REFERENCE:

Title VII of the Civil Rights Act of 1964, as amended
Fair Employment Practices Act, as amended Americans with Disabilities Act
Rules of the State Personnel Board, Rule 6
CBH Human Resource/Personnel Policy #401 – Recruitment

The County Board of Health (CBH) is an equal opportunity employer and does not discriminate on the basis of race, color, sex, national origin, disability, age or religious or political opinions or affiliations. CBH hiring officials are to ensure consistent compliance with Federal and State Laws and the Rules of the State Personnel Board relating to selection.

GENERAL PROVISIONS

1. The goal of each selection process is to ensure that the most suitable applicant is selected for each position. Each process should be conducted so that perceptions of unfairness are avoided and the hiring official is able to justify the decision.

2. In the absence of an exception approved by the District Health Director, reasonable steps should be taken to ensure that available positions are advertised in a manner that attracts qualified applicants. Hiring officials should review the CBH Personnel Policy #401 – Recruitment for additional information and assistance.

3. For the purpose of this policy, the term “applicant” applies to individuals who do not work for state government as well as current employees who are applying for vacant positions.

PRELIMINARY CONSIDERATIONS

1. The Performance Management Plan for the position must be reviewed to ensure that contents accurately reflect responsibilities. The position should be appropriately classified prior to establishing selection criteria.

2. Job-related, non-discriminatory selection criteria must be established prior to beginning the selection process. The selection criteria should include, but are not limited to: education, work experience and/or an evaluation of knowledge, skills, abilities/accountabilities required to successfully fulfill the responsibilities of the position. A determination of the type of screening process to be used should be made. A number of techniques for comparing applicant qualifications with job-related selection criteria may be used.

ESTABLISHING SELECTION CRITERIA

Establishing selection criteria that reflect the required competencies of the position is a critical preliminary step to the selection process.

1. It is the responsibility of each hiring official to assure that only job-related criteria are incorporated in the selection process.

2. Job-related selection criteria reflect the following characteristics:

• Behavioral rather than personality/trait based;
• Matched to relevant job duties;
• Based on competencies needed at the time of selection; and,
• Emphasize competencies from most to least important.

SCREENING

1. All applicants MUST meet the minimum qualifications of the job and any additional required qualifications for the position in order to be considered for employment.
APPLICATIONS FOR EMPLOYMENT are to be reviewed during screening. Applicants who do not have the required competencies/qualifications for a position by the closing date of the job announcement are to be eliminated from further consideration in this selection process.

2. Additional screening may be done to eliminate applicants prior to personal interviews on the basis of job-related selection criteria. This option may be used when the number of applicants is so large that conducting in-person interviews
of all applicants is impractical, or special competencies are needed to successfully fulfill the responsibilities of the position.

3. Other screening tools, such as job-related tests and questionnaires, may be used to gather specific information about required and preferred competencies or qualifications.

4. Once the initial screening has been done, the hiring manager must forward all applications/resumes of applicants who the manager wishes to interview to the Human Resources Director for review and approval. The HR Director will review each application/resume to determine whether or not the applicant qualifies for the position. The decision of the HR Director will be based on information provided in the application and/or resume submitted.

5. If it is determined through screening that there are no suitable applicants for an advertised position, the position does not have to be filled from that pool of applicants. If the position is to be filled at a later date, it is to be re-advertised, and all qualified applicants must be given consideration in accordance with the latest job announcement.

6. All applicants must provide proof of required education credentials, license, certification and/or registration prior to employment in the position. Hiring officials may require this information prior to conducting personal interviews as a screening tool.

INTERVIEWING

1. Structured selection interviews may be conducted by an individual or an interview team. The interviewer(s) should be knowledgeable about the position requirements. The same individual or team should conduct all interviews for a specific position.

2. Applicants may be asked to provide copies of performance evaluations, attendance records or similar documents as part of the selection process.

3. All interviewed applicants are to be asked the same core questions and given the same exercises.
   3.1 Open-ended core questions should be designed to gather responses in behavioral terms, and must be developed in advance of any interviewing.
   3.2 Questions should clearly relate to responsibilities of the position.
   3.3 A response key that will allow responses to be rated in non-numerical terms (i.e., excellent, satisfactory or not acceptable) may be created.

4. Interview questions may be provided to applicants prior to interviewing at the discretion of the hiring official. If this option is used, all applicants to be interviewed must have the same opportunity to review the interview questions.

5. Interviewers have the flexibility to ask follow-up probe questions based on a response given by an applicant or based on information submitted with the job application. Probe questions are asked on an individual basis, vary from interview to interview, and must be job-related.

6. An applicant’s disability is NOT to be discussed during the interview process. An applicant who brings up a disability during an interview should be advised that any discussion related to the disability or accommodation will take place if an offer of employment is made.

REFERENCE/SYSTEM CHECKS

1. References should be checked on applicant(s) prior to a selection being made. Hiring officials may determine which applicants will be subject to a reference check (e.g., top applicant only, top three applicants, all applicants, etc.)

2. Applicants should be asked to provide the name, title and telephone number of a current or previous supervisor as one of the requested references.

3. Applicants are to be advised that reference checks will be done and that they will be limited to job-related inquiries. (See CBH Personnel Policy #601 – Employment Information.)

4. Prior to making an offer of employment, the HR Director will conduct a PeopleSoft system check on the top applicant. The system is to be reviewed to determine if a “No Rehire” recommendation is recorded or if the applicant has ever been dismissed from State employment. The District Health Director must be consulted before offering employment to an applicant with a “No Rehire” or prior dismissal.

NOTIFICATION OF NON-SELECTION

1. Written notification should be sent to all applicants who interviewed and were not selected for a position, unless otherwise stated in the job announcement.

2. Reasons for non-selection are not to be provided verbally or in writing.

OFFER OF EMPLOYMENT

1. The hiring official or authorized designee is responsible for the final selection decision and forwarding the necessary paperwork for district management approval. No offer of employment, either verbal or written, is to be made without the explicit approval of district management or the District Health Director.

2. When employment is offered and accepted, the offer is to be confirmed in writing. The offer letter is to indicate whether the position is classified or unclassified, when and where to report for work, salary and other specific terms of the offer of employment. The District Personnel Office is responsible for sending the employment letter to the approved applicant.

SPECIAL PROVISIONS

The following may be applicable at the time employment is offered:

1. ACKNOWLEDGEMENT OF UNCLASSIFIED POSITION - The District Personnel Representative is responsible for ensuring that applicants (who are classified employees) who are offered unclassified positions read and sign an ACKNOWLEDGEMENT OF UNCLASSIFIED POSITION Form prior to reporting for work in unclassified positions. (See Human Resource/Personnel Policy #302 Movement from Classified to Unclassified Employment.)

2. PRE-EMPLOYMENT DRUG TESTING – Some positions in the Agency require pre-employment drug testing. As a condition of employment, applicants offered employment in positions subject to pre-employment drug testing must successfully complete the drug testing process. (See Human Resource/Personnel Policy #1302 – Alcohol and Drug Testing Programs.)

3. SELECTIVE SERVICE REGISTRATION – The Military Selective Service Act requires all selected male applicants between the ages of 18 and 26 to present proof of having registered with the Selective Service System or to present proof of being exempt from registration.
   3.1 When the offer of employment is made, selected male applicants should be advised that the District Personnel Representative must receive this proof within 3 calendar day of their first day of work. This deadline may be extended at the discretion of the HR Director.

NOTE: Applicants may call the Selective Service System at 1-847-688-6888 if a replacement acknowledgment card is needed to present as proof.

   3.2 If required proof is not received by the deadline, the offer of employment is to be withdrawn or the employee is to be separated from employment.

4. CRIMINAL HISTORY RECORD CHECK – Some positions require criminal history records be checked. (See CBH Personnel Policies #504 and #505 – Criminal History Records Checks.)

5. INTERDEPARTMENTAL TRANSFER – All applicants (who are classified employees), regardless of length of service, who are transferring to a classified position in CBH from another agency in State government should be given the ACKNOWLEDGEMENT OF PROVISIONS GOVERNING  INTERDEPARTMENTAL TRANSFER Form at the time employment is offered. (See CBH Personnel Policy #1103 – Transfer of Employee.)

RECORDS MANAGEMENT

1. Records of all written materials related to the selection process are to be retained for at least three (3) years. Records include but are not limited to the following:

• Job Announcement;
• Performance Management Plan;
• All materials submitted by applicants for consideration (e.g., Applicants for Employment, resumes, etc.);
• Screening devices;
• Composition of the interview team (if used);
• Interview questions and/or exercises;
• Interview notes (signed and dated by the interviewer) and/or written responses to questions;
• Additional information given to applicants;
• Reference information;
• Any applicant rating materials used; and
• Any other material considered relevant.

2. Certain documents listed above are confidential and are considered CLOSED under the Open Records Act. Requests for access to these records should be immediately discussed with the District HR Director prior to granting access or otherwise releasing information.

For additional information or assistance, please contact the District Personnel Office at 706/272-2342.

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