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
Universal Citation: OH Admin Code 5120-7-10
Current through all regulations passed and filed through September 16, 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.
Disclaimer: These regulations may not be the most recent version. Ohio may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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