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Library: Policy

340:2-1-82. Job-related selection criteria

Revised 9-17-18

(a) At the time a decision is made to fill a position, the supervisor of the position is responsible for reviewing and determining job-related selection criteria based on the duties of the position.These job-related selection criteria are used to develop interview questions and any other selection procedures, such as skill assessments, simulations, or case studies.Human Resource Management is available to assist with development of interview questions.

(b) The selecting official is normally in the program's upper organizational structure for the position being filled.

(c) The selecting official must consider (1) through (3) of this subsection when selecting applicants for interview and making the selection decision. •  1  Job-related information is:

(1) the application for employment;

(2) the employee's most recent performance evaluation, when available.Selection advisory committees may review earlier performance evaluations only when done consistently for all applicants; and

(3) work histories, when available, job-related references, and other job-related documents may be considered when done consistently for all applicants.

(d) The selecting official is responsible for validating an applicant's work experience and education history, and determining if the applicant meets the minimum qualifications for the position.  • 2 & 3

(e) A felony conviction, by itself, is not sufficient cause to prevent an applicant from being considered for employment with the State of Oklahoma.The underlying crime and its circumstances; however, may be taken into account when determining whether it is appropriate to make a conditional offer of employment per the Governor's Executive Order 2016-03.Before making a conditional job offer to an applicant with a felony conviction, written approval in the form of a memo or email must be obtained from the senior administrator or the executive officer to whom the senior administrator reports.This approval is included in the official personnel file. • 4

Revised 9-17-18

1. Local administrators or persons higher in the organizational structure in a given program area may serve as selecting officials.

2. To verify the applicant's credentials for employment and personal references, the selecting official may utilize Form 11PE006E, Form Letter to Employment Reference, and Form 11PE007E, Form Letter to Personal Reference, and send a written request on Oklahoma Department of Human Services letterhead or make direct contact by telephone.

(1) When an employer or reference requires authorization to release information about an applicant, the selecting official provides the reference a copy of the signature page from the employment application.

(2) The selecting official may designate a staff member to conduct credentials verification and reference checks.

(3) The selecting official documents any attempts to obtain references and employment verifications when contacts do not cooperate or fail to respond.

3. The selecting official ensures all information used to aid in determination of the selection process is justified and documented.

(1) When a bachelor's degree is the minimum requirement for a position, the selecting official must review a copy of the transcript or a signed registrar's letter affirming the degree was awarded.

(2) Job-related factors, such as results of an interview, credentials, work history, skills assessments, and references may be considered.

(3) A value is assigned to each factor used in the selection process. The interview factor is no less than one-third, but no more than one-half of the overall assessment.

4. When the selecting official considers an applicant with a felony conviction the hiring decision must include consideration of the position's duties, the nature of the criminal offense, and the date of conviction. Some positions have employment bans due to the nature of the criminal infraction. Other positions may prohibit employment due to prior findings related to abuse, neglect, or exploitation, for example, the Nursing Home Care Act, Section 1-1950.1of Title 63 of the Oklahoma Statutes.

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