to SPO with the selection package.

     2. Each QRB member takes their own notes during the interview. The QRB Coordinator or recording
        secretary then completes ONE Interview Record for each interviewed candidate based on those individual
        notes; the entire QRB reaches a consensus on the KSA/competency score; those scores are then added
        to calculate a final score and reported on the Referral and Selection Register. All interview notes must be
        attached to the Interview Records and returned to SPO with the selection package.

D. Paperwork Required of Interviewed Candidates.

     1. State of Georgia Application for Employment. A completed application is REQUIRED of any candidate
        interviewed in-person IF only a resume was submitted as the application. It is the QRB’s responsibility to
        ensure this is done either prior to or at the interview. Applications must document a person’s entire work
        history AND explain any gaps in employment to be considered complete.

     2. Authorization for Limited OR Complete Background Check. A completed authorization is REQUIRED
        of any candidate interviewed in-person in order to facilitate the hiring process. It is the QRB’s responsibility
        to ensure this is done either prior to or at the interview.

E. Elimination of Interviewed Candidates. Upon completion of the interviews, the QRB may eliminate any of the
   interviewed candidates from further consideration without completing a ranking as long as a specific job-related
   reason for the elimination is provided on the SPO Interview Record.
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F. Second Interviews. The QRB may conduct, at their discretion, second interviews with top-ranked candidates
   once final rankings have been completed. Second interviews may readdress topics from the original interview
   or delve into previously unaddressed job-related topics. Second interviews may also include a tour of the work
   location and/or sample work exercises. Each second interview must follow the same format in content and
   questions with each candidate. Second interviews must also be documented on the candidates’ SPO Interview
   Record or a customized document provided by SPO, as appropriate.


XII. RANKING PROCESS
KSAs and competencies will be evaluated by any combination of the following methods during the selection
process:
        Application/resume review.
        Work sample(s).
        Open-ended interview questions (identical for all applicants).
        Behavioral-based interview questions (identical for all applicants).
        Reference checks.

A. Credit for Ranked KSAs. The Qualifications Review Board will use the application materials submitted,
   interview responses and/or work samples to evaluate the extent to which each candidate’s experience meets
   each of the position’s KSAs. Experience in each KSA indicated on the vacancy announcement will be rated
   and credited according to the following point values, up to a maximum of four (4) points:

        “A” level experience (4 points). Candidate possesses type and quality of experience that substantially
         exceeds the basic requirements of the position and that would allow the candidate to perform effectively in
         the position almost immediately or with a minimum of training and/or orientation.

        “B” level experience (3 points). Candidate possesses type and quality of experience that exceed the
         basic requirements of the position and that would allow the candidate to perform effectively in the position
         within a reasonable period of time (e.g., 3 to 6 months).

        “C” level experience (2 point). Candidate possesses type and quality of experience that fully meets the
         basic requirements of the position, and that would allow the candidate to perform effectively in the position
         only after substantial period (more than 6 months) or orientation and training.

        “D” level experience (1 points). Candidate does not possess the type and quality of experience that fully
         meets the minimal requirements and would not be expected to perform effectively in the position.

B.    Credit for Non-Ranked KSAs. The SPO may determine that some KSA’s are more appropriate as “Yes” or
     “No” factors and will indicate such on the selection package materials. Typically, “Yes” will be worth 2 points,
     and “No” will be worth 0 (zero) points.

C. Credit for Competencies. Each competency in the G-Comps dictionary has five corresponding levels with
   behavorial descriptions, with ONE being the lowest level and FIVE the highest. The QRB will rate each
   candidate on each competency by choosing the level that best fits the applicant’s response to the behavioral
   interview question.

D. Computing the Overall Rating. The numerical score for the KSAs/competencies will result in a ranking of
   candidates.
     1. Preliminary numeric rankings, the candidates with the five highest overall ratings will be invited for an in-
        person interview. If any of the candidates decline an interview, the next highest ranked candidate may be
        invited if the QRB is interested in considering the candidate.
SPO Recruitment & Selection, July 2006
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    2. Final numeric rankings, the candidate with the highest total score will be the top ranked candidate. The
       candidate with the second highest total score will be the alternate candidate. Both the top and second
       ranked candidates will be referred to the State Selecting Official for consideration.

E. Multiple Vacancies. A minimum of one additional highest-ranked candidate for each additional position
   advertised will be included in the interview process when more than one position is to be filled from the list,
   provided additional qualified candidates have applied.


XIII. POST-INTERVIEW PROCESS
A. The location will return the entire Selection Package to the SPO, complete with signatures, once the interview
   process is completed. Selection Packages must contain the following materials:
    1. All original applications and/or resumes on the referred candidates.
    2. Interview Records, interview notes, interview questions, and any work samples given to and completed by
       interviewed candidates.
    3. Signed Referral and Selection Register.
    4. Any other related materials requested by the SPO

B. Typically within no more than 3 business days of receipt of the entire completed Selection Package by the
   State Personnel Office, the following will be accomplished:
    1. Quality review of the entire Selection Package for completeness and adherence to this policy.
    2. Appropriate reference checks on the selected candidate.

C. SPO will make a contingent offer of employment to the selected candidate(s), conditional on completion of the
   pre-employment process as specified in section XIV once the Selection Package is complete in accordance
   with this policy. SPO will handle the pre-employment process in conjunction with the location personnel
   representative.

D. The selected candidate(s) will be notified via phone either by the State Personnel Office or the location
   personnel representative of their approved effective/start date once the pre-employment process has been
   successfully completed. The State Personnel Office will then send written confirmation of the employment offer
   to the selected candidate(s) for signature and return to the agency.

E. SPO will contact any candidate who does not successfully complete the pre-employment process and withdraw
   the contingent offer of employment. The location will be given a full explanation of the withdrawal reason,
   typically before the candidate is contacted.

F. The QRB is responsible for notifying all interviewed candidates in writing of their non-selection (email
   notification is acceptable). Non-interviewed candidates (including those only screened by telephone) need not
   be notified.


XIV. PRE-EMPLOYMENT PROCESS
The pre-employment process includes those requirements which are position specific and are outlined in Steps 1
and 2 of the Ga DOD SPO Hiring Checklist. Position specific pre-employment requirements will be included in
vacancy announcements.

A. Prior to Contingent Offer of Employment:

    1. Criminal Background Checks. Applicants must consent to criminal background checks when required
       per agency policy. See SPO Background Investigations policy, effective August 1, 2002.
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    2. Reference Checks. All applicants must consent to reference checking with past employers. Education
       listed on the application is subject to pre-employment verification. See SPO Background Investigations
       policy, effective August 1, 2002.

B. After Contingent Offer but Before Final Offer of Employment:

    1. Pre-Employment Drug Testing. Applicants must consent to pre-employment drug testing when required
       per agency policy. Result must be negative. See SPO Drug Testing policy, updated January 2006.

    2. Medical and Physical Examination Program (MAPEP) Form MS 10-50. As defined by 1981 Opinion of
       the Attorney General Number 81-23, the legislative intent of the law establishing MAPEP (O.C.G.A. 45-2-
       40) is
            a. To insure that the prospective employee will be physically capable of carrying out the duties of his
               or her appointment;
            b. To protect the prospective employee from possible harmful effects associated with his employment,
               which may arise by virtue of a particular preexisting physical malady; and
            c.   To protect the state from potential liability under workers’ compensation laws for conditions arising
                 after employment, but caused in whole or part by preexisting physical conditions.

        Additionally, the MAPEP is designed
            d. To provide a consistent, job-related process for determining and applying the medical and physical
               standards; and
            e. To provide for administrative procedures that are straightforward, clear, and minimal.

    3. Selective Service Registration. A person may not be hired as an employee of the state on or after July 1,
       1998, other than an officer specified or exempted by subsection (b) of Code section 45-20, if that person is
       a male between 18 and 26 years of age unless, prior to such hiring, such person presents proof to the
       employing unit of state government of having registered with the Selective Service System as required by
       federal law or of being exempt from such registration. (O.C.G.A. 45-20-20). For more information, visit
       http://www.sss.gov/QA.HTM#quest1 .

    4. Employment Certificate for Minors Under age 18. An Employment Certificate, commonly called a Work
       Permit, is required for all minors who have not reached their 18th birthday. Minors may obtain Work Permits
       from a school Issuing Officer (including most private schools) or the county School Superintendent's office.


XV. RELEASE OF INTERNAL SELECTED CANDIDATE
A current Georgia DOD state employee must be released promptly from his/her present position after SPO
approval of the selection. Release will normally be within 2 weeks after selection but can be delayed an additional
2 weeks at the original location’s request.


XVI. REUSE OF SELECTION REGISTER
A Referral and Selection Register from which a previous candidate was selected may be reused for 180 calendar
days after the original interview date provided that the newly vacant position to be filled has the same title and pay
grade, and is located in the same geographical location and office as the position for which the candidate was
initially interviewed.


XVII. DOCUMENT RETENTION

A. Selection Packages. The State Personnel Office will maintain complete Selection Packages for a period of two
   years after the selection (longer if a grievance is pending) in order to accomplish the following:
SPO Recruitment & Selection, July 2006
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    1. Provide a clear record of the action taken.
    2. Enable evaluation of the recruitment and selection program.
    3. Provide proof that the recruitment and selection process is being accomplished on a fair and equitable
       basis in accordance with this plan.

B. Records Required. Sufficient records are required to allow reconstruction of any selection. As a minimum, the
   following information and forms will be retained in the record:
    1. Copy of the vacancy announcements.
    2. List of all applicant’s names and result of SPO qualifications assessment.
    3. Applications and/or resumes of all applicants who applied.
    4. All forms used in the evaluation and rating process as mentioned in this policy.
    5. Referral and Selection Register signed by State Selecting Official.

C. Position Files. A permanent copy of all vacancy announcements will be kept in the corresponding position file.

D. Interview Records for Candidates Hired by the Agency. The Interview Record will be kept in the confidential
    file of the new employee.

E. Document Destruction. After a period of two years, a selection package will be logged on the appropriate
   document destruction record and destroyed in an appropriate manner.


XVIII. COMPLAINTS AND INQUIRIES

A. Open Records Act. Certain situations provide for disclosure of records to designated individuals (e.g., hearing
   examiners) as part of the procedure for attempting to resolve employee concerns under the Open Records Act
   of the State of Georgia. Employees should contact the State Personnel Office for additional information in this
   area.

B. Grievances. An employee, including a QRB member, may present a grievance to the SPO under applicable
   grievance procedures if he or she believes that proper procedures were not followed in a particular promotion
   or selection. A grievance will not be considered when it is based solely on non-selection.

C. Discrimination Complaints. Allegations of discrimination because of race, color, religion, sex, age, non-
   disqualifying handicap condition, or national origin made during any phase of selection process will be
   considered by the SPO.

D. Non-selected DOD Employees. Supervisors of a Ga DOD employee who is not selected for a position may
   discuss the specifics of their in-person interview with the employee as a developmental tool. Employees are
   not allowed to review their own or any other interviewed candidates’ records.

E. Other. Other complaints or inquires including those made by non-employee candidates should be directed to
   the SPO. All such inquires will be considered and an effort made to resolve complaints. Applicants are not
   allowed to review their own or any other interviewed candidates’ records.


XIX. PERSONNEL ACTIONS EXEMPT FROM THE COMPETITIVE SELECTION PROCESS

A. Promotion due to issuance of new classification standards or the correction of a classification error.

B. Promotion when competition was previously conducted (i.e. employee was interviewed for the classification
   within the last 180 days).
SPO Recruitment & Selection, July 2006
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C. Promotion resulting from the reclassification of an employee’s position to a higher grade because of additional
   duties and responsibilities.

D. Lateral transfer to a position at the employee’s current location.

E. Change in funding status of a previously established and filled position/job within the agency.

F. Position change required by Reduction In Force rules.

G. Appointment to a part-time (less than 29 hours per week) or temporary (less than 9 months) hourly paid
   position.

H. Transition of an hourly employee to an entry-level salaried position. See section XX.

I.   Appointment by the Adjutant General to a Key Staff position as defined in section XXIII.

NOTE: Except for a Reduction In Force (RIF), any employee whose position is reclassified must meet all
qualification requirements for the job considered.


XX. HOURLY TO SALARIED NON-COMPETITIVE PROCESS
A current hourly employee may be transferred to a vacant entry-level, non-supervisory salaried position, paygrade
eleven (11) or below, without competitive selection, provided the following conditions are met:

A.    The employee has been working for the agency for three (3) months or more and has worked a minimum of
      180 hours.

B.    The employee met the minimum qualifications of the vacant salaried position PRIOR to working in an hourly
      status.

C.    The duties of the hourly employee are the same as, or similar to, the vacant salaried position. (For example,
      an hourly Social Services Aide at YCA may transfer to a vacant Cadre Worker position, but not a vacant Food
      Service Employee 1, Craftsman, etc.)

D.    The employee’s performance as an hourly employee must have been satisfactory, and the employee must
      have met all terms and conditions of employment (i.e. works when scheduled, dresses appropriately, etc.).

E.    An appropriate QRB must be convened to interview the hourly employee for the salaried position and to
      document that the employee meets the pre-defined KSA’s/competencies for the position.

F.    The Location Manager must provide a standardized formal request to the SPO and obtain approval before the
      transfer can occur.

G.    Steps 1 – 3 of the Salaried Position Hiring Checklist must be completed before the transfer can occur.

Examples of eligible salaried positions for non-competitive transfer are YCA Cadre Worker, Food Service Employee
1, General Trades Craftsman, Housekeeper, and YCA Medical Assistant. The SPO reserves the right to deny
the use of this process when appropriate.

NOTE: An internal vacancy announcement and competitive selection process will be required if two or more
current hourly employees at the location meet the criteria outlined in A – D above, are all interested in the position,
and only one vacancy exists.


XXI. ANNOUNCING POSITIONS AT A LOWER PAY GRADE
Certain circumstances may dictate a position be reclassified and announced at a lower pay grade.
SPO Recruitment & Selection, July 2006
Page 14 of 15

A.   A State Selecting Official may request a position be filled at less than the full performance level, or
     “downgraded”, under the following conditions:
     1. To avoid readvertising if there are insufficient qualified candidates at the full performance level or;
     2. To recruit for candidates at less than the full performance level (i.e., to provide a “career path” for the
        selected candidate) or;
     3. To further the EEO affirmative employment plan.

B. A Position Description Document must be completed by the location and approved by the SPO before a
   position can be downgraded.

C. Exception: Supervisory or managerial positions will not be downgraded to avoid readvertising.


XXII. CRITICAL AND KEY STAFF POSITIONS
Certain positions in the Ga DOD are considered as Critical and Key Staff positions. Critical positions are those
which may be announced for a minimum of three business days due to the urgent need to fill the vacancy as soon
as possible. Key Staff positions may be exempt from the normal competitive procedures as outlined in this policy
because of their special importance to the overall effectiveness of the Ga DOD and their unique qualifications.

A. Procedures. The Adjutant General may require a Key Staff position to be filled by appointment, by referral of all
   qualified agency employees, or by use of a vacancy announcement posted for a minimum of three business
   days. When a vacancy announcement is used, the application and supporting documentation will be screened
   by the SPO to determine basic eligibility and a list of eligibles will be submitted to the appropriate State
   Selecting Official. The State Selecting Official will provide a written statement as to why the person selected
   was considered the best qualified.

B. A general listing of Key Staff positions is as follows:
     1. Deputy Commissioner
     2. Confidential Secretary to the Adjutant General
     3. Administrative Support Specialist for the Adjutant General
     4. Administrative Assistants to the Assistant Adjutant Generals
     5. Director, Workforce Development
     6. Director, Information Technology
     7. Youth Programs Coordinator for YCA
     8. YCA Director
     9. YCA Deputy Director
     10. Director, Communications
     11. Director, Joint Operations
     12. Director, Financial Management
     13. Fiscal and Budget Administrator
     14. Accounting Director
     15. State Personnel Officer
     16. Assistant Personnel Officer

C. A State Selecting Official, in conjunction with the SPO and Director of Workforce Development, may designate
   a limited number of state positions as critical, indicating the urgent need to fill a vacancy for the express
   purpose of accomplishing the mission of the agency without significant interruption. Typically, such positions
   are responsible for a large volume of unique, specialized, time-sensitive work that would be impractical to
SPO Recruitment & Selection, July 2006
Page 15 of 15

    distribute among other employees for an extended period of time. When a vacant position is critical, it may be
    advertised, following normal procedures as outlined in this policy, for a minimum of three business days.
D. A general listing of Critical positions is as follows:
    1. YCA General Services Administrator
    2. Payroll Paraprofessional/Manager
    3. Procurement/Purchasing Manager
    4. NGTC Billeting Director




                                                  // END OF POLICY //

								
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