Ohio Administrative Code › Title 5120 - Department of Rehabilitation and Corrections - Administration and Director › Chapter 5120-7 - Personnel › Section 5120-7-10 - Selection of employees when an eligibility list or promotional examination is not available

Current through all regulations passed and filed through July 1, 2024
(A) Purpose: The purpose of this
			 administrative regulation is to set forth the selection procedure when an
			 eligibility list or promotional examination is not available for departmental
			 positions above pay range 05, schedule A, as set forth in section
			 124.15(A)  of
			 the Revised Code, and above pay range 26, schedule B, as set forth in section
			 124.15(A)  of
			 the Revised Code.
(B) Policy:
			 Positions within the department of rehabilitation and correction shall be
			 filled on the basis of merit. Whenever consistent with law and when abilities
			 are equal, applicants already employed by this department shall be given
			 consideration for a promotion or career development transfer before hiring of a
			 non-employee of this department.
(C) Procedure:
(1) The procedure for filling positions
			 posted on and after the effective date of this administrative regulation for
			 which an eligibility list or promotional examination is not available is set
			 forth in this regulation.
(2) Each
			 appointing authority may recommend to the director of the department of
			 rehabilitation and correction, or designee, the filling of an authorized
			 position when required for the efficient and effective operation of the
			 organization.
(a) The director, or designee,
			 may disapprove any request made by an appointing authority to fill a vacancy.
(b) If the director, or designee,
			 approves the recommendation, the personnel officer, with the authorization of
			 the appointing authority, shall notify central office bureau of personnel of
			 the position, as established by the state department of administrative
			 services.
(i) When the recommendation for
			 filling the vacant position is sent to central office bureau of personnel, the
			 job-related criteria on which final selection will be made shall be prepared
			 and filed in the merit selection case file, according to paragraph (ii) below.
(ii) The personnel officer at the
			 institution or agency concerned shall prepare a merit selection case file for
			 each vacancy to be filled. The file shall be identified by position title,
			 position control number, and the date of posting. The merit selection case file
			 shall contain all documents pertaining to the posting and selection of an
			 applicant. The file shall be maintained in the institution or agency personnel
			 office for a period of one year from the date of selection. Thereafter, it
			 shall be sent to the central office bureau of personnel.
(3) All job opportunities in
			 approved positions in the classified service, above pay range 05, schedule A,
			 as defined by section
			 124.15(A)  of
			 the Revised Code and above pay range 26, schedule B, as defined by section
			 124.15(A)  of
			 the Revised Code, shall be posted for seven calendar days in a convenient and
			 conspicuous place in every institution or agency location of the department of
			 rehabilitation and correction. All other job opportunities in approved
			 positions in the classified service shall be posted as above in the institution
			 or agency concerned, except when the director, or designee, in his discretion
			 determines that such posting shall be made throughout the department.
(4) Each applicant for a vacancy
			 shall submit a state application (ADM-4200) to the personnel officer designated
			 on the posting. State application forms (ADM-4200) are available from the
			 personnel officer at each institution or agency location. The state application
			 form must be submitted by the final closing date of the position posting. State
			 applications mailed by the applicant must be postmarked no later than the final
			 closing date of the position posting.
(a) An
			 applicant may also submit other pertinent information which indicates ability
			 to perform the duties of the position. These may include, but are not limited
			 to:
(i) A resume;
(ii) A personal statement;
(iii) Letters of reference from employers;
(iv) Training records.
(b) All applicants who fail to
			 meet the minimum qualifications for the position shall be so notified in
			 writing and shall not be considered.
(c) Positions may be filled the day following
			 the closing date specified on the posting notice.
(5) The appointing authority, or designee,
			 shall screen and evaluate the information made available by each applicant in
			 relationship to the job-related criteria of the position in the following
			 manner:
(a) A maximum of six points may be
			 given for direct job-related experience, training, or abilities relating to the
			 duties of the position;
(b) A
			 maximum of three points may be given for experience, training, or abilities
			 which are indirectly related to the duties of the position.
(c) All points given for criteria in
			 paragraphs (a) and (b) shall be in whole numbers which shall be totaled.
(6) The appointing
			 authority, or designee, shall select the three highest evaluated applicants as
			 determined by paragraph (5) above and those applicants shall be given primary
			 consideration for the vacant position. Tie scores shall qualify additional
			 applicants.
(7) The names of the
			 primary applicants selected pursuant to paragraph (6) and all appropriate
			 information concerning the applicants shall be sent to the appointing
			 authority. Oral job interviews shall not be conducted, except pursuant to
			 paragraph (7)(a) below; however, if interviews are conducted, each primary
			 applicant shall be given the opportunity for an interview.
(a) Oral interviews shall be conducted at the
			 discretion of the appointing authority or designee. The appointing authority or
			 designee shall authorize interviews in writing and said authorization shall be
			 made a part of the merit selection case file.
(b) Each applicant interviewed pursuant to
			 this section shall be asked only job-related questions relating to the duties
			 of the posted position.
(c) The
			 answers of each primary applicant shall be summarized and retained in the merit
			 selection case file.
(8) The appointing authority may take any of
			 the following actions:
(a) Evaluate the
			 submitted information of each primary applicant in relation to the established
			 job-related selection criteria in the merit selection case file and make a
			 final selection.
(b) Make a final
			 selection on the basis of all information made available by the applicant and
			 the applicant's responses to the job-related questions as summarized in the
			 oral interview.
(c) Reject all
			 primary applicants on the basis of the failure to meet established job-related
			 criteria.
(d) Any applicant not
			 selected pursuant to paragraphs (6) to (8) shall be notified in writing of
			 non-selection.
(9) If
			 all primary applicants are rejected, the appointing authority shall request a
			 list of all other qualified applicants. The procedure in paragraphs (7) and (8)
			 shall be followed in the selection process. If the appointing authority did not
			 conduct oral interviews with the primary applicants before rejecting their
			 applications, oral interviews shall not be used in the selection of any other
			 applicants for that position unless all rejected applicants are given the
			 opportunity for an oral interview.
(10) If all applicants are rejected, the
			 appointing authority may:
(a) Request that
			 the position be reposted;
(b)
			 Leave the position vacant.
(11) Merit selection case files are subject
			 to administrative review at the discretion of the director of the department of
			 rehabilitation and correction or his designee.
(12) The selected applicant shall be
			 processed for appointment or promotion on the Personnel Action Form, along with
			 a completed state Application Form (ADM-4200) and any other required
			 documentation, through the central office bureau of personnel to the department
			 of administrative services. No selection is final until approved by the state
			 director of administrative services.
(13) After final approval of selection has
			 been granted by the director of administrative services all qualified
			 applicants for the position shall be notified in writing that the position has
			 been filled and it will be necessary for them to submit another state
			 Application Form for any future posted position.
(14) All oral interviews shall be at the
			 travel expense of the applicant and will not be reimbursed by the department of
			 rehabilitation and correction.
(15) No employee of this department who is
			 provided an opportunity by an appointing authority to attend an oral interview
			 during the employee's normal working hours shall incur any loss in total hourly
			 rate of pay while attending the interview.