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HomeMy WebLinkAboutC01.0 Hiring Procedures CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: HIRING PROCEDURES SECTION. C NUMBER: 1.0 PREPARED BY: Human Resources REVISED DATE: 02/01/2014 PAGE: 1 of 4 PURPOSE 1.1 The purpose of the Hiring Employees policy is to hire the most capable and qualified candidates, to standardize hiring practices, and to avoid implied job offers. The City of Grapevine adheres to the following procedures. POLICY 1.2 HIRING PROCEDURES 1.2.1 Department Heads/hiring supervisors request that a budgeted vacancy be advertised after reviewing and updating the current job description, as needed. Departments should review the job announcement to be posted by the Human Resources Department. 1.2.2 Job announcements are: o Posted as required o Distributed to all City departments o Sent to persons completing job notice cards o Advertised in newspapers, professional journals and Internet web sites 1.2.3 The Human Resources Department screens the applications for those that meet minimum qualifications and forwards to the hiring supervisor. CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: HIRING PROCEDURES SECTION. C NUMBER: 1.0 PREPARED BY: Human Resources REVISED DATE: 02/01/2014 PAGE: 2 of 4 1.2.4 Hiring supervisors schedule and conduct interviews. The supervisor should review the applicant's answers to questions on the application with the applicant and ask follow-up questions, as necessary. The supervisor should ask the applicant if they have thoroughly and honestly answered the questions on the application. Thoroughness and honesty have been a particular concern with the following question: Have you ever entered a guilty plea or no contest or been convicted of a crime in a civilian or military court or received a deferred adjudication (not including traffic violations)? Supervisors may allow applicants to edit or correct their original answers to this question during the interview. The applicant is not allowed to edit or correct their answer to this question, or to rewrite their application form after it is forwarded to Human Resources to conduct a background check. 1.2.5 Completed applicant rating forms, test results, copies of certifications or degrees not previously provided by the applicants, and all applications/resumes are sent to the Human Resources Department for records retention purposes after all interviews are complete. The hiring department also submits a completed Status Change Form for the top candidate. The Status Change Form is signed by the hiring supervisor and the department head and may also be signed by other supervisory Human Resources in the chain of command. 1.2.6 The Human Resources Department conducts job reference checks, requests driving record or other job-related records as needed, and relays screening results to the hiring supervisor. An Open Records Request is completed by the Human Resources Department for candidates who recently worked for other governmental agencies. Documents requested include, but not limited to, performance evaluations and documentation of disciplinary actions. 1.2.7 When the application packet and background is complete, the Human CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: HIRING PROCEDURES SECTION. C NUMBER: 1.0 PREPARED BY: Human Resources REVISED DATE: 02/01/2014 PAGE: 3 of 4 Resources Director and City Manager sign the Status Change Form, indicating final authorization to hire. 1.2.8 Only after the background check is complete and the City Manager's office has signed the Status Change Form will the Human Resources Department or hiring supervisor extend the job offer to the candidate of choice verbalizing that it is contingent upon verification of employment eligibility and passing a job-related physical assessment (if applicable), a basic physical, and a drug test to detect the use of illegal or controlled substances. 1.2.9 The Human Resources Department obtains results of the drug test and physical assessment, and obtains appropriate identification, waivers, or forms. 1.2.10 The new employee is scheduled to attend New Employee Orientation shortly after they begin work to complete payroll and benefit enrollment forms. 1.2.11 Exception to this hiring procedure in some cases is where departments participate in multi-agency testing. 1.2.12 All applicants/employees are required to submit to a drug screen under the provisions of the Drug Free Work Place Act. 1.2.12 All applicants/employees selected to fill positions requiring a commercial driver's license are required to submit to a medical examination and testing for controlled substances established by the Federal Highway Administration as mandated by the Omnibus Transportation Employee Testing Act of 1991 . 1.3 AVOIDING IMPLIED JOB OFFERS CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: HIRING PROCEDURES SECTION. C NUMBER: 1.0 PREPARED BY: Human Resources REVISED DATE: 02/01/2014 PAGE: 4 of 4 1.3.1 Supervisors should inform applicants of the starting salary or starting salary range for the vacant position and ask what their salary expectations are. Emphasis should be made at this point that the applicant is not being offered a job. 1.3.2 Supervisors should inform the applicant approximately when the vacancy will be filled and ask if that timeframe creates a problem. 1.3.3 At the close of the interview, supervisors should inquire if there is anything else the applicant would like to say before their references are checked. The supervisor may need to restate that the applicant is not being offered a job and the applicant will be notified in person, by mail, or by E-mail, when a finalist has been selected. If the supervisor is contacted again by the candidate, they should be informed that a decision has not yet been made. 1.3.4 Supervisors should send letters of notification or E-mails to all applicants interviewed for the position. Hiring supervisors or a Human Resources Department representative makes the authorized job offer to the finalist. This offer is contingent upon the applicant's ability to pass a drug screen, physical assessment, and verification of employment eligibility.