Columbus, Georgia

Memorandum





To: Elected Officials, Department & Agency Directors Date: April 8,

2005



From: Isaiah Hugley, City Manager



Subject: New Employment Application Procedure



___________________________________________________________________________



As you are all aware litigation involving allegations of discrimination and the

accompanying threat of huge damage awards continues to be a major concern for

all employers. We too are concerned and to strengthen our defenses against

unfounded charges, we are making changes to our employment application

procedure. Effective immediately, I have directed the Human Resources

Department to implement the following procedures.



Normal Handling Procedure - applies to all vacancies except those listed in the

special handling procedure section:

1. The Human Resources Department must properly advertise all vacant positions.

2. All applicants for advertised vacancies must submit a properly completed

application to the Human Resources Department for consideration.

3. The applications of qualified applicants will be assembled and forwarded to

the hiring authority for consideration.

4. Applicants selected for employment are to be advised by the hiring authority

that they will be contacted by Human Resources to complete the processing of

their application. An offer of employment is not to be made at this time.

5. After completing background checks, Human Resources will make a conditional

offer of employment to the selected applicants, subject to a satisfactory

physical examination and/or drug screen.

6. Human Resources will coordinate the start date with the hiring authority and

make a verbal offer of employment to all successful applicants.

7. After receiving a verbal acceptance Human Resources will issue a written

confirmation of the employment offer to each successful applicant.

8. An acknowledged copy of the employment offer will be placed in the new

employees personnel file.



Special Handling Procedure ? this section applies to special situations where

use of the normal procedure is either not practical or would create

difficulties for either the applicants or hiring departments:



A. This section of procedure applies to the following specific jobs and

departments

? Civic Center and Trade Center event staff

? Community Schools activity leaders, site supervisors, summer lunch staff, etc.

? Parks & Recreation aquatics staff and athletic officials

1. The Human Resources Department will advertise all vacancies for these

positions.

2. Applications may continue to be accepted for these positions in the hiring

departments.

3. Prior to the conditional offering of employment (subject to background check

and drug screen), the hiring department must L-note or fax the proposed

employees name and social security number to Human Resources.

4. Human Resources will search personnel databases for prior employment and

reemployment eligibility. (Note: a ?no rehire? recommendation from a prior

period of employment is not a permanent bar to reemployment but requires

review, justification and approval of the HR Director.)

5. Applications will be sent to Human Resources for completion of background

checks and drug screens.

6. Applicants ineligible for employment and their hiring authority will be so

advised.



B. This section applies only the following specific jobs and departments

? Superior Court Law Clerks

? District Attorney and Solicitor assistants (attorneys) only

? Golf Authority, Airport Authority and Naval Museum personnel

1. Advertisement of these positions is not required but recommended.

2. Applications may continue to be accepted for these positions in the hiring

departments.

3. Applications will be sent to Human Resources for completion of background

checks and drug screens. (Note: Airport does own background checks)

4. The hiring authority will be notified of all applicants ineligible for

employment.



C. This section applies only the following specific jobs and departments

? Poll Workers & Temporary Election Workers

1. Advertisement of these positions is not required but is available.

2. These workers are not employees of the City and applications are not

required.

3. Tax papers are completed by Elections & Registration and sent to Human

Resources to facilitate payroll administration.



Please let me know if you have any questions about this procedure change. For

specific operational issues you should contact Tom Barron in Human Resources.



________________________________________________________________________________

_







Notes and Clarification for New Hiring Procedure



? The Police Department has their own personnel unit and believe that HR being

the application source will add another layer of handling and slow the

application process.

? The Sheriff's Department also has their own personnel unit and believe that

their large volume of applications will overwhelm the ability of HR to service

them, creating delays. They also expressed concern over losing applicants to

the Police Department (HR would refer to the Police Department first because of

their greater need).

? The District Attorney and Solicitor have unique established sources for

obtaining attorneys. Although there is no reason that we cannot apply the

normal procedure to their clerical and support personnel, they will probably

oppose the change.

? The judges also have unique established sources for their law clerks but

their clerical and support staff can be easily be handled by the normal

procedure. The judges may object.

? The Superior Court and Municipal Court Clerks will probably object, but

without good reason.

? The Civic Center intermittent events staff has never been subjected to

background checks and drug screens due to high turnover volume and cost

considerations. If moved to regular part-time status the background and drug

screen is then completed. We may want to reconsider this policy.