6.1 When a position becomes available, the supervisor to whom that position
reports and his/her manager decide whether to obtain external candidates (see
Internal Selection Policy and Procedure).
6.2 If external candidates are to be considered for the position, the
supervisor completes an Employee Requisition, has it approved and signed by the
manager to whom he/she reports, and submits it to Human Resources, along with a
request for external candidates.
6.3 Human Resources obtains qualified candidates and refers them to the
supervisor submitting the requisition.
6.4 Human Resources may use whatever sources it views as appropriate for
obtaining external candidates, such as, but not limited to, employee
recommendations (see 6.11 below), applications and resumes on file, new
applications and resumes, newspaper advertising, school references, job fairs,
professional references, employment agencies, and search firms.
6.5 The Human Resources manager has the sole authority for selecting
candidates to be considered, scheduling interviews, checking references, and
obtaining a completed Application for Employment and a signed Reference
Authorization and Release.
6.5.1 Human Resources submits applications and/or resumes of candidates
meeting qualifications to the supervisor of the position for review.
6.5.2 If approved by the supervisor, Human Resource schedules interviews for
a candidate.
6.6 The selection decision is made by the supervisor from the candidates
provided by Human Resources, with the approval of the supervisor’s manager.
6.6.1 Human Resources negotiates starting compensation and dates with the
selected candidate and prepares and sends a written offer of employment (see
7.2 Compensation Policy and Procedure).
6.6.2 When the employment offer is accepted by the selected candidate, Human
Resources notifies all other candidates for the position. If the selected
candidate declines the offer, the external selection process is continued.
6.7 During the first hours of employment, Human Resources has the employee
complete all required forms: Emergency Information Sheet, Federal Form I-9,
Federal Form W-4, and any other required forms.
6.8 When all forms are completed, Human Resources will explain all
appropriate conditions of employment and then escort the new employee to the
supervisor to whom she/he will report.
6.9 Between sixty (60) and seventy-five (75) days after the date of
employment, Human Resources will meet with the employee to explain the health
and dental benefits programs. Prior to the ninetieth (90th) day of employment,
the employee will be required to accept or decline (in writing) the benefits
programs.
6.10 Record Keeping
Human Resources is accountable for maintaining the following records and files:
6.10.1 Applicant Log listing all applicants, from whatever sources,
by date of application.
6.10.2 A file of completed applications and resumes.
6.10.2.1 Applications and resumes are filed by type of position for which
they were made or are qualified.
6.10.2.2 Applications and resumes in each category are maintained by date
received.
6.10.2.3 Applications and resumes are retained for at least twelve (12)
months.
6.10.2.4 After twelve (12) months, they are discarded.
6.10.3 Bulletin Board
Human Resources maintains a bulletin board at each location where candidates
and applications are received. The bulletin boards include a posting of all
required local, state, and federal employment notices.
6.11 Employee Referrals
A system for existing employees to recommend external candidates for
positions within the organization.
6.11.1 Human Resources may notify all employees of open positions by
bulletin board notices.
6.11.2 Any employee may recommend a non-employee for any posted position by
submitting to Human Resources a completed Employee Recommendation form,
accompanied by an Application for Employment completed by the individual being
recommended.
6.11.3 Human Resources retains all Employee Recommendation forms in a
separate file for six (6) months from date of receipt.
6.11.4 If the recommended individual is hired, the recommending employee
will receive a reward after the newly hired employee has completed six months
of service with the organization.
6.11.5 In the event two or more employees recommend the same individual, the
employee making the recommendation first will be paid any award, and the other
recommending employees will be so notified.
6.11.6 Awards are:
6.11.6.1 $**** for commissioned sales positions.
6.11.6.2 $**** for all positions other than commissioned sales positions.
6.11.7 No awards will be paid if:
6.11.7.1 The individual applied to the Organization within the past six
months and prior to the receipt of the Employee Recommendation form.
6.11.7.2 The individual was suggested to the Organization by a search firm
or employment agency within the past six months and prior to the receipt of the
Employee Recommendation form.
6.11.7.3 There is a completed Application for Employment on file that was
received prior to the receipt of the Employee Recommendation form.
6.11.7.4 The individual is hired more than six months after the Employee
Recommendation form is received.
6.11.7.5 The employee making the referral is no longer employed by the
Organization at the time the award is scheduled for payment.
6.11.7.6 The recommended individual is terminated for any reason prior to
180 days of service.
6.11.7.7 The referring employee is in the Human Resources department; is an
officer or senior manager of the Organization; is a relative of the referred
individual (sibling, divorced former spouse, parent, child, grandparent,
grandchild, spouse, father-in-law, mother-in-law, brother-in-law,
sister-in-law, son-in-law, or daughter-in-law); or is the supervisor or manager
of the position.
