The Hiring Process
           February 2013
                                                DISCLAIMER 
                    
                   The training manual presented here is for guidance and reference purposes 
                   only. It is of a general informational and educational nature. Policies and 
                   procedures may change. You should consult the Department of Public Safety 
                   Human Resources Manual, the Office of State Personnel Manual, or the 
                   Department of Public Safety Office of Human Resources for the most 
                   current information. 
                    
                   No part of this publication may be reproduced, stored in a retrieval system, 
                   or transmitted in any form or by any means (electronic, mechanical, 
                   photocopying, recording etc.) without prior written permission by the 
                   Department of Public Safety Office of Human Resources. 
                    
                    
                    
                    
                    
                                   CONTACT INFORMATION 
                    
                   EMPLOYMENT &BENEFITS 
                   Tammy Penny, HR Deputy Director                           (919) 716-3754 
                    
                   CLASSIFICATION AND COMPENSATION 
                   Elaine Barnes, HR Deputy Director                         (919) 716-3738 
                   Anne Brown                                                (919) 716-3749 
                    
                   I-9 COMPLIANCE 
                   Nicole Grissom                                            (919) 716-3710 
                   Robyn Griffin                                             (919) 716-3767 
                    
                   ADA COORDINATOR 
                   Brian Murray                                              (919) 716-3759 
                    
                   HR TRAINING 
                   Kathy Reitzel, Training Manager                           (919) 716-3764 
                             TABLE OF CONTENTS 
           
          The Hiring Process Objectives ...................................................................................   1 
          Recruitment and Employment Activity ......................................................................   2 
          4 Phases of the Hiring Process  ..................................................................................   5 
          Posting a Position .......................................................................................................   7 
          Supplemental Questions ............................................................................................. 10 
          Essential Job Functions .............................................................................................. 12 
          Sample Essential Job Functions ................................................................................. 13 
          Sample Benchmarked Interview Questions ................................................................ 16 
          Screening .................................................................................................................... 17 
          Sample Vacancy Posting ............................................................................................ 18 
          Sample Referral Log and Application ........................................................................ 21 
          Interview Checklist ..................................................................................................... 27 
          Essential Job Functions Verification .......................................................................... 28 
          Criminal History Record Check ................................................................................. 31 
          Applicant Checklist of Employment Requirements ................................................... 33 
          Interview Rating ......................................................................................................... 37 
          Interview Summary .................................................................................................... 42 
          The Interview Process and Procedures ....................................................................... 45 
          Professional Reference Check .................................................................................... 48 
          Request for Candidate Pre-Approval .......................................................................... 50 
          Education and Work History Credit Worksheet ......................................................... 52 
          Competency Assessment ............................................................................................ 53 
          Phase II: The Approval Phase .................................................................................... 55 
          Determining A Salary ................................................................................................. 56 
          DocuSign .................................................................................................................... 57 
          Phase III: The Conditional Offer ................................................................................ 59 
          Conditional Offer Letter ............................................................................................. 60 
          DPS Employment Statements ..................................................................................... 61 
          I-9 Employment Eligibility Verification .................................................................... 63 
          Essential Job Functions Verification .......................................................................... 69 
          Request for Reasonable Accommodation .................................................................. 71 
          Mandatory Direct Deposit Notification ...................................................................... 72 
          Direct Deposit Enrollment and Change Form ............................................................ 73 
          Form W-4 Employee Withholding Allowance Certificate ......................................... 74 
          NC-4 Employee Withholding Allowance Certificate................................................. 76 
          Beacon Data Form ...................................................................................................... 78 
          Prior Service Form ...................................................................................................... 80 
          Degree Verification Request Form ............................................................................. 82 
          Personnel Action Request (PAR) ............................................................................... 83 
          The Hiring/Employment Package .............................................................................. 85 
          Sample Final Offer Letter ........................................................................................... 87 
          Sample Notification of Non-Selection ....................................................................... 88 
          Applicable Policies and Resources ............................................................................. 89 
          DPS Hiring Process Workflow ................................................................................... 90 
          DPS Hiring Process Details Checklist ........................................................................ 91 
          DPS Human Resources Staff Directory ..................................................................... 93
                                                                   
                   The Hiring Process 
                      Objectives 
                           
         
          1. Identify the 4 Phases of the Hiring Process 
         
          2. Identify the requirements for each Phase of the Hiring 
           Process. 
         
          3. Identify the forms required for each Phase of the Hiring 
           Process.    
         
          4. Identify the workflow associated with each Phase of the 
           Hiring Process.  
         
          5. Understand the procedures for completing reference and 
           criminal checks. 
         
          6. Understand the procedures for requesting pre-approval of the 
           selected candidate and salary. 
         
          7. Understand the procedures and requirements for Conditional 
           Offer of Employment.   
         
          8. Understand the HR procedures for Final Approval and 
           BEACON/SAP processing. 
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