Chapter 3

Local Administrative HR Manual - Chapter 3

Recruitment & Selection (Summary)

Section I: General Principles and Employment Information

Objective: Promote fair recruitment and selection for a diverse, skilled workforce.
Purpose: Ensure hiring without discrimination based on race, gender, age, disability etc.
Scope: Applies to employees, applicants, interns, volunteers and contractors.
Application: LDSS must apply policy fairly; violations may lead to disciplinary action.

A. Definitions

Key terms include:

• Active Application Period: Time applications are considered.
• Applicant Pool: All applicants by closing date.
• Background Check: Review of history (criminal, employment, financial etc.).
• BFOQ: Bona fide job requirement.
• Competencies: Skills and behaviors for success.
• Continuous Recruitment: Ongoing application acceptance.
• Dual Incumbency: Temporary overlap of employees.
• KSA: Knowledge, Skill, Ability for job performance.
• Open-Until-Filled Recruitment: No deadline for hard-to-fill jobs.
• Reasonable Accommodations: Adjustments for disabilities.
• Recruitment Management System: Automated job posting system.
• Veteran: Defined by service and discharge status.
• Work Profile: Job description.

B. General Principles

• Provide reasonable accommodations for disabilities.
• Ensure Equal Employment Opportunity compliance.

C. Terms and Conditions of Employment

Refer to Chapter 2 for classification and compensation details.

Section II: Background and Records Checks

Purpose: Establish procedures for background checks.
Scope: Applies to employees, interns and volunteers.

A. Use of Background and Records Checks

Employers must avoid negligent hiring; thorough checks are required.

B. Types of Background Checks

1. Criminal Record: Mandatory checks; barrier crimes disqualify candidates.
2. Driving Record: Required for positions involving driving; consider nature/severity of infractions.
3. Central Registry Record: Check for founded child abuse/neglect complaints; disqualifies candidates.
4. Other Checks:
   • Credit History: For financial roles.
   • Child Support History: For child support positions.

Section III: Probationary Period

Purpose: Define probationary requirements.
Scope: Applies to regular, temporary or restricted employees.

A. Conditions for Probationary Status

• Required for new hires, transfers and rehires after 30+ day break.
• Standard period: 12 months; may extend to 18 months or for leave >14 days.
• At-will employment during probation.

B. Rights and Benefits During Probationary Period

• No grievance rights.
• Continuous performance monitoring; formal evaluation at 11 months.
• Same benefits as regular employees.

C. Conclusion of Probationary Status

• Notify employee of status change.
• Document reasons for termination if applicable.

Appendix I: Recruitment and Selection Guidelines and Forms

A. General Considerations

• Health/Disability: Assess ability to perform essential functions; provide reasonable accommodations.
• Age: Avoid age-related inquiries.
• Marital Status: Avoid gender-specific questions.
• Immigration: Verify identity/work eligibility (Form I-9).
• Veterans Preference: Apply preference as per law.
• Affirmative Statement: Include EEO statement in all recruitment materials.
• Selective Service Compliance: Required for employment.
• Work Profiles: Must be developed before recruitment.

B. Posting Positions

• Analyze position, update work profile, determine KSAs, identify BFOQs and choose recruitment option.
• Recruitment options: Open, Intra-agency, Inter-agency, Jurisdictional or Limited.

C. Job Announcement Requirements

• Include job duties, qualifications, BFOQs, EEO statement and application instructions.
• Avoid absolute requirements unless legally mandated.

D. Posting Periods & Closing Dates

• Minimum 5 workdays for all recruitment types; extensions allowed.

E. Recruitment Announcement & Advertisement

• Must include classification title, salary, duties, KSAs and EEO statement.

F. Application for Employment

• Applications must be complete and received by closing date.

G. Selection Process

• Screening options: Preliminary or Complete by Department HR.
• Interviews: Fair, consistent, ADA-compliant; avoid discriminatory questions.
• Reference checks: Verify employment history and credentials.
• Selection: Based on qualifications, not personal characteristics.

H. Recruitment Management System Process

• Detailed steps and timelines for online recruitment.

I. Background and Records Checks

• Criminal, Central Registry, DMV checks required; follow FCRA for third-party checks.

J. Completing the Hiring Process

• Written offer letters; provide orientation and verify work eligibility (Form I-9).

K. Independent Contractors

• IRS factors determine contractor vs. employee status.

L. Selection Records

• Retain recruitment records for 3 years; destroy per Library of Virginia guidelines.

M. Forms

• Includes background check forms, recruitment forms, pre-hire forms and first-day forms.