Chapter Three - Recruitment and Selection

Revised 12/2/04

3.1 FILLING POSITION VACANCIES

The policies and procedures for filling position vacancies are designed to provide guidelines for an efficient and consistent competitive hiring process and to ensure that the best-qualified applicant for a position is selected. Selection is based on the knowledge, skills and abilities (KSAs) required of the position as demonstrated by an applicant. Hiring is conducted in accordance with D19 CSB's EEO policies.

The Executive Director is Chief Human Resources Officer of the D19 CSB and has final decision‑making authority for recruitment and selection of staff. For additional detailed instructions on filling vacancies, see ADDENDUM "A," "Guidelines for Recruiting, Interviewing, and Selecting Employees."

3.1.1 Decision to Fill a Vacancy

The Director having immediate responsibility for a vacated position determines if the position, as it is currently classified, is essential to the ongoing operation and services performed by the work unit. If the position meets these criteria, the Director/Recruiting Manager completes the "Employment Authorization Form" (ADMINPERS #01) and submits this form to the Human Resources Director. See "Recruitment Procedures" (Section 3.1.4) for further information.

3.1.2 New Positions

New positions can be established as a result of the Board's receipt of new funds, increase in fee revenues, or the re‑allocation of existing funds. Such positions are classified according to Policy 5.4, "Classification of Positions Policies and Procedures." The responsibilities of the Executive Director and Directors are similarly specified in these procedures.

3.1.3 Recruitment Strategy

Recruitment is undertaken by the Board in a prescribed way in order to fill new and vacated positions as noted above. The following factors affect recruitment initiatives:

1. Client needs and service delivery objectives;
2. Relevant labor market/ recruitment area;
3. Position requirements;
4. Equal Employment Opportunity needs;
5. Fiscal constraints; and
6. Qualifications required by business necessity.

3.1.4 Recruitment Procedures

District 19 Community Services Board's recruitment procedures require the following:

1. The completion of an "Employment Authorization Form" (ADMINPERS #01) by the Director/ Recruiting Manager, along with the following attachments:

• an "Application Screening Worksheet" (ADMINPERS #02), with "must haves" and "preferred" selection criteria, completed ; and
• "Interview Questions" (ADMINPERS #03), with the questions completed.
• a current or updated (when necessary) "Position Description" form (ADMINPERS #04);

2. The Employment Authorization Form (with attachments) is forwarded to the Human Resources Director.
3. The Director/ Recruiting Manager and Human Resources Director review and evaluate the information submitted, and finalize the recruitment announcement.
4. The Director/ Recruiting Manager and Human Resources Director finalize uniform screening/ selection criteria using the "Application Screening Worksheet."

For information regarding candidate selection, see Policy 3.3, "Selection Process."

Revised 12/2/04
Revised 4/26/01
Revised 9/24/98

3.2 ADVERTISING POSITION VACANCIES

3.2.1 Internal Advertising

Internal recruitment may be used for non-exempt positions if there is a sufficient number of qualified internal applicants to ensure an internal applicant competitive pool without external advertising. A competitive pool is one in which at least two qualified applicants have submitted their application during the internal job posting period; and the applicant pool is competitive in terms of sex and race. The Executive Director, with input from the Human Resources Director and the respective Division/ division director, is responsible to determine if the internal applicant pool represents a competitive pool. Internal recruitment is only open to District 19 Community Services Board employees and is not open to temporary agency staff or students.

3.2.2 External Advertising

With the exception of those situations listed in Section 3.2.3 ("Internal and External Advertising"), all vacancies for exempt positions will be advertised externally. In addition, external recruitment may be used for non-exempt positions for which there are not a sufficient number of qualified internal applicants to warrant limiting recruitment to internal only.

The Executive Director and/ or Human Resources Director will determine the advertising strategies to be used based on the labor market. Unless otherwise requested on the "Employment Authorization Form," external advertising may include, but is not limited to, the following:

1. Virginia Employment Commission Office
2. One Sunday in the Richmond Times-Dispatch
3. One Sunday in the Petersburg Progress-Index
4. Virginia Department of Mental Health, Mental Retardation and Substance Abuse Services (DMHMRSAS) Central Office
5. Community Services Boards
6. Local minority publications and organizations
7. Mailings of advertisements to advocacy groups and organizations for minorities and persons with disabilities

Additional advertising can include professional trade journals, placement registers, and any other sources that might produce appropriate candidates.

All vacancies externally advertised shall afford applicants a minimum response time of seven consecutive working days. If a vacancy closes on an "office closed day" or holiday, the following workday is considered as a grace period during which applications are accepted.

Employment applications are sent to the Human Resources Director who is responsible for maintaining each applicant pool. Receipt of applications will be acknowledged through sending a postcard to the applicant. Although D19 CSB will not fax applications to applicants, completed applications, which are faxed to D19, will be accepted if received before the closing date.

3.2.3 Internal and External Advertising

1. Positions to be used as placement opportunities for employees affected by layoff or as recall opportunities (see Policy 7.13 on "Layoff") do not need to be internally or externally advertised.

NOTE: Upon announcement of a layoff by D19 CSB, all vacant positions within the CSB which can be used as placement opportunities must be frozen until final notification of layoff is issued to those employees affected, and it is determined that no employee is qualified and interested in the positions. At that time, such positions may be filled by recall or recruitment.

2. Positions to be filled by D19 CSB-initiated lateral transfers, demotions, or temporary assignments do not need to be internally or externally advertised. Should temporary (hourly and salaried) positions exceed (or be expected to exceed) four months in duration, the position must be externally advertised.
3. Positions to be filled by employees returning from leave (with or without pay) as a result of a job-related injury, so long as the position is not in a higher salary grade than the employees' salary grade before the leave do not need to be internally or externally advertised.
4. Positions to be filled by employee-initiated requests for transfers and/ or demotions within D19 CSB do not need to be externally advertised. A position must be internally advertised for five (5) workdays in the event of an employee-initiated request for transfer.
5. Positions in the same job classification that become vacant within 90 calendar days from the application closing date for a position recruited previously do not need to be internally or externally advertised. In these cases the previous applicant pool may be used.

3.2.4 Continuous Recruitment

Recruitment efforts for a job classification (not a specific position) may be conducted on an ongoing basis without the restriction of closing dates. Applications may be accepted whether or not positions within the classification are vacant.

1. Approval for continuous recruitment is only done for exceptional situations. The Director/ Recruiting Manager must request approval for continuous recruitment through submission of an "Employment Authorization" Form. The following criteria, among others, is considered in reviewing a request for continuous recruitment:
1. whether the position classification involved has an exceptionally high turnover rate;
2. whether the position classification cannot be left vacant due to its critical importance;
3. whether the classification historically has attracted limited numbers of applicants.
2. Once continuous recruitment has been approved, the following procedures are followed:
1. Equal opportunity efforts must be maintained.
2. A time period must be established for applications to remain active for the classification for which continuous recruitment applies, and applicants must be notified accordingly.
3. Continuous recruitment may be terminated at any time, but the Human Resources Director must document an explanation of the termination.

3.2.5 Open Until Filled

Recruitment efforts for a position, which is unusually difficult to recruit due to regional job market conditions, allows the agency to receive and consider applications without deadline until the position has been filled.

Approval is by submission of an "Employment Authorization Form." Authorization to recruit "open until filled" is granted only on a position-by-position basis.

A notice will be sent to all recruitment areas that receive notification at such time as a specific deadline is determined.

3.2.6 Exceptional Recruitment Incentive Options for “Difficult to Fill Positions”

Difficult to Fill Positions are identified by Human Resources based on prior recruitment and retention experience.

Criteria for determining if a vacancy constitutes a difficult position to fill includes the following:

• No qualified applications received after four weeks of advertising
• Positions unfilled after two rounds of interviews
• Positions becoming vacant more than twice every two years
• Positions designated by Executive Director based on prior recruitment/retention experience.

For difficult to fill positions, the Executive Director may opt to offer a Finder's Fee of $300 to District 19 staff who refer candidates for employment that are ultimately selected and who satisfactorily complete their probationary period. Payment will be made to staff after the selected candidate has completed the probationary period. D19CSB staff are limited to one finder’s fee tied to a particular applicant. D19CSB employees in the following categories are ineligible to receive a finder’s fee – Human Resources department staff; selection panel members and hiring division director; and Executive Director.

Applicants will be allowed on the D19 CSB Application to identify any D19 employee that referred them to District 19 CSB for employment in that particular position

1. Sign-On Bonus

It is the policy of D19CSB to hire highly qualified staff to provide care to our consumer population. In recognition of the very competitive labor market and significant recruitment and retention problems in our geographic location, the agency will pay sign-on bonuses to attract and retain difficult to fill positions.

1. A sign on bonus will be payable upon satisfactory performance as determined by the hiring supervisor. One half of the sign on bonus will be paid after 90 days of employment, the remainder paid after 12 months of employment and completion of the probationary period. The amount of the sign on bonus is $2,000.
2. Periods of leave without pay during this employment period will not count toward the satisfactory service completion requirement. Once satifactory service requirements have been met, the employee initiates payment by completing and forwarding request for signing bonus payment to Human Resources Division for review and approval.
3. In order to be eligible for a sign on bonus, the new employee shall not have been employed by District 19 previously in that same position within two years.
4. Individuals who resign prior to the completion of their first 24 months will be required to repay their sign-on bonus proportionately to the percentage of months not completed out of twenty-four. Any repayment amount will be deducted from the individual’s final pay. Individuals who resign may be eligible for re-employment consideration, but shall not be eligible for receiving another sign-on bonus if rehired. Staff shall be eligible for the sign-on bonus only once with D19CSB.
5. Employees receiving sign on bonus will be required to sign a form indicating they have read and understand the requirements set forth in this policy.

Revised 12/2/04
Revised 10/1/02
Revised 2/24/00
Revised 6/25/98
Revised 3/26/98

3.3 SELECTION PROCESS

The selection procedures of D19 CSB are regulated by applicable federal and state laws as well as by standards set forth by the DMHMRSAS.

The selection process shall not begin until the day after the publicized application deadline date. For all salaried and regular (non-temporary) hourly positions, a selection panel is required. The appropriate Recruiting Manager/Supervisor chairs the panel and is responsible for appointing other members.

3.3.1 Screening

Applicants are required to complete D19 CSB's "Application for Employment" (ADMINPERS #05) and are initially screened on the basis of the written information provided on the application form and any supplemental information submitted.

In screening the applicants, the following procedure is adhered to:

1. The Panel Chairperson conducts the initial screening using ADMINPERS #02 ("Application Screening Worksheet"). The initial screening is a "must have" criteria screening for the purpose of eliminating those applicants who do not meet the "must have" criteria (i.e., education and experience) for the position, as specified in the position description and recruitment announcement. The "must have" criteria must be reviewed and approved by the Human Resources Director to ensure compliance with EEO requirements.
2. After the initial screening of all applicants by the Panel Chairperson, a second round of screening may be conducted by the interview panel, which may reduce the applicant pool. Interview panel members, after receiving guidance from the Panel Chairperson, will then conduct a review of the remaining applicants against the remaining selection criteria. On the "Application Screening Worksheet," applicants are rated on each criteria, using the following scoring system:

4 = fully qualified to accomplish this criteria
3 = better than average qualified to meet this criteria
2 = minimally qualified to accomplish this criteria
1 = somewhat qualified to accomplish this criteria
0 = not qualified to accomplish this criteria

3. When the screening has been completed, applicant scores on the remaining selection criteria are summed, and those applicants best meeting the selection criteria are selected to be interviewed. A minimum of three candidates must be interviewed from the applicants meeting the minimum criteria. In the event only one or two qualified applicants are in the applicant pool, the panel may interview one or two applicants in this situation. If none of the applicants meet the minimum required criteria, the Human Resources Director and hiring manager should re-evaluate the criteria and re-advertise.

3.3.2 Interviewing

For each position vacancy, a set of interview questions must be developed and asked of each applicant. This ensures that each applicant is given the same opportunity to compete for the position and enables the interviewers to evaluate all the applicants based on the uniformity of questions.

Prior to interview, Panel Chairperson should meet with interview panel to discuss the following: 1.) Strengths that applicant should have to be considered for position; 2.) Discuss questions and make sure all panel members know what an appropriate answer should include; and 3.) Remind panel members of selection process relating to scoring questions and applicant appropriateness checklist.

Each applicant should have a job description provided to them and discussed in consistent manner with them prior to beginning interview. A copy of the interview questions will also be made available during the interview.

The interview questions are position related (knowledge, skills, and abilities) and are developed to solicit information from the applicants consistent with the selection criteria contained in the "Applicant Screening Worksheet." Interviewers must document applicants’ responses to questions to assist with their evaluation of each candidate’s qualifications. This information should be retained with other documentation of the selection process. The interview panel members should not ask any follow-up questions to the pre-established interview questions. Refer to ADDENDUM "A" ("Guidelines for Recruiting, Interviewing and Selecting Employees").

The applicant's responses to interview questions are scored as follows:

4 = extensive knowledge, skills, or abilities demonstrated
3 = better than average knowledge, skills, and abilities demonstrated
2 = minimal knowledge, skills, or abilities demonstrated
1 = very little knowledge, skills, or abilities demonstrated
0 = no knowledge, skills, or abilities demonstrated

Knowledge, Skills and Abilities are defined as follows:

1. Knowledge

A body of information applied directly to the performance of a function. It usually is information of a factual or procedural nature, which makes possible adequate performance of the work.

2. Skills

A present, observable competence to perform a learned psychomotor act.

3. Abilities

Ability denotes current competence in doing specific job content actions; it does not denote a person's capacity to acquire this competence, nor can it be inferred from years of experience. Those involved in the hiring process should be careful, therefore, not to confuse an ability, which is currently demonstrable, with an aptitude, which is only a potential for performing an activity.

3.3.3 Selection of Candidate

The following steps must be followed in selecting the applicant to fill a vacancy:

1. At the conclusion of the interview process, candidates' scores are summed. Panel Members shall score applicants after all interviews have taken place and after discussion among panel members regarding individual applicant responses to the interview questions.
2. Each panel member will complete interview checklist (Applicant Appropriateness) which evaluates candidates on overall application, including professional preparation of application, professionalism exhibited during interview, and applicants overall appropriateness for position based on interaction with panel during interview process. The scoring to be followed on the “Applicant Appropriateness” form is as follows:

4 = Excellent Candidate
3 = Above Average Candidate
2 = Average Candidate
1 = Below Average Candidate

3. Scores from Sections A. and B. of interview process are summed with Interview Questions counting 75% and Applicant Appropriateness counting 25%.
4. Once Scoring is completed, the panel should discuss the results and determine if the panel has reached consensus that the top scoring candidate should be offered the position. The panel shall either recommend the top scoring candidate for hire, or recommends candidates for a second round of interviews for the purpose of further considering the recommended hire, along with other second round candidates. In all cases where two or fewer points separate the first and second ranked applicant, second round interviews are required unless a waiver is requested in writing by the division director and approved by the executive director. Second round interview panels may include new members, but must include all first round panel members. The Executive Director will have final authority in the hiring process.

The individual who attained the highest score in the interview phase of the selection process is made an offer assuming that other considerations (e.g., references and other information obtained during the interview process) support this decision. No position will be offered to an applicant receiving less than 60% of the total maximum possible points.

3.3.4 Re-advertising Recommendations

The Recruiting Manager/ Supervisor may request a re-advertisement if any of the following conditions is met:

1. An applicant pool is not competitive. The selection criteria worksheet must first be completed for all applicants in the pool to justify re-advertising in this case.
2. Following an interview process, should none of the candidates be evaluated as suitable for hiring (See Section 3.3.3 D).
3. When the desired candidate(s) refuse an offer of employment, and the remaining interviewed applicants and applicant pool are deemed not suitable for the position.

The Recruiting Manager/ Supervisor and Human Resources Director are responsible for ensuring that complete documentation for justification of a re-advertisement is submitted to the Executive Director for his review and approval.

3.3.5 Pre-employment Verification

1. Application Verification
   
   Candidates for a position will be informed, prior to employment, that employment is contingent upon verification of work history as presented on the official D19 CSB application. The Human Resources Director is responsible for ensuring that the applicant has signed the necessary release statement found on the Application for Employment (ADMINPERS #05) authorizing verification of work history and as stated in the candidates formal offer letter. The D19 CSB Employment Application will serve as the release and authorization from the applicant to check references of current and former supervisors, criminal history, and qualifications.

2. References
   
   Prior to a formal offer being made to the desired candidate, the Human Resources Director is responsible for assuring proper reference checks have been made of references and previous employers for all external and internal selections. Forms entitled "Questions for References/ Previous Employers (By Telephone)" (ADMINPERS #06) and "Written Reference Request" (ADMINPERS #07) are used for this purpose.

3. Business Necessity Requirements
   
   Candidates for a position which requires, by law standards or mandates; the possession of business necessity requirements pertaining to licensure, registration, credentials or other academic, vocational, or technical certification must submit evidence of such qualifications to D19 CSB prior to any deadline stated in the offer letter. Candidates bear the responsibility of providing current documentation verifying such qualifications. In addition, if hired into the position, such qualifications must be maintained and verification must be supplied upon request.
4. Motor Vehicle Operator's Driving Record
1. Scope:
   To review Division of Motor Vehicle Operator Records (DMV records) in order to qualify applicants for employment in full-time and hourly positions requiring the operation of a D19 CSB-owned vehicle, or who transport consumers in their personal vehicle. DMV records of current employees will be obtained from the DMV after implementation of this policy. DMV records will be obtained annually thereafter or as deemed necessary by the Human Resource Director. Current employees will be grandfathered and any action mandated by this policy will only apply to violations after the implementation of this policy. Volunteers/students will be required to meet the requirements outlined in this policy.
2. Purpose:
1. To designate specific employees, volunteers, and students who are required to operate agency-owned vehicles, or who are required to transport consumers in their personal vehicle. This designation is usually made at the time of the vacancy announcement but may be made post employment as the Division Director deems necessary in order to meet program transportation needs.
2. To insure that employees, volunteers, and students so designated to operate agency-owned vehicles, or transport consumers in their personal vehicle, possess a valid State of Virginia driver's license and do not have a DMV record that places unnecessary liability exposure to the D19 CSB.
3. Responsibility :

The Human Resource Department is responsible for reviewing the DMV records of applicants for positions requiring the operation of D19 CSB vehicles, or who transport consumers in their personal vehicle, in accordance with the criteria outlined in this policy. Human Resources is responsible for annually obtaining and reviewing the DMV Records of employees/students/volunteers and notifying Division Directors if their employees/students/volunteers are in violation of this policy. Employees who obtain citations which negatively impact their driving record are required to notify their supervisor and human resources immediately The Division Directors are responsible for taking appropriate disciplinary action as outlined in the Standards of Conduct. (See Section 7.2)

E. Note: Staff, volunteers, and students who are designated by the Division Director as required to transport consumers IN THEIR PRIVATE AUTOMOBILES must be authorized by the Division Director for reimbursement for the cost of a rider to their personal insurance policy. If authorization is received from the Division Director, the appropriate insurance form must be completed from Procurement and the rider issued and presented to Human Resources BEFORE the staff person is allowed to transport consumers. This authorization form will be filed in the central personnel file of the staff/volunteer/student.  

4. Execution: Signature on the DMV information request will serve as proper authorization for the Human Resource Director to obtain a copy of the employee's DMV record annually or at any time it is deemed necessary and in the agency's best interest during the course of employment.
5. Policy:
1. All agency employees, both full-time and part-time, who operate an agency-owned vehicle, or who transport consumers in their personal vehicle, must possess a valid Virginia driver's license appropriate to the vehicle to be operated. An out-of-state applicant must obtain a valid Virginia driver's license appropriate to the vehicle to be operated within 30 days after starting employment. Staff who reside in North Carolina must possess a valid driver's license with an acceptable driving record from North Carolina.
2. The DMV record of the person selected for hire will be reviewed by the person in Human Resource Management responsible for reviewing and approving applicants for hire. An applicant whose DMV record shows a driver point balance of less than minus 6 (minus 7, minus 8, minus 9, etc.) shall not be eligible for hire to the position for which he has interviewed or any other position requiring the operation of an agency-owned vehicle or requiring transportation of clients in their personal vehicle.
3. After the implementation of this policy, the Human Resources Department will obtain a copy of the DMV record of all current agency employees operating agency-owned vehicles, or who transport consumers in their personal vehicle. Thereafter, DMV records will be obtained annually, or as deemed necessary by Human Resources and in the best interest of the agency. If the DMV record indicates an employee's license has been revoked, the Division Director will be notified immediately to prohibit the employee from operating an agency-owned vehicle and from transporting clients in their personal vehicles. An employee whose driver's license has been revoked may be disciplined, to include involuntary termination, under the Standards of Conduct. (See Policy 7.2)
4. Any current employee who accumulates a driver point balance of less than minus 6 points shall be required to participate in the next available defensive driving program during non-work hours and at the employee's expense if this would result in an acceptable driving record. Any employee who accumulates a driver's point balance of less than minus 6 points under the terms and conditions of this policy shall be suspended from all driving privileges in an agency vehicle or from transporting consumers in his/her personal vehicle. There shall be no obligation of the agency to place such employee into a non-driving position or to otherwise accommodate such employee. Employees are required to notify supervisor and human resources immediately upon receiving citation that negatively impacts DMV driving record.
5. Division Directors will be notified by the Human Resource Director of the points accumulated by their employees and recommended disciplinary action which may result in reassignment or termination. The Division Director must respond in writing to the recommendations of the Human Resource Director within five (5) working days.
6. Points accumulation will be prospective only. All accidents or violations an employee has prior to the implementation date of this policy will not be used in points accumulation.
7. If an employee feels that his DMV record contains erroneous information, they may request a meeting with their Division Director and the Human Resource Director to discuss their DMV record.
6. Procedures:
1. Division Director will determine those full-time positions requiring an employee to operate a D19 CSB-owned vehicle, or to transport consumers in their personal vehicle. This information will be maintained by Human Resources. In addition, the Division Director will notify Human Resources of part-time positions requiring the employee to drive an agency-owned vehicle, or to transport consumers in their personal vehicle, when requesting advertisement of the position.
2. Division Director will be responsible for notifying the Human Resource Director of any volunteers/students who will be driving agency-owned vehicles, or transporting consumers in their personal vehicle. Such persons will be required to comply with this policy.
3. Division Director will ensure that Interview Panel Chairpersons advise applicants during interviews for all positions requiring operation of an agency-owned vehicle, or who transport consumers in their personal vehicle; i.e., full-time, part-time, temporary, student intern, etc.; that a satisfactory DMV record is required. (Need to Do this and Refer to requirement in Job Description during discussion prior to interview) The vacancy announcement, position description, and selection criteria must clearly indicate those positions whose incumbent is required to operate an agency-owned vehicle, or who will transport consumers in their personal vehicle.
4. Division Director will forward to Human Resources a list of current employees operating agency-owned vehicles, and who transport consumers in their personal vehicle. Human Resources will obtain the DMV records and notify Division Director of any employee with a revoked driver's license. Human Resources will monitor the driver point balance accumulation and inform the Division Director accordingly.
5. DMV Checks will be filed in the employee’s personnel file

7. Review/Appeal: Any disciplinary action taken as a result of this policy is subject to the agency's Grievance Procedure.
5. Criminal History Check

It is the policy of D19 CSB to perform a criminal history record verification (ADMINPERS #08, "Authority for Release of Information") check on all individuals who are selected as a final candidate for a position. The final candidate shall be informed of the necessity of consenting to this check as part of the verbal and written offer of employment. Failure to consent to this check shall result in non-consideration for appointment to a D19 CSB position. Candidates who are refused employment because of conviction and/or the subject of any pending charges appearing on the criminal history record shall be allowed to review the criminal history record in the human resource office. No copies will be given to the applicant.

The final candidate for employment must provide written consent by completing and signing ADMINPERS #08. The fingerprint card is confidentially sent to the Virginia Dept. of State Police. It is the Human Resources Director's responsibility to transmit the request and ensure that the response is received and reviewed. Checks, which reveal any conviction(s), shall be forwarded immediately to the Executive Director, who shall make the final decision whether the candidate's criminal history warrants rescinding the offer of employment. The applicant will be charged with the costs of the criminal history check with the payment deducted from their first paycheck.

Criminal history records shall be considered the property of D19 CSB and shall be located in the employee's human resources file. Criminal history checks will be maintained separate from the employee's personnel file. Copies of all criminal history record requests shall be maintained at D19 CSB for five fiscal years before disposition in accordance with guidelines issued by the Virginia State Library.

3.3.6 Recommendation for Hire

After all interviews have been conducted, the respective Recruiting Manager/Supervisor submits documentation on the candidates to the Human Resources Director. The Human Resources Director shall review documentation for EEO compliance prior to the Executive Director's approval.

Documentation should include:

1. The names of the candidates presented in order/ rank with the top candidate given the number one ranking, along with an explanation for the recommendation for hire.
2. A copy of the top candidate's application.
3. A recommended entry step/ salary level and starting date.

3.3.7 Starting Salary

New employees may be offered up to a 10% increase over their current or most recent salary OR the minimum salary for the range assigned to their position classification, if higher. Starting salary for new employees will be based on the prospective employee's knowledge, skills and abilities directly relating to the position's duties. To receive a salary higher than the range minimum, the candidate for employment may be asked to provide documentation of his/ her current or most recent salary by providing two consecutive paycheck receipts to the Human Resources Director prior to the offer letter being sent out.

Starting salaries for new employees will also be based on the availability of funding within the current budget.

The Executive Director has the authority and responsibility for making the final selection of staff. Approval will be in writing and forwarded to the Human Resources Director for preparation of an employment letter. In situations where recruitment has yielded few qualified applicants, and the only qualified applicant is requiring a starting salary that exceeds the 10% upper limit, the Executive Director has the authority to exceed the 10% cap.

3.3.8 Notification of Employment Selection

The candidate approved for selection is offered the position verbally by telephone by the Human Resources Director, followed by a letter of employment with conditions of hire specified. A candidate's affirmative reply will be followed by a formal offer in writing with conditions of hire specified. The letter will be initiated by the Human Resources Director. A position description is attached to the letter of employment. The contents of the letter (salary, work conditions, starting date, etc.), must be approved by the Human Resources Director prior to mailing the letter to the selected applicant.

The applicant, should he/ she accept the offer, must sign the letter of employment and the position description, signifying his/ her acceptance of the position as specified, and return the signed copy to the Human Resources Director by the given date.

Applicants who were not interviewed or interviewed but not selected are notified in a timely manner by the Human Resources Director.

For additional detailed information see ADDENDUM "A," "Guidelines for Recruiting, Interviewing, and Selecting Employees."

Revised 12/2/04

3.4 DOCUMENTATION OF RECRUITMENT AND SELECTION

3.4.1Selection History File

A selection history file is maintained upon completion of recruitment and selection by the Human Resources Director for each position.

Each file contains:

1. An Employment Authorization (ADMINPERS #01)
2. A copy of the vacancy announcement/ advertisement.
3. A list of sources where the announcement/ advertisement was placed.
4. A position description.
5. Applicant Log - A list of all persons who applied for the position along with applications and resumes. A copy of the selected candidate's application is included, with the original to be placed in the employee's human resources file. This list also needs to contain a breakdown of applicants by name, race and sex.
6. Application Screening Worksheets (ADMINPERS #02)
7. The name, title, race, and sex of each person involved in conducting initial screening of applicants.
8. A list of questions utilized to interview selected candidates.
9. A list of criteria utilized in the interview process.
10. The name, title, race, and sex of each person involved in interviewing applicants.
11. The "Selection Control Information" form (ADMINPERS #09) consisting of a ranking of candidates interviewed, approval signatures and documentation of selection.
12. Copy of reference material obtained by Human Resources including written comments received verbally and in writing.
13. Credential verification of recommended candidate(s), when applicable.
14. Letter of employment notifying successful candidate of his/ her selection and stating salary, work conditions, etc., and his/ her acceptance of the position as offered. Letter must be signed by the Executive Director and employee indicating acceptance of position.
15. A copy of the correspondence to the persons who were selected for interviews but not selected for the position.

3.4.2 Time Period for Retaining Documentation

Applications, resumes, written references and other documentation related to the recruitment and selection process are maintained by the Board's Human Resources Director for a period consistent with existing legislation and standards. Selection information is reported and disposed of in accordance with existing legislation and the standards of the DMHMRSAS.

Revised 12/2/04

3.5 EMPLOYMENT PROBATIONARY PERIOD

A probationary period of 12 months is established for all new full‑time salaried regular salaried or part‑time salaried D19 CSB employees. The probationary period begins on the first day of salaried employment. Those who have changed positions through transfer, promotion or demotion are required to undergo a special evaluation on the standard evaluation form after 90 calendar days to ascertain if the person is satisfactorily performing position requirements. Persons who are re-employed with D19 CSB shall complete a new 12-month probationary period, with the exception of regular employees who are recalled within 12 months from layoff who shall be credited with the probationary period or that part of it completed prior to the layoff. Hourly employees are not subject to a probationary period since their employment may be terminated at any time based upon program operational needs and fiscal constraints.

The probationary period is designed to provide both the employee and D19 CSB a period in which to determine whether the employment decision is appropriate. During this probationary period, the employee may decide that the particular job is not what he/ she desires. If this is the decision, the employee may resign without harm to his/ her employment record. Likewise, during the probationary period, D19 CSB may decide that the employee is not suited for the particular position and may terminate the employee or modify employment accordingly and no adverse remarks will be recorded on the employment record.

Within 30 days of hire, the supervisor will establish performance expectations for the standards required of the position. These expectations are to be discussed with the probationary employee during regular supervision, and documented on the "Probationary Employee Performance (PEP) Plan" (ADMINPERS #10-A). The employee shall sign off indicating acknowledgment of these expectations. A review of employee performance will occur at the three-month interval and documented on ADMINPERS #10-A. The PEP plan must be forwarded by the supervisor to Human Resources to be filed within the employees personnel file within 15 days after the 90-day performance period. The results of this review are to be discussed with the employee and recorded on the "Probationary Employee Performance Plan" form. If at this time, the employee does not meet one or more performance standards (i.e., is rated "deficient") or marginally meets one or more performance standards, the supervisor is to follow up the review with a written memorandum which summarizes needed areas of improvement. If performance deficits persist at any time during the probationary period, termination may occur at any time. The Human Resources Director will be consulted to ensure EEO compliance is maintained.

At the conclusion of the probationary period, a formal (final) review will be completed on ADMINPERS #10 to determine the employee's ability to perform the stated objectives.

Revised 12/2/04

3.6 PAYROLL COORDINATION

It is the responsibility of the Human Resources Director to coordinate with Payroll for the enrollment of new employees on D19 CSB's payroll. These arrangements should take place on the new employee's first working day.

Revised 12/2/04

3.7 PERSONNEL ORIENTATION

New employees, volunteers, contract individuals, and students receive orientation commensurate with their function(s) and job-related responsibilities.

Orientation is provided through the Human Resources Office monthly. The Personnel Orientation form (ADMINPERS #11) is completed and maintained in the personnel files.

Orientation is then provided by the supervisor and other staff, as applicable, within 15 calendar days in the unit to which the staff/ student/ volunteer is assigned. This will include emergency preparedness procedures specific to their work site(s) documented on the "Employee/Student/Volunteer/Contractor Orientation" form.

District 19 Community Services Board also provides a one-day mandatory orientation class for regular salaried staff, hourly staff with 20 or more scheduled hours per week, and all students. The orientation class is conducted on the third Tuesday of each month. If employed after the third Tuesday of the month, the staff/ student/ volunteer will be assigned to the orientation class of the following month. A sign-in sheet is completed, a copy of which is maintained in each staff/ student/ volunteer's personnel file.