HomeMy WebLinkAboutHiring - SOPIdaho
Department of
Correction
Standard
Operating
Procedure
Title:
Hiring
Page:
1 of 11
Control Number:
211.07.01.001
Version:
1.0
Adopted:
00-00-0000
IDOC Data Sensitivity Classification - L3 Restricted
Sharla Means, human resources manager, approved this document on
09/23/2016.
Open to the public: Yes
SCOPE
This standard operating procedure (SOP) gives specific guidance to employees,
supervisors, and managers in recruitment, screening, and hiring for all staff positions within
the Idaho Department of Correction (IDOC) such as advertising new positions, background
and reference checks, selecting eligible candidates, and processing new employee
appointments.
Revision History
Revision date (09/23/2016) version 1.0: Procedural content from policy 211 Hiring and Probation
was moved from the policy to this SOP. Related forms were also migrated to the SOP.
TABLE OF CONTENTS
Board of Correction IDAPA Rule Number ............................................................................. 2
Policy Control Number 211................................................................................................... 2
Purpose ................................................................................................................................ 2
Responsibility ....................................................................................................................... 2
Standard Procedures ........................................................................................................... 2
1. Equal Opportunity ........................................................................................................ 2
2. Confidentiality .............................................................................................................. 2
3. Recruitment ................................................................................................................. 3
4. Non-Classified Appointments ....................................................................................... 4
5. Double Filling a Position............................................................................................... 4
6. Types of Appointments Used to Fill Classified Positions .............................................. 4
7. Employment Interview .................................................................................................. 7
8. Hiring Process ............................................................................................................. 8
9. Hiring Packet ............................................................................................................... 9
10. Hiring Packet Approval Process .................................................................................10
Definitions ...........................................................................................................................10
Control Number:
211.07.01.001
Version:
1.0
Title:
Hiring
Page Number:
2 of 11
IDOC Data Sensitivity Classification - L3 Restricted
References ..........................................................................................................................10
BOARD OF CORRECTION IDAPA RULE NUMBER
None
POLICY CONTROL NUMBER 211
Hiring and Probation
PURPOSE
It is the policy of the Board of Correction that the IDOC fills all positions based on merit and
in accordance with applicable federal and state laws.
In order to maintain and protect the security of the department and its facilities, it is the
policy of the board that IDOC performs thorough and careful screening of the applicants
before hiring.
RESPONSIBILITY
Human Resource Manager
The human resource (HR) manager or designee is responsible for:
• Developing and administering a hiring process, which identifies qualified applicants
and assures applicants are selected for positions based on merit and in accordance
with applicable federal and state laws.
• Providing consultation and HR services to supervisors and managers on the hiring
process to facilitate the recruitment, screening, selection, orientation, and
management of new staff.
Hiring Managers
Hiring managers are responsible for:
• Specifying and clarifying, for approval by the HR manager, changes to minimum
qualifications, specialty areas, or desirable qualifications for a position.
• Working with HR and supervisors to assure compliance with each stage of the hiring
process.
• Determining and recommending to the approving authority the individual best suited
for the position. The approving authority (e.g., a division chief or designee) makes
the final hiring decision.
STANDARD PROCEDURES
1. Equal Opportunity
Hiring decisions and appointments are to be made without regard to race, national origin,
color, sex, age, religion, disability, or veteran status (unless under other than honorable
conditions).
2. Confidentiality
All applications, placement on eligibility registers and hiring lists, names of subject matter
specialists involved in reviewing and scoring applications, answers to interview questions,
Control Number:
211.07.01.001
Version:
1.0
Title:
Hiring
Page Number:
3 of 11
IDOC Data Sensitivity Classification - L3 Restricted
and background investigation findings must be kept confidential and not divulged to
unauthorized personnel who are not directly involved in the hiring process. All requests for
confidential information must be referred to HR.
3. Recruitment
HR recruits and advertises for department positions in cooperation with the Division of
Human Resources (DHR) and Department of Labor (DOL). Employees may be required to
represent the department at external recruitment activities. Advertisements for openings and
recruitment materials must include a statement indicating IDOC is an equal opportunity
employer (EOE). Recruitment is performed in conjunction with veteran’s preference goals.
Announcement
Hiring managers must contact HR whenever there is a job vacancy, to determine
recruitment strategies. When necessary, HR publishes an announcement.
The hiring manager may submit a request to HR if there are any necessary changes to
the announcement before it is published.
Announcements to the public are published and distributed by HR to statewide job
service offices and online at the DHR website. HR disseminates department
announcements to, as relevant, employees of the department, Correctional Industries
(CI) and Commission of Pardons and Parole.
Announcements must include the following information:
• Title of the class
• Location of opening
• Type of announcement
• Instructions for applying
• Typical duties and responsibilities
• Salary
• Minimum qualifications
• Nature of the examination and qualifying score
• Veterans preference notice
• Closing date, and any other pertinent information
Hiring Lists
Applications are submitted to DHR, which coordinates the scoring of examinations for
classified positions and prepares an eligibility register. A “hiring list” of the top 25
individuals is then pulled from the eligibility register for the department’s use. Depending
upon the pool of applicants, a hiring list can have less than 25 names on it.
A manager may consider the top 25 names and anyone tied for twenty-fifth place on a
hiring list. If, when calling for interviews, an applicant declines or cannot be contacted
after a reasonable attempt (such as documented phone message, letter, e-mail, at least
two calls at different times of day if no answer), the applicant must be coded correctly by
the hiring manager and need not be counted in the top 25.
Control Number:
211.07.01.001
Version:
1.0
Title:
Hiring
Page Number:
4 of 11
IDOC Data Sensitivity Classification - L3 Restricted
The hiring list has symbols and notes to identify veterans who must receive offers to
interview, current and former state employees, and candidates who have been laid off
from the department and have reemployment preference or who have been laid off from
other state agencies and must be offered an interview. For more information regarding
laid off employees who apply for reemployment, see the section entitled “Layoff” below.
All hires must be made from the top 25 available names on the hiring list.
Removal from Hiring List
With proper justification (such as falsifying an application), a manager may request an
applicant be removed from a hiring list. The removal must be documented in writing and
submitted to HR. HR submits the request to DHR for approval. Names are not removed
before receiving approval.
4. Non-Classified Appointments
Most employment with the department is in the state’s classified service. Requirements for
the recruitment and hiring of classified employees are described in chapter 53, title 67, of
the Idaho Code, and in the Rules of the Division of Human Resources and Idaho Personnel
Commission, at IDAPA 15.04.01 (the DHR Rules).
In accordance with Idaho Code, section 67-5303 (q), (r), (s), and (t), employees of CI, the
public information officer, division administrators, deputy administrators, and wardens are
considered non-classified, at will employees.
Temporary employees are non-classified, at-will employees.
5. Double Filling a Position
A manager may double fill a position for training purposes or to staff a position for an
employee who is on short-term disability or an extended leave of absence. This is to be on a
short-term basis only considering availability of funding. Written approval by the division
chief is required. When the incumbent who is on an authorized leave timely returns to work,
the employee hired to double fill the position must be moved to a vacant position or
assignment, unless otherwise approved by the HR manager.
6. Types of Appointments Used to Fill Classified Positions
Acting Appointment
A classified, permanent employee may be appointed to a position in a higher pay grade
in an acting capacity when: (1) the incumbent of the position in the higher classification
is on an authorized leave of absence, or (2) a vacancy exists and there is no department
layoff or adequate register (five eligible candidates) for the classification, and (3) the
employee meets the minimum qualifications. Approval from the HR Manager is required
for any acting appointment.
Upon appointment of the employee, an Acting Appointment Agreement (see eDOC
Supervisory Forms), signed with the appointee’s signature, must be sent to HR. Such
appointments are limited to the time necessary to fill the vacancy or until the incumbent
returns from leave. The appointment should not continue beyond 1,040 hours unless
specifically extended by the HR manager.
When the incumbent returns from leave, or the vacant position is filled, the acting
appointment expires. The acting appointee will be returned to the class, pay grade and
Control Number:
211.07.01.001
Version:
1.0
Title:
Hiring
Page Number:
5 of 11
IDOC Data Sensitivity Classification - L3 Restricted
rate held immediately preceding the acting appointment, unless the acting appointee is
promoted to the higher position. All time served in an acting capacity immediately
preceding an employee’s promotion counts toward the probationary period provided the
employee is hired from the top 25 available on an eligibility register.
Layoff
If a candidate is listed as “layoff” on a hiring list and the candidate’s most recent position
was with this agency, the manager must offer the position to that candidate when filling a
vacant position.
If the candidate was from another state agency, the manager must offer an interview to
that candidate for the opening.
For more information regarding layoffs please refer to Reduction in Force, SOP
231.07.01.001.
Limited Service Appointments
Limited service appointments are an appointment of a person to a classified position of
limited duration, to which the person has become qualified by examination. These
appointments are restricted to the duration indicated in the grant, limited funding, or
duration of the project. Employees appointed under limited-service appointments have
permanent classified status after successful completion of probation. These employees
have the same rights and responsibilities as other permanent employees but may be
subject to expedited layoff pursuant to IDAPA 15.04.01.140.01c (DHR).
Employees appointed to a limited service position must sign a Limited Service
Memorandum of Agreement (LSMA) describing the non-career nature and duration of
the appointment. A new LSMA must be signed every two years from the date of
appointment and forwarded to HR for placement in the personnel file.
Initial Appointments
Initial appointments are an appointment of a person to a position for which it has been
determined the person meets the qualifications for the position and has no previous
state service.
For an appointment to a classified position, the person must qualify by examination and
serve a probationary period as a condition to permanent appointment.
Reappointments
A reappointment is when a current employee on entrance probation is appointed into a
new classification with a new probationary period or appoint of a classified employee into
a non-classified position within the agency.
Reinstatements
A manager may reinstate a current or former state employee to a class in which he held
permanent status or to another class of an equal or lower pay grade for which he meets
the minimum qualifications.
Reinstatement is not a right. The employee must have separated from the class without
prejudice and must meet the current minimum qualifications of the class as approved in
advance through HR. The employee is required to complete the background process
and pass a drug test. Fingerprints are required for those whose break in service is
greater than five years. The manager must obtain the background investigation results
before final selection.
Control Number:
211.07.01.001
Version:
1.0
Title:
Hiring
Page Number:
6 of 11
IDOC Data Sensitivity Classification - L3 Restricted
An employee is eligible for reinstatement for a period equal to the length of the
employee's probationary and permanent state employment, combined.
The manager may negotiate a voluntary probationary period. The Voluntary Probation
Agreement must be written, submitted, and approved in advance by the HR Manager or
designee. For more information regarding probation please refer to Probation, SOP
211.07.01.002.
Temporary Appointments
Individuals appointed to temporary positions must meet the minimum qualifications for
the position. Temporary appointments are limited to 1,385 hours of work in any 12-
month period for any one state agency. Both calculations begin on the date of the
original temporary appointment.
Employees appointed to a temporary position must sign a Temporary Employment
Agreement with Benefits or Temporary Employment Agreement without Benefits
depending on benefit eligibility of the position.
Time served on temporary appointment may count toward any probationary period if:
• The individual is selected from a hiring list;
• There was no break in service;
• The time was immediately preceding the appointment to a classified position; and
• The responsibilities were substantially the same as the regular permanent
appointment.
If such an individual is hired from a hiring list and has worked 1,040 or more hours in
temporary status, he may also be hired into classified service in the same classification
as an entrance probationary employee without further examination. The announcement
for the position must indicate that the temporary position has the potential of becoming a
permanent classified position.
Employee must successfully complete a background, fingerprint check, and drug test.
Transfers
Intradepartmental Transfers
Transfers are made by the hiring manager, following consultation with HR.
Employees must notify their current supervisor in writing upon acceptance of an offer to
transfer to another division/facility within the department. The manager coordinates the
effective date of the transfer with the employee’s current supervisor.
A manager may recommend or require transfers of permanent employees to different
shifts or positions within the same classification or another classification in the same pay
grade at any time in order to meet organizational needs, work requirements, or for
special personnel needs. The employee must meet the minimum qualifications for the
position to which he is being transferred.
Interdepartmental Transfers
A manager may transfer an employee from another state agency to an IDOC position,
following consultation with HR. A classified employee is eligible for a transfer between
agencies only in the same classification in which he holds permanent status, or to
Control Number:
211.07.01.001
Version:
1.0
Title:
Hiring
Page Number:
7 of 11
IDOC Data Sensitivity Classification - L3 Restricted
another classification within the same pay grade or lower pay grade for which the
employee meets the minimum qualifications.
The manager or designee must review the employee’s personnel file maintained or
obtain an employment reference from the employing state agency before interviewing or
hiring.
A voluntary probationary period may be negotiated with the employee when the transfer
is from another agency. The Voluntary Probation Agreement must be written and
submitted in advance to HR manager or designee for approval. For more information
and the form regarding voluntary probation please refer to Probation, SOP
211.07.01.002.
Employee must successfully complete a background, fingerprint check, and drug test.
Under Filling a Position
A manager or designee may under fill an authorized position with an employee in a
lower pay grade to accommodate a training period. The under fill and training plan must
be approved in advance by the HR manager and DHR administrator.
Voluntary Demotions
A manager may fill a position with a permanent status employee who occupies one
classification but requests to move to another classification in a lower pay grade for
which the employee meets minimum qualifications.
7. Employment Interview
Interview Questions
Interviews will be conducted for a job vacancy unless otherwise approved by the HR
Manager. A hiring authority must ask valid questions to evaluate the qualifications of
applicants. There are two elements involved in determining the validity of the interview
questions: (1) applicability of the questions to the position applied for, and (2) the
questions must be job-related, based on valid job requirements, and related to the
competencies necessary for the position. HR must approve interview questions. The
same questions must be asked of each applicant. Relevant follow-up questions may be
asked in order to obtain sufficient information to evaluate job qualifications.
No questions which would likely lead an applicant to reveal a disability, medical
condition, or any protected class status (such as race, religion, national origin, or age)
are allowed during a hiring interview or before a conditional offer of employment is
made.
Selecting an Interview Panel
The hiring manager makes the decision of whether to use an interview panel; following
consultation with HR. An interview panel is comprised of at least two individuals. One
member must be a supervisor of the classification being interviewed.
8. Employment References
The manager or designee may review the candidate’s personnel file or obtain an
employment reference from the candidate’s current employer prior to interviewing or hiring.
If the candidate is a current or former classified employee of the department or another state
agency, the hiring manager may ask HR for assistance in obtaining available service and
performance records.
Control Number:
211.07.01.001
Version:
1.0
Title:
Hiring
Page Number:
8 of 11
IDOC Data Sensitivity Classification - L3 Restricted
Before hiring a new employee who will have direct contact with offenders, best efforts must
be made to contact all prior institutional employers for information on substantiated
allegations of sexual abuse or any resignation during a pending investigation of an
allegation of sexual abuse to comply with PREA Standards, PREANS 115.17.b.
9. Hiring Restrictions
In compliance with PREA Standards, PREANS 115.17.a, Idaho Department of Correction
does not hire or promote anyone who may have contact with offenders who:
A. Has engaged in sexual abuse in a prison, jail, lockup, community confinement
facility, juvenile facility, or other institution as defined in 42 U.S.C. 1997;
B. Has been convicted of engaging or attempting to engage in sexual activity in the
community facilitated by force, overt, or implied threats of force, or coercion, or if
the victim did not consent or was unable to consent or refuse; or
C. Has been civilly or administratively adjudicated to have engaged in the activity
described in paragraph (B) of this section.
The department must consider any incidents of sexual harassment in determining
whether to hire or promote anyone who may have contact with inmates. For more
information on hiring restrictions, see Background Checks and Fingerprints, SOP
150.01.01.003
10. Hiring Process
Background Investigation
When a top candidate or candidates have been identified, a background investigation
must be conducted and approved before a job offer based on the standards set forth in
Background Checks and Fingerprints, SOP 150.01.01.003.
Compensation
For more information on compensation, see Compensation Plan, SOP 202.07.01.001.
Conditional Offer of Employment
The hiring authority may make a conditional offer of employment to the candidate upon
obtaining approval of the candidate’s Background Investigation Questionnaire (BIQ) and
employment references. The candidate must be provided the Conditional Offer of
Employment and sign indicating his agreement to noted conditions. The signed form
must be included in the Personnel Action Request (PAR) packet for processing.
Certain positions responsible for the supervision, control, or training of offenders are
required to submit a medical history and receive a medical screening to determine that
they are capable of physically training for and performing the essential functions of their
position with or without reasonable accommodations.
All candidates interviewed but not selected should be notified before announcing the
selection within the department.
Reasonable Accommodations
Reasonable accommodations to qualified individuals with disabilities who are employees
or applicants for employment are available upon request, unless to do so would cause
Control Number:
211.07.01.001
Version:
1.0
Title:
Hiring
Page Number:
9 of 11
IDOC Data Sensitivity Classification - L3 Restricted
the IDOC undue hardship. In general, an accommodation is any reasonable change in
the applicant process or the work environment or in the way things are customarily done
that enables an individual with a disability to enjoy equal employment opportunities. It is
the obligation of the applicant to advise the department if they are requesting reasonable
accommodation for a disability.
If any accommodations needed to perform the job are identified or requested by the
applicant at this time, the information must be forwarded to HR and the division chief or
designee in order to determine if they can feasibly provide the accommodation without
undue hardship.
A reasonable accommodation does not require the elimination of essential job functions.
Thus, an individual with a disability who cannot, with reasonable accommodation,
perform essential job duties is not a qualified individual with a disability.
Fingerprinting
For information, see Background Checks and Fingerprints, SOP 150.01.01.003
Pre-Employment Drug Screening
After a conditional offer of employment, all selected applicants for initial appointment,
rehire, interdepartmental transfer, or reinstatement to an IDOC position must complete
pre-employment drug screening. For more information on drug screenings, see Drug-
Free Workplace, Policy 228.
False Statements
False statements, significant omissions, or any misrepresentation in application forms,
including the BIQ or hiring interviews are grounds for withdrawing a conditional offer of
employment or otherwise ceasing the hiring process.
Failure to Meet Hiring Standards
If subsequent information gathered from the background investigation screening or
fingerprint results substantiates that the employee's background is unacceptable, the
offer is revoked and the employee is separated in accordance with the conditional offer
of employment.
Contractors, interns, or volunteers with backgrounds that do not meet the employment
standards are not permitted to provide services on IDOC property.
11. Hiring Packet
The hiring packet should include with enclosures checked off for the following, if applicable:
• Personnel Action Request
• Coded Register; completed electronically by the hiring manager
• Conditional Offer of Employment
• Voluntary Probation Agreement
• I-9 Citizenship Form and Documents
• Benefit Enrollment Forms
Control Number:
211.07.01.001
Version:
1.0
Title:
Hiring
Page Number:
10 of 11
IDOC Data Sensitivity Classification - L3 Restricted
Personnel Action Request
The PAR must be completed accurately and have appropriate supporting documentation
attached for any employment status change, including but not limited to, hiring,
separation, transfer, and merit increase or bonus. The PAR must be submitted to HR
seven days before the beginning of the pay period in which the action is effective.
For instructions on completing the PAR, see the Personnel Action Request Instructions.
I-9 Citizenship Form and Documents
When a conditional offer of employment is offered, the manager must inform the
candidate of the need to produce citizenship identification documents. The documents
are listed on the I-9 form. The manager must photocopy the identification documents
and submit them with the I-9 form.
Benefit Enrollment Forms
The benefit enrollment forms contained in the new employee packet must be completed
and submitted to HR as soon as possible following the hire. Packets are available from
HR.
12. Hiring Packet Approval Process
The hiring packet must be forwarded by the hiring manager to HR with all forms included
and accounted for on the PAR at least seven days before the effective hire date. The
effective hire date is the first day of a future pay period. HR logs in the hiring packet and
ensures it is completed containing all required approval signatures.
If the packet is incomplete, it may be returned to the division administrator or designee for
completion. If the hire is not approved, HR must notify the division administrator or designee
and/or the manager with the reason that the hire was not approved.
DEFINITIONS
Approving Authority: The Director, Division Chief, General Manager, or their designee,
who makes the final hiring decision.
Hiring Manager: The manager or supervisor who notifies HR of a job vacancy, coordinates
the recruitment, interview and selection process, and submits a hiring recommendation for a
final hiring decision by the Approving Authority.
Reasonable Accommodation: An accommodation of changes and adjustments that enable
a disabled applicant to be considered for a job vacancy or that allow a disabled employee to
perform the essential functions of the job, without imposing an undue hardship upon the
department.
REFERENCES
Acting Appointment Agreement (see eDOC Supervisory Forms)
Conditional Offer of Employment (see eDOC Supervisory Forms)
I-9 Citizenship Form and Documents (see eDOC New Employee Orientation)
Limited Service Memorandum of Agreement (see eDOC Supervisory Forms)
Personnel Action Request (see eDOC Supervisory Forms)
Personnel Action Request Instructions (see eDOC Supervisory Forms)
Control Number:
211.07.01.001
Version:
1.0
Title:
Hiring
Page Number:
11 of 11
IDOC Data Sensitivity Classification - L3 Restricted
Temporary Employment Agreement with Benefits (see eDOC Supervisory Forms)
Temporary Employment Agreement without Benefits (see eDOC Supervisory Forms)
Voluntary Probation Agreement (see eDOC Supervisory Forms)
American with Disabilities Act of 1990 (the “ADA”)
Idaho Code, Title 67, Chapter 53, Section 67-5303 (q), (r), (s), and (t), Application to State
Employees
IDAPA 15.04.01, Rules of the Division of Human Resources and Idaho Personnel
Commission, Section 140, Reduction in Force
Policy 228, Drug-Free Workplace
Standard Operating Procedure, 150.01.01.003, Background Checks and Fingerprinting
Standard Operating Procedure, 231.07.01.001, Reduction in Force
– End of Document –