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The Hiring Process
February 2013
Objectives
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Identify the 4 Phases of the Hiring Process
Identify the requirements for each Phase of the Hiring Process.
Identify the forms required for each Phase of the Hiring
Process.
Identify the workflow associated with each Phase of the Hiring
Process.
Understand the procedures for completing reference and
criminal checks.
Understand the procedures for requesting pre-approval of the
selected candidate and salary.
Understand the procedures and requirements for Conditional
Offer of Employment.
Understand the HR procedures for Final Approval and
BEACON/SAP processing.
2
Recruitment & Employment Activity
Human Resources
Operating
Divisions
Employment
& Benefits
Sections
Central Office
Recruitment
&
Employment
4
Regional
Employment
Offices
Central
Employment
Specialists
Regional
Employment
Specialists
3
Recruitment & Employment Activity
Central HR
REOs
Post & Screen
Post & Screen
Pre-Approval & Salary
Pre-approval & salary
Final approval
Files
Empl Spec
Post & Screen for
section
Certification
Requirements
Final Approval
Files
Files
All three are not the same – Employment Specialists do
NOT set salary, handle certification requirements or have
final approval authority; therefore, those with
Employment Specialists are STILL assigned to either
central R&E or an REO
4
Section Assignments
R&E
REOs
Empl Spec
AC Admin
Alcohol Chem
Dep
Combined
Records
Community
Corrections
Court Services
Detention Centers
Div of Admin
Prisons
Div of LE
Youth Dev’t Centers
Enterprise
Extradition
JJ Admin
Parole
Commission
Alcohol Law
Enforcement (sworn
only)
Community Corrections
Enterprise
Prisons
State Highway Patrol
All sections under Employment Specialists are
also under an HR office as Employment
Specialist post & screen but hiring decisions
are forwarded to the assigned HR office.
5
4 Phases of the Hiring Process
I. Post, Screen, Select
•
•
•
•
Post Position & Screen Applicants
Interview & Screening Tools
References & Criminal Check
Select Candidate
II. Approval
• HR Pre-Approval & Establish
Salary
• DPS Approval Signatures
III. Conditional Offer
• Conditional Offer, I-9, E-Verify
• Final Approval & Identify Start Date
IV.Employee Start &
Set-Up
• Employee Starts; BEACON/SAP
Set-up
• Recruitment Close-Out
• HR Follow-Up
6
Phase I: Post / Screen /Interview/ Select
Post Position & Screen
Applicants
• Request to Post submitted
• Screen Applicants
• Referred List to Manager
Interview & Screening
Tools
•
•
•
•
References & Criminal
Background
• Professional references
• Criminal background check
Select Candidate
• Candidate Selection Decision
• Within work location approvals
Interviews scheduled
Interviews conducted
Forms completed
Screening tools/pre-COE tests
7
Phase I: Post
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3 items are required:
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HR 001 Request to Post Form
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Essential Job Functions
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Benchmark Interview Questions
Submitted electronically to
[email protected]
SVC_DOC.DOP_Request_to_Post@ncdps.
gov
8
Request to Post
Form HR 001
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General Posting
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Reposting with Previous Applicants
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Reposting without Previous Applicants
Position Details
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Budgeted Salary & Fund Code
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Supplemental Questions
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Approvals
9
Phase I: Post
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3 Points in the Hiring Process when Essential Job Functions are used
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Posting (Phase I)
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Interview (Phase I)
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Conditional Offer (Phase III)
List of Essential Job Functions
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What are Essential Job Functions
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When are essential functions established
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How are essential functions used during the Hiring Process
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Sample Essential Functions Personnel Tech
Collaboration: HR and Division Management
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February
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HR Classification and Compensation Unit
10
Phase I: Post
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Copy of Benchmarked Interview Questions
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Required
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Format
Collaboration: HR and JUVENILE JUSTICE
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Project Manager identified for development
11
Phase I: Screening
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HR Office
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Regional Employment Office
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Employment Specialist
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Prisons
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Community Corrections
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Correction Enterprises
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State Highway Patrol
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Alcohol and Law Enforcement (Sworn Positions Only)
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Phase I: Screening
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Work Location Receives the following:
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NeoGov Selection Log of Most Qualified Applicants
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Referred List
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Hiring Priorities-RIF Candidates SHALL be interviewed
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Copy of the Vacancy Announcement
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Applications of referred candidates
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Interview
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The work location schedules and conducts the interviews
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Interview Teams will need the following:
 Vacancy Announcement
 Applications
 Questions and Benchmarks
 Essential Job Function Verification Form HR 005
 List of Essential Job Functions,
 Training Functions if appplicable
 Criminal History Record Check Form HR 004
 Applicant Checklist of Employment Requirements
Form HR 012
 Interview Ratings Form HR 006
 Interview Summary Form HR 007
 Practical / Skills Test (if applicable)
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Essential Job Functions Verification
Form HR 005
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Form and List Provided to Applicant
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For Certified positions in AC and JJ
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Position Essential Job Functions
Basic Training Essential Functions
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Applicant Reviews the List(s) and Signs the form
section entitled “At Interview”
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Do Not Sign Section Entitled “Conditional Offer”
15
Criminal History Records Check Form
Form HR 004
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INTERVIEWS
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Hiring manager or designee completes Section 1
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Applicant Completes Section 2
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Form is placed in a sealed envelope by applicant
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Interview Chair submits to the hiring manager or
designee along with all interview forms
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Applicant Checklist of Employment Requirements
Form HR 012
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Provide copy to applicant during the interview
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This identifies documents the applicant will be
required to provide if they are selected.
They will be required to bring these documents at
the Conditional Offer of Employment.
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Interview Rating Form
Form HR 006
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Standardized Form used by DPS
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Identify KSAs/Competencies
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Document the Interview Questions & Question
Benchmarks
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Notes Section – Record Applicant Responses
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Five (5) Rating Levels
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Summary of Interview Results Section
18
Interview Summary Form
Form HR 007
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Work Location Completes
 Top of the form
 Candidates Names, Date/Time of Interview
 Notes/Comments (i.e. declined interview), Priorities
Chairperson Responsibilities
 Interviewer Results
 Overall Rating
 Document Candidate(s) For Consideration
 Interview Team Signatures (identify Chair)
Submitted to Hiring Manager with other required
documentation
19
Interview Process and Procedures
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Reference Tool
Outlines best practices for conducting the
interview.
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Professional Reference Check Form
Form HR 008
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DPS Requirement: 2 professional reference
checks are required
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Contacting Current and Prior Employers – State
Application
Performance Evaluation Ratings
21
Criminal History Records Check Form
Form HR 004
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Selected Candidate
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For those currently conducting criminal
background checks continue
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For those not currently conducting criminal
background checks, you will receive additional
information through your chain of command.
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Request for Pre-Approval of Selected Candidate
Form HR 009
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Purpose
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Identify recommended candidate
Justify selection of candidate
Provide justification if any candidate w/priority is not selected
Justification of salary recommendation (if applicable)
Address inequities (if applicable)
Documents Required with Pre-Approval Form
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Application of Selected Candidate
Interview Summary Form (Form HR 007)
Education and Work History Credit Worksheet (if requesting a
salary)
Competency Assessment (for Career Banded positions)
Equity Worksheet (if requesting a salary)
23
Pre-Approval Package
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Submit the completed package electronically
to the Human Resources (HR) or
Employment Specialist (ES) that initially sent
you the Referred List
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You will not make a Conditional Offer at this
time
24
Phase II: The Approval Phase
HR Pre-Approval
and Establish
Salary
DPS Approval
Signatures
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Selected candidate approval
Salary determined
Salary exception approval
>20% = OSP approval
• Required signatures
• Budget approval
25
Determining a Salary
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HR will determine an appropriate salary
Increases greater than 20% must be
approved by the Office of State Personnel
(OSP)
Any salary or budget exceptions must be
approved by management
HR will notify the Work Location of the
approved salary via email
HR will pilot DocuSign
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DocuSign
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What is DocuSign
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Links to Materials
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NOTE: Webinar Dates Expire Prior to Regional
Sessions.
Quick Start Signer Guide will be provided
following this training session via email
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Phase III: The Conditional Offer
• Make appt with candidate
Conditional
Offer, I-9 and
E-Verify
• Candidate completes/signs forms
• I-9 and E-Verify
• Confirm forms completed
• Drug test, physical, testing (if applicable)
Final Approval
& Identify
Start Date
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Review all forms
Approve hire
Request start date
Final letter to candidate
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Conditional Offer Checklist
DPS Conditional Offer Letter (Form HR 008)
DPS Employment Statements (Form HR 013)
I-9 (Acceptable Documents for I-9)
DPS Essential Job Function Verification (Form HR005, with EJFs attached)
DPS Request for Reasonable Accommodation, if applicable (DPS-RRA)
Mandatory Direct Deposit Notification, if applicable
Direct Deposition Enrollment and Change Form, if applicable
W-4 Employee Withholding Allowance Certificate, if applicable
NC-4 Employee Withholding Allowance Certificate, if applicable
DPS BEACON Data Form (Form HR 014)
DPS Prior Service Form (Form HR 015)
DPS Degree Verification Request, if applicable (Form HR 016)
DPS Personnel Action Request (Form HR 017)
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Phase III – Conditional Offer
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Work Location Schedules Appointment with Selected Candidate.
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JJ and AC Certified Conditional Offer Process handled by Regional
Employment Office
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Work Location Prepares:
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COE Letter
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Position

Salary
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Checks applicable terms/conditions
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Contacts top candidate to schedule appointment
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Applicant attends appointment schedule at work location
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Conditional Offer is issued to candidate
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Additional hiring paperwork completed
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DPS Employment Statements
Form HR 013
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Work Location reviews with Candidate
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Candidate initials applicable sections
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Candidate signs and dates verifying they have
read and initialed the form.
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I-9 – Employment Eligibility Verification
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Work Location verifies eligibility for employment at
the time the candidate signs the conditional offer of
employment.
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Section 1 of I-9 completed by EE
Section 2 Completed by the Work Location
DPS participates in USCIS Electronic Verification or
E-Verify
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Divisions will need to identify who is to have access
HR will request one list per Division before 3/1
Designated staff will be required to complete online
tutorials
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Essential Job Functions Verification
Form HR 005
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Candidate completes At Conditional Offer of Employment Section
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Checks appropriate box
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with reasonable accommodation or
without accommodation
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Candidate signs and dates
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Essential Job Functions and Essential Training Functions (if applicable)
reviewed and signed at the interview remains attached to EJFV form.
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Should applicant require an accommodation, work unit location should be
prepared to provide DPS-RRA Request for Reasonable Accommodation
Form.
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Work Unit Location should contact HR Employee Relations Section ADA Coordinator for
Consultation after applicant completes the form.
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Mandatory Forms
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State Forms
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Direct Deposit Notification & Enrollment
W-4
NC-4
DPS Forms
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Beacon Data
Prior Service
Degree Verification
Personnel Action Requests
34
Prior Service Form
Form HR 015
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Applicant checks the appropriate box at the top:
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No prior service
All prior service on application
Prior service not on application
If applicant has not listed all prior service on
application, they need to complete the bottom
section of the form
35
Degree Verification Request
Form HR 016
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Official transcript
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Accepted
Must document the degree along with classes
Degree Verification Request Form
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Used when no transcript provided
Mailed to the appropriate location for degree
verification
36
Personnel Action Request (PAR)
Form HR 017
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Section 1
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Completed by the work location and placed on top of
the final package submitted to HR, REO or ES
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Effective dates always on Monday (start dates)
Signature Requirements Determined by Division
for submission during Hiring Process
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HR has already obtained Division Approval during the
Pre-Approval Process therefore the HR Office will
accept one signature on the PAR during the hiring
process
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Recruitment History File
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Request to Post Form
Benchmarked Interview Questions
Essential Job Functions
Neo-Gov selection Log
Vacancy Announcement
Applicants of candidates in most qualified group
Interview Summary Form (HR006)
Interview Rating Forms for all applicants interviewed
Essential Job Function Verification Forms for all Applicants
interviewed
Criminal Background Check forms in sealed envelopes for all
applicants interviewed.
Any Professional Reference Check forms completed for
selected or non-selected candidates interviewed.
38
Hiring/Employment File
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Personnel Action Request Form (PAR)
Request for Pre-Approval of Selected Candidate Form (HR
009)
Application of Selected Candidate
Education & Experience Credit Worksheet or Competency
Assessment (if recommending a salary) (HR 011)
Equity Spreadsheet (if recommending a salary)
Conditional Offer of Employment Letter
Employment Statements Form
I-9 Employment Verification Form and documents
Mandatory Direct Deposit Notification
Direct Deposit Enrollment Change Form
NC-4 & W-4
Beacon Data form
Prior Service Form
Degree Verification Form
39
Medical Package
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Required for Employment
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Physical
Drug Test Results
Psychological Screening
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Submitted to HR for determination of eligibility for hire

Returned to work location for filing as an employee medical
file after the employee begins work.

Maintained separate from personnel documents
40
Final Approval & Effective Date

HR will review the Conditional Offer package,
finalize the Personnel Action Request (PAR) &
request an Effective Date from the Work
Location
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All Effective Dates are on Mondays

Once the Work Location gives HR an Effective
Date, HR will send the candidate a Final Letter
of Offer and copy the Work Location
41
Phase IV: Employee Start and Set-Up
Employee
Starts
• Confirm Employee arrival
• BEACON/SAP action completed
• Hiring package/forms filed
Recruitment
Close-out
• Letters to other candidates
• Close-out NEOGOV posting
HR Follow-up
• Appointment Changes
• Degree verification
42
Phase IV – Employee Starts
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Work location notifies Human Resources that
new hire arrived to work
HR works BEACON action
-

I-9 Form
BEACON Data Form
Direct Deposit Notification
Various necessary information
HR starts personnel file
43
Recruitment Close-out

Employment Specialist closes out the NE0GOV Exam Plan

Employment Specialist sends letters to nonselected candidates

Employment Specialist files recruitment
paperwork
44
Follow - Up
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Probationary/Trainee appointment changes
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Degree verification required within 90 days
45
Summary Wrap-Up
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Resources
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Policy Cites
DPS Hiring Process - Flow
DPS Hiring Process – Summary
Human Resources Directory
Review Issues

Parking Lot
46