HomeMy WebLinkAbout0203 Hiring Procedures9
203 Hiring Procedures
In an effort to hire the most capable and qualified candidates, and to standardize
hiring practices, the City of Grapevine uses the following standard hiring
procedures:
.01 When a budgeted position vacancy occurs, the hiring supervisor is responsible for
carefully evaluating the job description of the vacant position to determine if there
have been changes to the essential job functions and/or experience, education,
and certification requirements. Changes should be submitted to the Human
Resources Department for review prior to posting the job.
.02 Departments should review all job announcements to be placed by the Human
Resources Department. Job announcements will be:
A. posted as required,
B. sent to persons who completed online job notifications, and
C. advertised in professional journals, Internet web sites, or other methods as
appropriate.
.03 All applications will be received and stored in the City’s applicant tracking system
and will follow State of Texas records retention requirements.
.04 Each hiring department will be responsible for conducting interviews with potential
candidates. Guidelines for interviewing applicants and sample interview questions
are available in the Human Resources Department. The hiring department will
compile the interview questions and submit to Human Resources for review prior
to conducting the interviews. Only the interview questions approved by Human
Resources may be used during the interviews.
.05 Upon selection of the applicant to fill the vacancy, all interview materials and notes
must be saved to Laserfiche for appropriate records retention.
.06 Once the hiring department has made a selection, they must submit a completed
Status Change Form to the Human Resources Department. The Status Change
Form will be signed by the hiring supervisor and the Department Head and may
also be signed by other supervisory personnel in the chain of command.
.07 Employment verifications will be conducted by the Human Resources Department
for all full-time employees for all job-related positions in the previous five years of
employment. In addition, the Human Resources Department will conduct all
employment verifications for positions requiring a CDL driver’s license.
10
The hiring department may conduct employment verifications for regular part-time,
part-time, casual, seasonal and temporary positions (except for CDL positions).
The Human Resources Department will provide a standard list of questions that
departments will use for this purpose.
.08 With the exception of Police and Fire positions, the Human Resources Department
will conduct background checks appropriate for the position and relay the
screening results to the hiring supervisor. An Open Records Request will be
completed by the Human Resources Department for candidates who recently
worked for other governmental agencies. Documents requested will include, but
not be limited to, performance evaluations and documentation of disciplinary
actions. (Background investigations for sworn and civilian jobs in the Police and
Fire Departments are conducted under the direction of the department’s Chief.)
.09 With the exception of Police and Fire positions, the Human Resources Department
will extend a contingent job offer, including the starting salary offer and will outline
the offer as contingent upon passing appropriate pre-employment screenings.
Sworn Police Officers rehired within one year are not required to take a written
exam again.
.10 All applicants/employees will be required to submit to a drug screen under the
provisions of the Drug Free Work Place Act.
CDL Requirements
Applicants/employees selected to fill positions that require a commercial driver’s
license to transport the public will be required to take the DOT physical as a pre-
employment physical or present a current DOT medical card. Once employed with
the City, the employee is required to renew their DOT medical card as required.
Successfully passing the physical is a City policy requirement, not a Department
of Transportation requirement. A FMCSA pre-employment drug test is required for
all applicants/employees selected who operate a commercial motor vehicle.
FRA Requirements
The Federal Railroad Administration requires applicants/employees who are
required to obtain a locomotive Engineer or Conductor’s certification to take a
hearing and vision exam every three years. The City requires a drug screen,
physical and functional assessment pre-employment screening as well as vision
and hearing exams per CFR Title 49, Part 240 and 242. In addition, vision and
hearing exams will be repeated every three years in compliance with these
regulations.
.11 The Human Resources Department will obtain appropriate identification, waivers,
and/or forms and will obtain test results.
.12 Only after all of the pre-employment screenings indicated in the contingent job offer
are complete, the Human Resources Director and City Manager or Assistant City
Manager sign the Status Change Form indicating final authorization to hire.
11
When the candidate of choice has successfully completed all pre-employment
activities, the Human Resources Department will notify the hiring supervisor. The
hiring supervisor will coordinate a hire date and will notify the Human Resources
Department for approval. The hiring supervisor will be responsible for moving the
applicant to “Hired” in the applicant tracking system and contacting each applicant
interviewed for the position to notify them of the disposition of their application.
.13 All departments of the City shall make reasonable accommodation to the known
physical or mental limitations of a qualified applicant or employee. A department
may not deny any employment opportunity to a qualified disabled person if the
basis for the denial is the need to make reasonable accommodation to the physical
or mental disability of such person. Department Heads, supervisors, employees
and applicants with accommodation questions should contact the Human
Resources Department.
.14 An applicant shall be disqualified from consideration if he/she:
A. does not meet the minimum qualifications necessary for performance of the
duties of the position involved;
B. has knowingly made a false statement on the application form or supplements
thereto;
C. has committed or attempted to commit a fraudulent act at any stage of the
selection process;
D. is not legally permitted to hold the position; or
E. does not pass the pre-employment screenings for the position.
An applicant may be disqualified from consideration upon other reasonable
grounds relating to job requirements.
.15 New regular full-time and regular part-time employees will be scheduled for New
Employee Orientation to complete payroll and benefit enrollment forms.
.16 Exceptions to this hiring procedure will be in cases where departments participate
in multi-agency testing.
Revised 03/01/2019
Revised 06/16/2021