4002 Recruitment and Selection | ADMINISTRATION-5600-MANUAL
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Georgia Division of Aging Services |
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Chapter: |
4000 Workforce Development |
Effective Date: |
June 16, 2022 |
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Section Title: |
Recruitment and Selection |
Reviewed or Updated in: |
MT 2022-07 |
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Section Number: |
4002 |
Previous Update: |
MT 2020-01 |
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Summary Statement
It is the policy of the Georgia Department of Human Services (DHS), Division of Aging Services (DAS) to provide equal employment opportunity to all employees, in compliance with state and federal laws. Appointments to positions within DAS are approved by the Director or designee.
Basic Considerations
The goal of DAS is to ensure that jobs (vacancies) are advertised in a manner to attract diverse, qualified applicants. Applicants seeking employment with DAS should submit their applications following guidelines set by DHS Office of Human Resources (OHR) in the recruitment announcement.
DAS Section Manager requests to fill positions must be processed through the DAS Deputy Director.
Positions are posted by DHS OHR in coordination with the DAS Deputy Director.
DAS Section Managers are responsible for hiring in their section but may delegate the hiring manager role to the direct supervisor or other management position in their section. Section Managers may insert themselves at any point in the process between hiring manager and DAS State Office.
Refer to OHR MAN 1300, Chapter 400, Recruitment and Selection throughout the hiring process.
Procedures
Recruitment
Step 1: When a position becomes vacant, the hiring manager will review the job responsibilities to ensure that the Performance Management Plan reflects accurate information. The position must be properly budgeted, allocated and classified.
Step 2: The Director’s Office, in coordination with the applicable Section Manager(s), will review to determine whether the position will be filled, reclassified, reallocated or deactivated.
The position may also be moved to another DAS office or unit if warranted by caseload or workload data.
Step 3: If the position will be filled, the DAS Deputy Director will complete and submit the request to hire requisition in HR PASS.
The Deputy Director will ask the hiring manager(s) to review the Job Posting Template and to define counties covered by the position, if applicable.
The request to fill requisition will include the following as hiring managers:
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DAS Deputy Director
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Direct supervisor for the position
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District Manager or Section Manager
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HR Generalist(s)
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Other position(s) in the chain of command as requested
The Deputy Director will establish the approval groups, request a job posting of seven days and attach required documents.
| Most attachments are in pdf form, but the Job Posting template is always attached separately as a WORD document. |
Step 4: OHR will post the position. Resumes will then be visible in HR PASS to all hiring managers.
| Once resumes are received, the screening and interview process should begin immediately, even if the job posting is extended. |
Step 5: Select the Interview Panel. The interview panel should consist of at least two stake holders in addition to the hiring manager. The Deputy Director or Director may, at his/her discretion, serve on any interview panel, may appoint a designee to serve, or conduct a second interview of top candidates.
Step 6: The hiring manager or HR liaison will follow HR PASS procedures to
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Review referred applicants
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Schedule interviews
There must be at least one candidate moved to interview in HR PASS, unless there are no viable candidates after resume review.
Review of Applicants
The hiring manager will determine the candidates for interview based upon the information on the application. The “Questions” portion of the HR PASS application should also be reviewed.
Prior to conducting a phone screening and/or interview for current or previous DHS or state employees, forward a list of those candidates to the HR Generalist for review of previous or pending adverse actions (e.g. dismissal, not recommended for rehire, etc.) and copy the Division Deputy Director.
| it is strongly recommended that a telephone screening occur prior to scheduling an interview with the candidate. At a minimum, the hiring manager should make sure that: |
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The candidate understands the pay grade. If the candidate is a state employee, determine with the candidate if the position will be a promotion, demotion, or lateral transfer.
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The candidate understands the location of the position and whether or not teleworking is an option.
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The candidate understands the nature of the job, such as travel requirements, etc.
Step 7: Conduct Interviews. Refer to MAN 1300, Chapter 400, Policy 402, Section K, for interview material retention.
Appointments
Refer to the DHS intranet, Office of Human Resources/HR PASS for the Hiring Manager Checklist.
Step 1: DAS hiring officials must conduct reference checks prior to making a selection in accordance with DHS policies and applicable state and federal laws. Reference check sample forms can be found on the DHS intranet under the Office of Human Resources/HR PASS. All external applicants are required to give at least two (2) references. If the candidate is a current DHS employee, a Performance Management Form evaluation should be reviewed.
Step 2: After interviews have been completed, the hiring official must submit the appointment packet to the Deputy Director via email, with all appropriate, completed documents attached:
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Documentation of two (2) reference checks
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Completed Interview Scorecard by the hiring manager (Interview Summary)
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Completed Interview Evaluation Forms (Interview Rating) for each interviewed candidate by each panel member
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Interview notes for each candidate by each panel member
Optional attachments may include:
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Proof of education (transcript, copy of diploma)
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Performance Evaluation (if the candidate is a current state employee)
Documents should be in pdf form. Preferred method of submission is one pdf per candidate interviewed to include notes/ratings for each candidate interviewed by each panel member. The selected candidate’s pdf may also contain the interview summary and references. If the hiring manager does not schedule the interviews in HR PASS, the interview schedule must also be included in the email to the Deputy Director.
The hiring manager WILL NOT move a candidate to hire in HR PASS; this will be done by the DAS Deputy Director.
The hiring manager may “reject” candidates in HR PASS who do not respond to interview requests, decline to be interviewed and/or decline the position at screening or interview, or who are “no shows” for the interview. Care must be taken to select the appropriate “reject” reason in the system.
Step 3: The Deputy Director will review the hire packet and determine appropriate salary based upon HR rules for promotions, demotions or lateral transfer or whether special entry salary for DAS is applicable. If there are special circumstances, the Deputy Director will consult with OHR and/or the Division Director.
The Deputy Director will move the selected candidate to hire in HR PASS and establish approval groups as follows:
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Division Director
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Budget (if salary is above original requisition amount)
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Compensation (makes the final determination on salary)
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Other approvers per HR policy
Step 4: The Deputy Director will notify the recruiting manager via email that s/he may notify the candidate they are still under consideration and that OHR will be in touch regarding background checks and next steps. The candidate must be cautioned not to resign any current position until the official offer is made by OHR.
If the candidate is not appropriate, the Deputy Director will notify the hiring manager. Go to step 6.
Step 5: Once OHR notifies the DAS Director’s Office that the background check is clear, a draft offer letter is reviewed by the DAS Deputy Director. Once approved, OHR contacts the candidate.
Step 6: If the candidate was not approved by the Director, the candidate fails the background check or the candidate withdraws, the recruiting manager will either
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Submit the second selection for approval to the DAS Deputy Director or
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Request that the position be re-posted on the DHS website.
The DAS Deputy Director will enter the request to repost in HR PASS.
Appointments for new hires are always on the 1st or 16th of the month, or on the first workday thereafter.
| New hires must attend an orientation session with OHR. The date, time, location and other instructions are in the offer letter. |
Other Considerations
Standards of Employment
All DAS employees are expected to adhere to the DHS Standards of Conduct. Refer to MAN 1300, Policy 1201: Standards of Conduct and Ethics in Government.
Records
Official personnel files for DHS employees are maintained by DHS transactions center [i.e., OHR].
Other personnel files may be maintained by DHS organizational units but are not considered official personnel files. Refer to DHS Policy 600, Section A.
These unofficial records must be maintained in a locked area. Disclosure of employee information may only be released to authorized officials.
Supervisory files are to be maintained by each employee’s work unit for the duration of employment in the unit. When employment in the work unit ends, supervisory files are maintained until the end of the calendar year, plus one additional calendar year. They must then be destroyed, unless there is an ongoing issue involving the individual employee’s employment with the Department. Refer to MAN 1300, Policy 600, Section B.