Procedure: Recruiting and Hiring
General Philosophy
The Department and each Technical College is an affirmative action/equal opportunity employer. The agency is committed to promoting a diverse workforce that is representative of the people of Georgia and to providing maximum opportunity for internal mobility within the organization. Affirmative action means taking active steps to ensure that women, racial minorities, persons with disabilities, disabled veterans, and veterans of the Vietnam Era are well represented in our workforce.
Positions
All vacant positions must be posted. A Department or Technical College Human Resources Representative should approve all job announcements prior to posting. A job announcement must be posted a minimum of five working days. The announcement should be posted in prominent locations and on suitable websites. A job may be posted internally or externally. Internal job announcements are open only to current Department or Technical College employees. External job announcements are open to all qualified applicants.Part-time employees and adjunct faculty may not be promoted to a full-time position unless a job announcement has been posted and a search conducted.
Advertising and Outreach
A Department or Technical College Human Resources Representative must approve all recruitment advertising prior to placement. To ensure a diverse pool of candidates, the Department and the Technical Colleges are encouraged, whenever possible and practical, to list job openings with the local Department of Labor Employment Services office, utilize advertising mediums with minority distribution, and to list the openings with organizations that may be helpful in recruiting women, racial minorities, persons with disabilities, disabled veterans, and veterans of the Vietnam Era.
Screening of Applicants
Each applicant's experience, training, and education will be measured against the posted minimum job qualification. An applicant who does not submit a timely application or whose application does not meet the posted minimum job qualifications shall not be interviewed or otherwise considered for the posted vacancy.Whenever possible, screening should be done by a Human Resources Representative and not by the Hiring Supervisor.
Interviewing
Hiring Supervisors are responsible for the interviewing of applicants. Whenever possible, a committee should conduct the interview process, including the determination of who to interview. In making this determination, the interviewer(s) should consider along with other relevant factors whether or not an applicant has a preferred qualification. Normally, each applicant interviewed should be asked the same questions and responses noted and rated by the interviewer(s). Records should be retained of the search and selection process. It is the Hiring Supervisor's responsibility to ensure that these records are sent in a timely manner to the Human Resources Representative for retention.Interviewed applicants should be asked to complete and sign an employment application, if they have not already done so. Also, applicants who are interviewed should sign the appropriate releases for further background investigation (criminal, motor vehicle, academic, etc.) if appropriate.
Under normal circumstances, the candidate pool should contain members of racial minority groups and women. If not, the Hiring Supervisor should contact his or her Human Resources Representative to discuss further recruitment efforts.
During the interview process, care should be exercised to avoid questions that are not job-related. For example, questions related to disabilities, medical conditions, marital status, planned pregnancies, number or age of children are inappropriate. Pre-employment medical examinations or immunizations may not be required unless pre-approved by the Central Office's Director of Human Resources.
Reference Checks
Satisfactory reference checks are a condition of employment. The individual in charge of the search, usually the Hiring Supervisor, is responsible for verification of the applicant's educational and employment background and credentials.Prior to making an offer, the Hiring Supervisor must contact at least two of the applicant's references, one of which should be the current supervisor if possible.
Offers of Employment
Several approvals are required before making an offer of employment. Offers of employment are conditional upon completion and review of a signed employment application, satisfactory reference checks, execution of the State's loyalty oath and, where required and approved by the Central Office's Director of Human Resources, certification of the employee's medical and physical exams form. All offers of employment should be confirmed in writing and should be accepted in writing.
Retention of Records
The Human Resources Representative must retain all records of the search and selection process for a period of three years. It is the responsibility of the Hiring Supervisor to ensure that these records are complete.References
Exhibit 1 – Request to Recruit Form
Exhibit 2 – Personnel Action Form
Exhibit 3 – Authorization to Conduct Employment Background Check
Exhibit 4 – Medical and Physical Examination Program Letter
Exhibit 5 – Medical and Physical Examination Program Forms (ZIP File)
Exhibit 6 – Official Letter of Employment
Exhibit 7 – Letter of Notification to Non-selected Applicants
Download All Forms in Original Formats (ZIP File)
Created: September 28, 2001
Revised: August 25, 2003, July 12, 2004