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Policy 06.01 Recruitment and Selection

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POLICY TITLE:

Recruitment and Selection

POLICY NUMBER:

06.01

VERSION:

2.0

REVISED DATE:

March 13, 2018

REVIEWED DATE:

March 13, 2018

APPROVAL DATE:

March 22, 2018

EFFECTIVE DATE:

April 2, 2018

NUMBER OF PAGES:

4

A. OVERVIEW

1. Description and Purpose The purpose of this policy is to establish policies on procedures regarding recruitment and selection of applicants.

2. Applicability This policy applies to all employees of the City.

3. Failure to Comply Failure to comply with this policy may result in disciplinary action in accordance with all disciplinary policies of the City.

B. POLICY AND PROCEDURE

1. The City believes that hiring qualified individuals to fill positions at the City contributes to the overall strategic success of the City. Each employee, while employed, is hired to make significant contributions to the City and community. In hiring the most qualified and fit candidates for positions, the following hiring process should be followed.

2. Anti-Discrimination

a. The City provides equal employment opportunities in compliance with federal civil rights law to all employees and applicants for employment in accordance with federal law. Refer to City Personnel Policy Number 02.05 – Anti-Discrimination for further guidance.

3. Job Announcements

a. All regular and contracted position openings shall be posted on the City’s website, Facebook page, local radio station, and at least four (4) locations within the community for review.

b. Jobs announcements shall be posted for a minimum of two (2) weeks and will remain posted until the position is filled.

c. The City Manager and Department Directors, with written approval from the City Manager may hire persons to fill temporary positions when such needs arise without posting notice as stated above.

d. Job announcements shall be prepared by Department Directors or Division Managers and shall be reviewed and approved by the Human Resources (HR) division prior to posting.

4. Application for Employment

a. All applicants seeking employment with the City shall complete an Application for Employment.

b. The City may require a resume be completed for certain positions. In this case a resume may not be used in lieu of an Application for Employment.

5. Internal Transfers

a. Employees who have been in their current position for at least one (1) year may apply for internal job openings. This requirement may be waived with the consent of the employee's manager and HR.

b. Employees must complete the Internal Job Opening Request Form. The form must be completed and submitted to the HR within one (1) week after the job is posted.

c. All applicants for a posted vacancy will be considered on the basis of their qualifications and ability to perform the job successfully. Internal candidates who are not selected will be notified by HR.

6. Recruitment Advertising

a. Positions are advertised externally based on need and budget requirements.

b. Human Resources is responsible for placing all recruitment advertising.

7. Applicant Screening

a. The Department Directors or personnel conducting the hiring, and HR will screen applications and resumes prior forwarding for verification and scheduling interviews.

b. Incomplete applications may not move forward for consideration.

c. Applicants not in “good standing” with the City will not be considered.

8. Verification of Applicant/Candidate

a. The City, depending on the position, will verify an applicant’s/candidate's prior employment, education, criminal background information, credit history, and other pertinent data to ensure the candidate is being honest about his experience and credentials. Employment, education, criminal background information, credit history, and other pertinent data verification are required for the following positions:

i. City Manager

ii. Director of Public Safety/Chief of Police

iii. Police Officers

iv. Public Works Director

v. Finance Director

vi. Division Managers

vii. Other positions deemed by the City Manager.

b. The City will use a qualified officer in its Department of Public Safety or designee to perform the verifications.

c. See City Personnel Policy Number 06.05 – Criminal Background Checks for more details on this process.

9. Interview Process

a. Interviews may be scheduled upon completion of the applicant screening and verification processes described above.

b. Generally, the City will conduct interviews using a team approach.

c. The City will use a structured interview process. Interview questions should be compiled by the interviewing team and reviewed by the HR prior to the interview.

d. After the team completes the interview process, the results of the interview should be reviewed by the team. The Department Management personnel has the authority to make the hiring decision.

e. Management must use the Applicant Summary Tracking Form and notify the HR of all interviews conducted. All applications and resumes of applicants not selected must be forwarded to the HR department for retention.

10. Job Offers

a. If the HR receives satisfactory results from the in the verification process (i.e. reference checks, criminal background check, and the drug and alcohol screen, etc.), it will notify the candidate to confirm the job offer.

b. All job offers will be reviewed and approved by the City Manager.

c. Job offers shall be in written form.

d. Management shall complete a Status/Payroll Change Form, within five (5) business days of the applicant accepting the job offer.

11. Non-Selection of Applicants

a. Applicants may be not be selected for a position based on a variety of different factors, which may include but is not limited to: qualifications; fit; unsatisfactory reference checks, background check, credit history; and other pertinent data.

b. Human Resources will notify applicants who are not selected for a position.

12. Medical Examinations

a. Various positions with the City may require the applicant/employee to obtain a medical examination to determine if the applicant/employee is medically/physical fit for the position in question.

b. Human Resources will notify applicants/employees if a medical examination is required for employment or continued employment.

c. All medical records obtained will be kept in a separate employee medical file in accordance with City Personnel Policy Number 07.02 – Personnel Records.

13. Orientation

a. The City has a long-standing policy of orienting new employees to the culture of the City in order to facilitate organizational learning and employee productivity in a minimum period of time.

b. In furtherance of this policy, the company requires the new-hire orientation program be conducted within three days of an employee’s start date.

c. See City Personnel Policy Number 06.09 – New Employee Orientation for more details on this process.

14. Responsibility

a. The City Manager is responsible for the overall management of the recruitment and selection processes, including employment-related agency relationships, contract negotiations and maintenance, and the processing of new requisitions, offers and employees.

C. FORM(S)

1. Application for Employment.

2. Applicant Summary Tracking Form

3. Status/Payroll Change Form.

D. REFERENCE(S)

1. City Personnel Policy Number 02.05 – Anti-Discrimination.

2. City Personnel Policy Number 06.05 – Criminal Background Checks.

3. City Personnel Policy Number 07.02 – Personnel Records.

4. City Personnel Policy Number 06.09 – New Employee Orientation.

E. DEFINITION(S)

1. None.

F. POLICY HISTORY

1. This policy replaces Section 11.03 in the City Code of Ordinances (CCO).