1069.0.0
RECRUITMENT
PROGRAM
1069.1.0 The
Department of Human Services (DHS) Career Opportunities Policy and the
procedures that implement it will be administered without regard to race,
creed, color, sex, age, religion, national origin, disability, veteran status,
or political affiliation.
1069.1.1
Applicants with disabilities are invited to request any needed accommodations
to participate in this program. Alternate formats (large print, audiotape,
etc.) will be provided upon request.
1069.2.0 This policy and the supporting
procedures apply to all positions within DHS and all applicants for employment
with DHS, unless otherwise stated as exempt or ineligible.
1069.3.0
Implementation and
Modification
The Office of Administrative Services (OAS), Human
Resources/Support Services Section (HR/SS) shall have primary responsibility
for the implementation of this policy and shall propose and coordinate any
modifications to these procedures for approval by the DHS Executive
Staff.
1069.4.0
Definitions
1069.4.1
Covered Positions - This policy applies to all
regular, classified positions, full or part time and permanent Extra Help
positions. See Section 1069.12 for procedures concerning unclassified
employees. This program does not extend to Emergency Hire appointments,
temporary Extra Help appointments, Interim Appointments or any other temporary
appointments. An approval waiver currently exists to exempt the Life Skills
Trainer I classification from these procedures.
1069.4.2
Eligible
Applicants - All DHS employees and all non-DHS employees are
eligible to apply for DHS positions except for the following:
A. DHS employees who are on a performance
probation (Personnel Performance Evaluation System [PPES] rating of
unsatisfactory).
B. DHS employees
who have accumulated six or more disciplinary points within the twelve months
preceding the closing date for the position being advertised.
C. Employees who have not completed six
months in their present position or if their present position requires
completion of a formal training period the employee must complete six months in
the position after completing the training program. Exceptions may be made on a
case-by-case basis, with the approval of the division director or
designee.
1069.4.3
Minimum Qualifications (MQs)- Applicants
must meet the stated minimum qualifications for a position. MQs are the job
related background and preparation, either education, experience or a
combination of both from which one acquires the necessary knowledge, abilities
and/or skills to satisfactorily perform the job at entry. MQs are established
by the Office of Personnel Management (OPM), Department of Finance and
Administration (DFA), and are listed on each state job specification. HR/SS or
the appropriate Institutional Personnel Office (IPO) will screen the State of
Arkansas Employment Application and determine if the applicant meets the
minimum qualifications for each particular position.
1069.4.4
Veteran's
Preference - The five or ten preference points added to an
applicant's screening score in accordance with Act 414 of 1947, Act 527 of 1981
and Act 40 of 1995. The applicant submits the documentation.
1069.5.0
Advertisement of Vacant
Positions
After release from court ordered and DHS Reduction In Force
(RIF) placement consideration, generally all vacant covered positions will be
advertised in the DHS Career Opportunities Bulletin (COB). The COB will be
prepared each week and will contain two types of advertisements: Continuously
Advertised Positions and Specially Advertised Positions. Positions that are
unclassified, or that have been approved for an emergency hire by the DFA/OPM
Administrator need not be advertised. All other positions must be advertised
within DHS (internally) and with the Employment Security Department
(externally).
1069.5.1
Continuously Advertised Positions
A. Continuously Advertised Positions are
those classifications that are advertised at all times with no closing date.
These classifications do not appear with a position number. When a vacancy
occurs in one of these classifications, the current pool of applicants is used
to compile the disposition listing. A Continuously Advertised Position may not
be specially advertised if a current pool of six or more applicants exists.
Exceptions will require written justification and approval by the division
director.
B. Determination of
Continuously Advertised Position classifications will be based on such factors
as frequency of job vacancies, availability of qualified applicants, special
recruitment and departmental needs. This list will be updated and revised
annually or more frequently if necessary to help reflect the job availability
and opportunities. Division directors may request that classifications be
continuously advertised by forwarding written justification to the HR/SS
Assistant Director.
1069.5.2
Specially Advertised
Positions
All positions not continuously advertised will be advertised
when a vacancy occurs. These positions will be listed in the COB on a weekly
basis. In accordance with Governor's Policy Directive 8, managerial and
professional positions will be advertised for a minimum of ten working days.
All other positions will be advertised for a minimum of five working days. The
managerial and professional designations as determined by OPM will be used in
determining the minimum advertisement period. Hiring officials may request
additional advertisement periods. Advertisement usually begins on Monday and
closes on Friday. When a holiday occurs within the advertisement period, the
closing date will be adjusted accordingly for a like number of days. Requests
for advertising a position must be received in HR/SS by the close of business
on TUESDAY each week. Any requests received by HR/SS after the
deadline will be held until the following week. After advertising, if there are
five or fewer qualified applicants, the hiring official may request
re-advertisement. A new Job Vacancy Request Form, DHS-1138 should be submitted
by the hiring official indicating a request to re-advertise.
1069.6.0
Distribution of DHS Career
Opportunities Bulletin (COB)
1069.6.1 The COB is available to all DHS
divisions and offices and other recruiting sources via the Internet and is also
posted in many offices where applicants have access. Within DHS, division
directors are to ensure that the Bulletin is accessible to all
employees.
1069.6.2 Employees are
encouraged to use the COB in seeking positions between divisions/agencies that
will result in career advancement or greater job satisfaction.
1069.7.0
Submission
Procedures
1069.7.1 When a vacancy occurs, the hiring
official completes and submits a Job Vacancy Request Form, DHS-1138; Hiring
Freeze Request Form, DHS-1132, unless the position is freeze exempt; and a
completed Functional Job Description, DHS-1158 to "Human Resources/Support
Services Section, ATTN: Recruiting Section, Slot 3300."
1069.7.1.1 Supervisors may submit these
documents upon receipt of a pending vacancy notice (notice may be a written
resignation or verbal notice).
1069.7.2 If the vacancy request is for a
Continuously Advertised Position, an interview list will be prepared from the
current pool of applicants and forwarded to the hiring official with a copy of
the application for each applicant. If there are five or fewer available
applicants, the hiring official will be contacted and may either accept the
list for interview or request that the position be advertised. A continuously
advertised list will be available for the hiring official within five working
days.
1069.7.3 All other vacancy
requests will be advertised in the COB for the minimum advertisement period.
The hiring official will be provided with an interview list within two weeks of
the closing date.
1069.7.4 If an
individual selected for a position resigns within sixty days, the hiring
official may select the second highest qualified person without submitting a
new Job Vacancy Request Form, DHS-1138. A new freeze submission/approval by OPM
is required.
1069.8.0
Certification and Referral
1069.8.1
Minimum
Qualifications
A. To be
considered for a position, the state requires that the applicant meet the MQs
that DFA/OPM has established. The IPO will certify that these requirements are
met (on the basis of the information provided on the current application).
Certain positions also require that established special requirements be met for
the applicant to be minimally qualified. Examples of special requirements are
licenses and certifications. The MQs and Special Requirements are to be
published for both Continuously and Specially Advertised Positions listed in
the COB.
B. Meeting MQs is
determined by the education and experience listed on the application. Thus, it
is very important that an applicant provide accurate information on the
application form. Applicants may submit a resume with their application,
although it is not required.
C. A
notice advising that the applicant does or does not meet the MQs will be
forwarded from the IPO to the address listed on the application. To request an
appeal of a determination that an applicant does not meet MQs, a written notice
must be forwarded to the IPO where the application was made. Final appeal is to
the State Qualifications Review Committee (QRC). If an applicant desires to
make an appeal to QRC, a completed State of Arkansas Application Form must be
submitted with the written request. An interview list or hiring decision will
not be delayed pending an appeal to QRC.
1069.8.2
Referral
All qualified applicants will be referred and the hiring
official must attempt to contact all applicants for interview. Only those
applicants contacted and desiring an interview must be scheduled for an
interview. When a list is requested and contains more than ten applicants, the
hiring official may screen the applications into "well qualified," "fully
qualified," and "minimally qualified," using a formal screening technique
developed from the position's knowledge, abilities, and skills (KAS) from the
functional job description (benchmarking). These scores will be documented and
submitted as part of the hiring packet. (See DHS Hiring Procedures for
additional detail.) This procedure is applicable only when there are more than
ten applicants and is an optional step. Five is the minimum number of
applicants who must be contacted. If this method is
not used, then all minimally qualified applicants must
be interviewed.
1069.9.0
Application Procedures
1069.9.1 All applicants will use the state
application form. Both DHS employees and other applicants are required to
properly complete and sign the application form. Current DHS employees are
required to complete (both sides) and sign the DHS Addendum Form DHS-1143, and
submit it with all applications. Incomplete applications will be returned to
the applicant. All applications submitted via the Internet should be
signed and dated at the time of the interview.
1069.9.2
To Apply for a
Continuously Advertised Position
A. Eligible applicants must submit a properly
completed and signed State of Arkansas Employment Application Form and DHS
Addendum Form, DHS-1143 for each classification title for which they wish
consideration. Only ONE classification title may be entered per
application. Applicants must indicate in the Availability Section of the
Addendum Form, DHS-1143 the specific counties and divisions within DHS in which
they would accept employment. Failure to indicate such designations or failure
to properly complete any portion of the application form will result in the
application not being processed and being returned to the applicant.
B. Applications for Continuously Advertised
Positions will be accepted at any time. An application must be active at the
time a Continuously Advertised Position hiring eligibility list is requested.
Applications for Continuously Advertised Positions will be active for sixty
days. Applicants desiring further consideration must submit the letter provided
prior to the end of the sixty-day period.
1069.9.3
To Apply for a Specially
Advertised Position
A.
Applications will be accepted only during the advertisement period, and a
separate application must be submitted for each specific position number.
Applications received after the closing date will be returned to the
applicant.
B. If the classification
is on the Continuously Advertised list, HR/SS will enter the application into
the Continuously Advertised Pool.
1069.9.4
Submission of
Applications
-
Completed
applications must be submitted in one of two ways:
A. Applications may be submitted in person by
the advertised closing date to a DHS county office, IPO, the reception desk for
DHS or the DHS Recruitment Section.
B. Applications may be mailed directly to
HR/SS. To save time, applications should be mailed directly to the personnel
office that is advertising the vacancy. Applications postmarked by the
advertised closing date will be accepted if received within three working days
after the closing date.
C.
Applications may be sent via the Internet.
D. If an application is submitted directly to
a work unit, it will be date stamped and forwarded to the personnel office
advertising the position. If the postmark or date stamp, if hand delivered,
indicates it was received in compliance with items No. 1 and 2 above it will be
processed. Regardless of the date stamp or postmark, if it is not received by
the personnel office advertising the position prior to
beginning the register printing process, it will not be accepted.
1069.9.5
Americans
With Disabilities Act Accommodations
- Alternate
formats (large print, audiotape, etc.) will be provided on request. It is,
however, an applicant's responsibility to advise the OHR/IPO of the need for
special accommodations.
1069.10.
Veterans Preference
Applicants desiring veterans preference in accordance with Ark.
Code Ann. §
21-3-302, "The Veterans Preference
Law." must submit the necessary documents with their application. Please note
that only veterans who served on active duty during specified wars and
conflicts are eligible for veterans preference.
1069.10.1 Applicants may have five points
added to any score used to establish employment lists if they are:
A. Honorably discharged war veterans and
submit Form DD214.
B. The widows or
widowers of war veterans and submit documentation on their spouse's enlistment,
induction or entry to active duty; marriage license or certificate of marriage;
and death certificate or other acceptable proof showing date of spouse's
death.
1069.10.2
Applicants may have ten points added to scores if they are:
A. Service-connected disabled war veterans
and submit Form DD214 and a service-connected disability letter from the
Veterans Administration dated within the last six months.
B. The spouses of service-connected disabled
war veterans whose disability disqualifies them for appointment (selection) to
the position for which application is being made by the spouse, and submit Form
DD214, a service-connected disability letter from the Veterans Administration
dated within the last six months, a marriage license or certificate of
marriage, and an affidavit attesting the veteran is physically unable to hold
the position for which the spouse has applied, if appointed.
C. Veterans over fifty-five years old who are
disabled and entitled to compensation under existing laws and submit their
DD214, birth certificate, and an affidavit showing proof of
disability.
D. The spouses of
veterans listed in Item No. C. above whose disability disqualifies them for
appointment (selection) to the position for which application is being made by
the spouse, and submit Form DD214, a service-connected disability letter from
the Veterans Administration dated within the last six months, a marriage
license or certificate of marriage, and an affidavit attesting the veteran is
physically unable to hold the position for which the spouse has applied, if
appointed, and a birth certificate or other acceptable proof of the veteran's
age.
1069.11
Application Status
1069.11.1
Applications for Continuously Advertised Positions will be active for that
classification title for sixty calendar days from the date of submission. At
the end of that sixty-day period, the letter provided by HR/SS must be
submitted to renew the application. Applications for Specially Advertised
Positions will be active for the period of time required to process lists for
that position.
1069.11.2 An
application will be removed from further consideration for the position when
the applicant:
A. Declines a job
interview
B. Refuses a job
offer
C. Fails to attend a
scheduled interview
D. Cannot be
contacted by the hiring official at the telephone numbers or address given
Note: The hiring official is required to attempt
to contact applicants by phone at least three times over a two-day period. A
supervisor may contact applicants in writing; therefore, it is extremely
important that applicants notify OHR or IPO in writing of any changes to
address or phone numbers.
1069.11.3 The acceptance of a position
cancels all of an applicant's active applications. A new application may not be
submitted to receive further consideration until six months after accepting the
position.
1069.11.4 The letter of
acceptance for a position will contain the following conditions of employment:
A. The employee will not apply for other DHS
positions until satisfactory completion of the DHS new-hire probationary
period. However, within his or her division, a division director may make an
exception to the six-month probationary period, on an individual basis. For
changes involving more than one division, the DHS Director will make the final
decision if there is a conflict between the potential losing and gaining
division directors.
B. DHS new-hire
employees will be required to pass a drug-screening test. The cost of the drug
test will be paid for by the DHS hiring division.
C. DHS employees who are selected for
positions identified as requiring a formal state and/or federal criminal record
check will be advised of this requirement as a condition of employment. (See
DHS Policy 1080 - Employee Criminal Record Check.)
D. The employee must submit a Disclosure
Statement if he or she or an immediate family member (spouse, father, mother,
sibling, or child) is a current or former (within two years) member of the
Arkansas General Assembly, a Constitutional Officer, or a state
employee.
1069.12
Guidelines For Unclassified Employees
1069.12.1
Applicability
These guidelines are applicable to all personnel selections
through the first level below the Division Directors. All division and office
directors will follow these guidelines in hiring.
1069.12.2
Notification Concerning
Unclassified Employee Position Vacancy
Division and office directors will advise the DHS Director of
any unclassified position vacancy prior to recruitment
of applicants.
1069.12.3
Selection of Unclassified Personnel
Directors at their discretion may or may not utilize the normal
DHS procedures for recruitment and selection of applicants for unclassified
positions. Once a candidate has been selected, the Division or Office Directors
will inform the DHS Director who must approve the hiring decision before any
commitment to hire is made except in cases of board appointments. The DHS
Director has the option of arranging an interview with the candidate. No
appointment to the position shall be made prior to the DHS Director's
concurrence, except in instances of board appointments. In such cases, the DHS
Director shall be notified of any appointment immediately following
selection.
1069.13
Drug and Alcohol Use
1069.13.1 It is the policy of DHS that all
employees are prohibited from using or possessing controlled substances or
alcohol while on duty or working with the presence of alcohol or illegal drugs
in the employee's body, or abusing legal drugs. Employees who engage in drug
and alcohol abuse face the risk of unemployment and the forfeiture of worker's
compensation medical and indemnity benefits.
1069.13.2 Three levels of drug and alcohol
testing are used to maintain a drug free work force:
A. All persons selected for new employment or
a change of employment with the Department must submit to a drug screening as a
precondition of employment. All hiring decisions in DHS are contingent on the
selectee passing pre-employment drug screening. This applies to current DHS
employees applying for different positions as well as external
applicants.
B. All employees are
subject to reasonable cause drug and alcohol screening.
C. Employees in safety sensitive positions or
engaged in drug prevention activities are also subject to random drug testing
as a condition of employment.
1069.13.3 Refer to DHS Policy 1087, DHS
Employee Drug and Alcohol Prevention, for complete policy.
1069.14
Initiating
Section/Department
Office of Administrative Services
Human Resources/Support Services Section
Donaghey Plaza South
Slot Number 3403
P.O. Box 1437
Little Rock, AR 72203-1437
Telephone: (501) 682-6249
Replacement Notation: This policy rescinds DHS Policy 1005, Key
Personnel Selection,
and replaces DHS Policy 1069, previously named Career
Opportunities Program and issued with an effective date of April 1,
1998.