HUMAN RESOURCES DEPARTMENT POLICIES AND PROCEDURES MANUAL. Section 3.0

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1 HUMAN RESOURCES DEPARTMENT POLICIES AND PROCEDURES MANUAL Section 3.0 HIRING PROCESS A. POSITION VACANCY 1. The Department Director/Health Team Leader will send a completed Personnel Requisition Form (PRF) to Executive Management when a position is to be posted. 2. Executive Management will review the request and, if approved, send a signed copy to the HR Department. 3. All vacancies must have an updated position description, approved by executive management prior to posting. All new position descriptions must be approved by the Tribal Council. 4. DISQUALIFIED APPLICANTS i. Applicants will be disqualified from applying for a position if they are considered immediate family to the supervisor of the position or if the position will directly supervise an immediate family member of the applicant. ii. It is important that applicants apply in good faith for positions in which they are interested in. Applicants who decline three offers within a six month period will be disqualified from employment for a period of six months following the applicant declining the third offer. B. OPENING A POSITION INTERNALLY 1. All approved open positions will be advertised through the HR Department. 2. In most situations, vacancies will be posted internally first. There will be two categories of internal applicants: i. Current Ponca Tribe of Nebraska employees; and ii. Ponca Tribe of Nebraska members. 3. Internal postings will be conducted in the following manner: i. LENGTH OF TIME a. Internal postings will be open for the length of five (5) working days. b. Posting will include closing date and list all required application materials. c. All required materials must be submitted to the HR Department by the closing date listed on the posting. ii. POSTING LOCATIONS a. Openings will be circulated to employees via electronic mail. b. Openings will be posted in individual office sites. c. Openings will be advertised on the PTN website. 4. Internal applicants will be required to follow the following procedures when applying for the vacancy. i. CURRENT PTN EMPLOYEES a. Employee must not be on probation for any reason. b. Employee must be in current position for at least 90 days. c. Employee must meet the minimum education and experience qualifications for the new position. If they do not meet these qualifications, they must submit a letter along with the other required materials detailing why they think they should be eligible for this position. The employee must be able to become qualified within six (6) months from the date of hire. Page 1 of 6

2 (a) The HR Department will review all internal applicants. If HR finds that the minimum education and experience is not met, it will notify the applicant of the finding and request a letter and other materials detailing the applicant s eligibility. The applicant will then have 3 business days to submit the letter and other materials to HR. d. Employee must submit an approved Employee Job Interest Form. e. Employee must submit a PTN Application to HR by the closing date. f. Employee may submit a resume and/or cover letter to HR, but it is not a requirement. ii. ENROLLED PONCA MEMBERS a. Member must submit a completed application to HR by the closing date. b. Member may submit a resume and/or cover letter to HR, but it is not a requirement. c. Member must be eligible for hire. HR will check to make sure that all applicants previously employed with the PTN are eligible for re-hire. If an applicant is not eligible for re-hire for this reason, HR will notify applicant. d. Member must meet the minimum education and experience qualifications for the position. If they do not meet these qualifications, they must submit a letter along with the other required materials detailing why they think they should be eligible for this position. The member must be able to become qualified within twelve (12) months from the date of hire. (a) The HR Department will review all internal applicants. If HR finds that the minimum education and experience is not met, they will notify the applicant of the finding and request a letter and other materials detailing the applicant s eligibility. The applicant will then have 3 business days to submit the letter and other materials to HR. (b) ELDER RULE: If a Ponca Tribal Member that is 50 or older (on the date of application) applies for an entry-level position and does not possess a high school diploma or GED, the education criteria may be waived if the member has sufficient qualifying experience that would allow them to fulfill the duties of the position. The screening panel may grant the elder an interview if they are otherwise deemed qualified and it will be left to the discretion of the Interview panel to determine if the elder could complete the duties of the position without possessing a GED or HS Diploma. If the position requires education beyond a GED or HS Diploma it would not be considered an entry-level position and, therefore, it would not meet the Elder Rule. (Elder Rule Tribal Council Approved 5/8/08) C. OPENING A POSITION EXTERNALLY 1. Reasons for opening a position externally may include: i. No internal candidate has applied. ii. No internal candidate was selected. iii. The Department Director has requested the position go straight to external posting. iv. External postings will be conducted in the following manner: a. LENGTH OF TIME: (a) External postings will be open for the length of ten (10) working days. (b) Posting will include closing date and applicant required materials. (c) If after the initial external posting closes and there is less than one (1) applicant, the position will be reopened externally for ten (10) more working days. b. POSTING LOCATIONS (a) Openings will be circulated to employees via electronic mail. (b) Openings will be posted in individual office sites. (c) Openings will be advertised on the PTN website. Page 2 of 6

3 (d) Openings will be posted on various internet websites, such as Nebraska Workforce Development, IHS, Careerlink, etc. to be determined by current need and the HR Department v. INTERNAL APPLICANTS a. Internal applicants are allowed to apply for externally posted positions. b. If an internal applicant applies, they will be required to follow the same procedure outlined in OPENING A POSITION INTERNALLY. D. ACKNOWLEDGEMENT OF INTEREST 1. The HR Department will acknowledge all interested persons in writing. i. Current PTN Employees will be sent a standard Employee Job Interest form and PTN application to fill out. ii. All non-employees will be sent a PTN application form to fill out. E. SCREENING PROCESS 1. LIMITED CHOICE PROVISION i. If there is one or more applicant(s), the screening process would continue. a. This is to allow for a quicker response time and not lose potentially viable candidates. 2. APPLICANT SCREENERS i. A hiring panel will screen applicants for open positions. The hiring panel will consist of at least three members: a. Position Supervisor, Department Director, and HR as a facilitator b. If the Position Supervisor and Department Director is the same person, then Executive Management will approve an employee to fill the third role on the screening panel. c. An employee will not be eligible to participate on the hiring panel if an immediate family member of the employee has applied for a position for which the employee has been identified as a hiring panel member. (a) HR will consult with the department director for a replacement hiring panel member. (b) The replacement hiring panel member must be approved by executive management prior to placement on the panel. d. At least one member of the panel must be Ponca. ii. Tribal Council will screen and interview the following: a. Executive Director of Tribal Affairs b. Deputy Director of Tribal Affairs c. Director of Finance d. Tribal Health CEO e. Human Resources Director f. Grant Manager 3. SCREENING MATRIX i. An approved Screening Matrix will be utilized to determine qualified applicants for interview. This Screening Matrix will be kept on file in the HR Department for documentation. ii. Once the position has closed, HR will send out the Screening Matrix to the panel. a. The panel will be required to rate each applicant based off of his/her knowledge, skills, and abilities. b. Panel members should provide objective notes for each applicant outlining why or why not each applicant will be offered an interview. c. Panel members must submit their completed Screening Matrix to HR no later than 3 business days from when received. Page 3 of 6

4 F. QUALIFICATIONS FOR EMPLOYMENT 1. Indian Preference Policy i. When job vacancies occur, the PTN uses an Indian Preference hiring hierarchy to fill these job vacancies with qualified applicants. This policy means that a qualified PTN member will be selected first, a qualified current employee second, a qualified member of a Federally Recognized Tribe third, and a qualified non-indian last. 2. Ponca Preference in Employment i. The PTN will, to the greatest extent feasible, give preference in employment to enrolled Ponca Members. Based on the intent and scope of the Ponca Preference Policy, the Ponca Tribe of Nebraska recognizes two forms of preferential practices: a. Mandatory Ponca Preference - the most assertive form of hiring, meaning only Ponca Members are eligible to apply for a position. b. Minimum Qualifications Ponca Preference In this form of Ponca preference, all candidates will be evaluated based on the minimum qualifications set forth in the position description. Candidates that meet the minimum qualifications will be selected based on the Indian Preference Hiring Hierarchy. Ponca members must be able to meet all minimum qualifications within 12 months of hire or as specified on the job description. (a) There are certain qualifications that are required to be met at the time of hire. These requirements will be identified on the PRF. ii. The specific preferential practice is identified by the department by submitting the approved PRF to HR. iii. The PTN may, at its sole discretion and depending on availability of funding, choose to hire and provide a developmental program for a Ponca candidate who is not fully qualified to perform all functions of a job the candidate has applied for rather than hire a non-ponca. This encourages the use of on-the-job training programs in conjunction with the work being performed, The PTN, at its discretion, may create such a jobtraining program to specifically benefit Tribal members in an effort to encourage the development of viable job skills. iv. Applying Ponca Preference in the Implementation of Non-General Fund Programs a. When a funding program/source has its own criteria for the selection of employees and such criteria ensures that preference will be provided to Ponca persons, consistent with PTN intent stated above, the PTN shall utilize the program's stated criteria for provision of Ponca preference, in order to implement the program in strict regulatory compliance with the funding source. The responsible staff will use the program regulations and administrative directives as guidelines in such cases. v. Procedure a. Applicants or employees must submit a copy of verification document(s) to the PTN Human Resources Department along with the Employment Application for eligibility determination purpose(s). Acceptable verification documents include one of the following: Ponca Tribal enrollment certificate or census card. b. The PTN Human Resources Department is responsible for reviewing the verification document(s) and is authorized to make the determination whether an individual candidate meets eligibility requirements. c. The record of verification will be maintained in the Applicant Recruitment File or employee personnel file. G. INTERVIEW PROCESS: 1. Interview Date and Time i. The HR Department will contact the hiring panel to schedule the interview date, time and place. 2. Interview Questions i. The HR Department will develop a set of standard questions for all interviews. Page 4 of 6

5 ii. The Program Director will develop a set of detailed program questions for the interview. iii. The HR Department will compile and distribute the interview questions to the interview panel during the interview. 3. Notification i. The HR Department will notify the following of the interview: a. The selected candidates to be interviewed. (a) Time and date (b) Required testing for the position (c) Items to bring to the interview, i.e. certifications, references, licenses, transcripts, etc. (d) Interviewees must fill out the required background check forms before and/or after the interview. (e) Background checks will only be completed on the selected candidate after an offer is accepted. b. The interview panel. c. A standard letter will be sent to applicants not selected for interviews. 4. Interviews i. The HR Department will supervise and facilitate the interview. ii. All hiring panel members are required to be present at the interviews. iii. All present except the HR Department will score the applicants responses to the set of questions. iv. If Tribal Council is the Interview Panel, they will screen the applicants for the initial interview. The HRD will supervise and facilitate the interview with Tribal Council. Tribal Council will determine if a second interview is needed. If so, the same panel will participate in the second interview. v. Applicants who do not appear for their interview without calling in advance to reschedule or cancel their appointment will not be considered for employment with PTN for six months. A second incident of not appearing for a scheduled interview will lead to another one year of ineligibility. In the event that an emergency situation caused the missed appointment, Administration will make a determination if this provision can be waived. H. SELECTION PROCESS 1. The hiring panel will rank the candidates. 2. If an internal candidate is selected and he/she does not currently meet the minimum qualifications, but has demonstrated the ability to meet these qualifications within 6 months of hire (12 months for Ponca members), the hiring panel must determine what additional stipulations will be required of the applicant in order to obtain the position. i. These stipulations may include: a. Requiring the candidate to acquire additional education. b. Requiring the candidate to acquire additional certification. c. Requiring the candidate to acquire a needed skill(s). ii. If a candidate is given stipulations for hire the following must be outlined: a. A deadline to acquire such education/certification/skill. Not to exceed six (6) months (twelve (12) months for Ponca members). b. Consequences if the stipulations are not met by the deadline. c. The PTN will not be required to provide funding to acquire such stipulation. d. Whether an additional probationary period will apply and, if so, how long. e. Whether a salary/pay grade modification will apply and, if so, how long. f. The supervisor must meet with the Employee Development Specialist prior to the start date so that an Individual Career Plan can outline these stipulations. Page 5 of 6

6 3. The hiring panel will provide a completed Recommendation to Hire (RTH) to Executive Management carefully outlining the negotiated work conditions (start date, salary, location, work hours, etc.). A courtesy copy will be sent to the HR Department 4. Executive Management will make the final decision based on the recommendation of the Department Director. i. If Executive Management approves the RTH, Executive Management will send an approved copy to the HR Department. ii. If the Executive Management does not approve the RTH, the Executive Management must provide a detailed explanation as to why, based off of policy, and request the hiring panel submit a new RTH. 5. Once the HR Department receives an approved RTH the selected candidate will be contacted via telephone offering the position to the individual for a verbal acceptance, and will follow up with a written offer letter outlining the negotiated work conditions of the hiring panel. i. If the selected candidate declines the position, HR will notify the panel and move forward with extending an offer to the next selected candidate. ii. If there is not next candidate identified, HR will consult with the panel to reevaluate the remaining interviewed applicants. Upon the panel s approval, HR will repost the position as outlined in Opening a Position Externally. iii. All employment offers will be contingent upon the selected candidate successfully passing a pre-employment drug screen, passing the required background checks, and meeting the insurance criteria (if applicable to selected position.) iv. A standard no-hire letter is sent to the candidates not selected for the position from the HR Department. I. ORIENTATION PROCEDURES 1. Orientation will be conducted on the new employee s first workday. 2. All new hires will receive two orientations: i. New employee orientation conducted by the HR Department ii. Program orientation conducted by the Department Director or position Supervisor. J. RE-ADVERTISING OF POSITION 1. If interviews are held and the hiring panel determines interviewees are not suitable for the position, they must submit an RTH outlining just cause for declining interviewees to Executive Management with a courtesy copy to the HR Department. 2. Once HR has received an approved RTH with no candidates identified, HR will move forward with re-advertising the position as outlined in Opening a Position Externally. Tribal Council Approved: 04/22/2017 Page 6 of 6