Final Eligibility
OHR has five (5) calendar days to provide final eligibility.
Top Candidates and Final Eligibility Review
After interviews are completed, and within 30 days of the advertisem*nt posting, the Hiring Manager will select their top candidates ( 1-2 applicants per position) and submit their names along with all required eRPA documentation to the ERL. Although you may interview candidates immediately once a position has been advertised, it is best practice that final eligibility is not submitted until after the Final Filing Date.
The ERL will complete the eSheet and submit the following documents as part of the eRPA process in Tracker for Examinations Unit (Exams) review:
- eRPA Cover Sheet.
- Application Review Spreadsheet indicating how applications were ranked and chosen to interview.
- Interview Schedule with names of all applicants interviewed & panel members.
- Interview Questions (blank template). *
- Interview Rating Criteria indicating your rating scale (i.e. what a 1 means compared to a 5). *
- Interview Notes/Candidate Responses for each interviewee and their respective score. *
- Authorization to Release Information (OHR 18) for each interviewee.
*Documents may be combined and, in any layout, if all components are present. Please ensure all panel members’ packets are completed for each interviewee (i.e., if there were 3 interviewees, and 3 panel members, there should be 9 interview packets).
Final Eligibility Results Updated in Tracker
OHR is responsible for determining if prospective candidates are transfer or list eligible within 5 days of the eSheet being submitted. Once completed, Tracker will be updated with final eligibility results and Hiring Managers will receive an email alert through Outlook. Hiring Managers may contact the ERL who will share results.
Make Selection
The Hiring Manager selects who they would like to hire and documents their selection in Section 2 on the eRPA Cover Sheet. This is a simple statement describing the qualifications/experience that made the person the most qualified for the position and can also be documented on the application criteria spreadsheet.
No Candidates?
Programs have various options if they do not receive any eligible candidates.
- Re-advertise.
- As part of the eRPA process, if program chooses to readvertise, program will need to submit section 1b of the eRPA Cover Sheet which includes Hiring Manager’s application review spreadsheet demonstrating the candidate pool did not meet their needs. Detailed information about eRPA can be found in section 10.
- Discuss options with C&P.
- Email DGSRecruitment@dgs.ca.govtodiscuss and develop a Strategic Recruitment Plan.
JOB OFFER
To ensure Hiring Managers do not lose their top candidate, job offers should be made immediately after final approval is provided by OHR. Note: If there are pre-employment requirements, only a conditional job offer may be extended.
Conditional Job Offer
If the position requires pre-employment screenings, such as background clearance (e.g. Live Scan),and/or medical clearance, a conditional job offer can be extended. Once the candidate has successfully completed pre-employment screenings, a firm job offer can be extended.
Background Clearance/Live Scan (if required)
Depending on the building, either DGS or the tenant will initiate the Live Scan.
- The background approval will get sent to the Custodian of Records and OHR will notify the ERL of background results
- ERL will notify the office of the candidate’s background results
More information can be obtained in HR Memorandum 20-016: DGS Live Scan Fingerprint Procedure
Medical Clearance (if required)
Program initiates the medical clearance process and will send candidate to medical facility.
- Medical forms are sent to CalHR for approval by program
- OHR notifies the ERL of medical clearance
Job Offer
After OHR has given final approval, a start date can be negotiated. When the offer has been accepted, the Hiring Manager will notify the ERL with the following information:
- Reporting Supervisor (if different from Hiring Manager)
- Offer Date
- Acceptance Date
- Effective Date
Once job details have been confirmed, you must send a final Offer Letter to the selected candidate. The selected candidate has five (5) days to sign and return the letter. The Offer Letter is required and will be submitted as part of Section 2 of OHR’s electronic record retention process, eRPA. Detailed information about eRPA can be found in section 10.
FOR ALL STATE EMPLOYEES – Please note, it is the Hiring Manager’s responsibility to contact the applicant’s current Supervisor to negotiate a start date. The applicant’s current supervisor may retain the employee for up to 14 days for promotions and Training & Development Assignments, and up to 30 calendar days for transfers.
Notification to Candidates Not Selected
Typically, candidates are considering other job offers. It is prudent and courteous to inform the unsuccessful candidates of the results of the screening and interview processes as soon as possible.
For those candidates that the Hiring Manager interviewed, it is best practice to call and inform them that they were not selected for the position.
For those candidates who applied, but were not interviewed, Hiring Managers can send a template notifying candidates electronically via ECOS that they were not selected for the position. The ERL can assist with this process.
RECORD RETENTION/HIRING PACKAGE AND eRPA PROCESS
Hiring Package
For audit purposes and per the State Personnel Board (SPB), DGS is required to retain complete RPA packages for five years after a hire is made. A complete RPA package includes OHR recruitment documents (e.g., duty statement, justification, etc.) ANDprogram hiring documents (e.g., application review spreadsheet, interview questions and notes, final scoring, etc.).
eRPA Process
OHR implemented eRPA, a process that will allow all RPA documents to be easily accessible electronically for business needs during the mandated retention period. With eRPA, DGS programs are now responsible for submitting their hiring documents to OHR throughout the hiring process as noted in the previous sections.
ERLs will utilize the eRPA Cover Sheet when submitting eRPA documents to Tracker. This form is required when uploading documents to Tracker and is a required document of the eRPA process. It also assists with identifying the documents being submitted.
The following sections outline the information or documents Hiring Managers are required to provide to their ERL for the eRPA process.
Section 1A: Application Screening and Interview Docs - Documents are submitted at Final Eligibility
When Hiring Managers are ready to submit top candidates for Final Eligibility Review, Hiring Managers are responsible for proving the ERL the following documents:
- Names of their top candidates for the eSheet(s)
- Application Review Spreadsheet indicating how applications were ranked and chosen to interview
- Interview Schedule with names of all applicants interviewed & panel members
- Interview Questions (blank template)*
- Interview Rating Criteria – defines your rating scale (i.e. what a 1 means compared to a 5)*
- Interview Notes/Candidate Responses for each interviewee and their respective score*
- Authorization to Release Information (OHR 18)
Note: Documents notated with an asterisk (*) may be combined and in any layout if all components are present.
Section 1B: Re-advertisem*nts (if applicable) - Documents are submitted with re-advertisem*nt request
When Hiring Managers receive candidate pools that do not meet their needs, they may choose to re-advertise. Currently, Hiring Managers are responsible for providing their ERL the following documents:
- Application Review Spreadsheet demonstrating the candidate pool did not meet program’s needs
Section 2: Final Candidate Selected - All RPA related documents should be submitted to OHR as soon as a candidate is selected, all pre-employment requirements are cleared, and a start date is determined by way of routing the RPA back to OHR for finalization
When the Hiring Manger has chosen their final candidate, Hiring Managers are responsible for providing their ERL the following:
- Additional documentation and/or correspondence pertaining to the appointment with DGS OHR and Program ERL (e.g. hardcopies of any emails, reference checks, or other records of communication)
- A brief justification if the selected candidate was NOT the highest scoring
- Signed offer letter
Other Documents required for a complete RPA package include:
- Applications (stored in ECOS)
- eSheet(s) (submitted by program ERL)
- Current/proposed organizational charts (submitted by Program and RPA initiation)
- Final Duty Statement(s) (submitted by Program and RPA initiation)
- Job Control Form (submitted by Program and RPA initiation)
- Budget Approval Form OHR 37
Some RPA packages also need to include the following documents:
- Any documents provided by the selected candidate
- Email of background approval
- Email of medical approval
- Exceptional Allocation (625) Documentation
- Hire Above Minimum (HAM) Approval Memo
- EEO Panel Composition (FMD)
- Interview Question Approval Form (FMD)
- Justification Memorandum.
- Post & Bid Form of successful bidder
HR Memorandum 16-008 regarding Hiring Package Retention provides additional information for the best practices for records retention and guidance for collecting and retaining records associated with the hiring process.
