PPMR 08-05 Section 5, Application Process
..
~~ "!~ r
n
_ (~ ~!~ ?)
~k J
Village of North Palm Beach
Number: 08-OS
Subject: Application Process
Date: November 7, 2008
Revised: Section 5, NPB
Policy Manual
POLICY AND PROCEDURES MANUAL REVISION
5.0 APPLICATION PROCESS
5.1 Application, Selection and Employment:
5.1.1 Policy Statements: It is the policy of the Village of North Palm Beach:
A. To attract and retain the best qualified employees meeting at least the minimum
requirements of each position as outlined in the position classification plan.
B. To select employees based on suitability for a given position without regard to race,
color, creed, religion, sex, age, national origin, or disability.
5.1.2 Factors Determining Employment: In determining the successful candidate for any
appointment, the Village Manager shall take into consideration but shall not be limited to,
such factors as education, training, experience, aptitude, knowledge, skills, abilities, physical
fitness, and references.
5.1.3 Authorization: When there is a vacant position or a new position is created the vacancy
shall be filled in the following order:
A. By promotion of an employee employed on a regular basis by the Village who meets the
qualifications necessary to adequately perform the duties of the position.
B. From an appropriate layoff list, if such a list is in existence and the person meets the
criteria as set forth in 5.1.2. Furthermore, a layoff list and layoff procedures will be in
accordance with Section 15 of these Personnel Rules and Regulations.
C. By a person not employed on a regular basis by the Village.
5.1.4 Application Evaluation: All applicant applications are to be reviewed and evaluated.
The evaluation process may consist of one or any combination of the following methods:
ability tests, achievement tests, performance tests, ratings of experience and training,
evaluation of daily work performance, physical agility tests, work samples, physical
examinations, or other acceptable selection techniques. Any method(s) chosen shall
evaluate only those criteria necessary to perform adequately in the position. Every
applicant must be of sound health and have the physical and mental ability to perform
the duties of the position to which the applicant seeks employment. Proof produced at
any time to the Village of physical disability or incapacity to perform the essential duties
of the position maybe deemed sufficient cause to exclude the applicant.
5.1.5 Application Acceptance: Applications will only be accepted for vacant positions and/or
positions advertised as currently "accepting applications." Incomplete and/or illegible
applications will not be evaluated or considered.
5.1.6 Pre-Employment Medical Examinations: All regular full-time applicants for positions
are required to complete a medical examination which certifies physical ability to
perform the duties assigned and required. Arrangements for all pre-employment medical
examinations will be made by the department head or the Human Resources Department
with a physician designated by the Village. Such examinations shall be conducted at
Village expense.
5.1.7 Background Investigations: Abackground investigation of each applicant will be
conducted within 30 days of the issuance of a conditional offer of employment. The
investigation will include at least the following:
A. Verification of qualifying credentials,
B. A review of criminal record, worker's compensation history, driving history
C. Verification of at least two (2) professional and/or personal references.
D. In some cases, as approved by the Village Manager or designee, background
investigations may be conducted on all applicants who have passed the initial evaluation
stage prior to personal interviews with staff and/or receiving a conditional offer of
employment. This measure shall be reserved for cases where it is deemed a more
prudent use of Village funds and staff resources.
5.1.8 Fraudulent Conduct, False or Omitted Statements by an Applicant: Fraudulent
conduct of false or omitted statements by an applicant or by others with the applicant's
consent, in any application, shall be deemed cause for exclusion of the applicant from
consideration for the position or termination from Village employment.
5.1.9 Term of Applicants: Applications for positions with the Village shall be active and
considered by the Village for a term of two (2) years from the date said application is
filed. After the expiration of two (2) years, the application, if not renewed, shall be void
and shall not be considered by the Village and all records and correspondence pertaining
to the application maybe disposed of in accordance with State law.
5.1.10 Non-Selection: All applicants who are not selected for positions shall be informed in
writing. Prompt notification in writing is fundamental to a fair and effective selection
process. Whenever possible, applicants should be informed within sixty (60) days of
such a decision.
5.1.11 Procedure for Filling Vacancies: All vacancies shall be filled by the appointment of
probationary or temporary employees. Insofar as practicable, vacancies in higher job
classes shall be filled by promoting individuals from lower job classes and then from an
appropriate layoff list as described in Section 5.1.3B. The Village Manager shall make
all appointments of all Village employees (except for those positions subject to Village
Council appointment) subject to these regulations and may delegate the selection of
employees to the department heads.
5.1.12 Probationary Appointments: A 365-day probationary period shall begin immediately upon
appointment. An employee shall be retained beyond the end of the probationary period and
granted regular status only if the department head affirms that the service of the employee
has been satisfactory and recommends to the Village Manager that the employee be given
regular status. Probationary periods may be extended in accordance with that section of this
policy manual.
5.1.13 Temporary Postings and Appointments: A temporary position is one which is established
and approved by the Village Manager and designated to be of shorter duration than six (6)
months. No employee may be retained in any temporary position longer than six (6) months.
However, the Village Manager may grant extensions due to extenuating circumstances up to
an additional six (6) months, not to exceed the established budget.
5.1.14 Regular Full-Time Positions: A regular full-time position is one which is established in the
budget and designated to be continuous in nature. It may be part-time, but regularly
scheduled, in that it is established by the budget, designated as such by the Village Manager,
and filled with regular full-time or probationary employees.
5.1.15 Transfers: Transfers between departments shall be coordinated by the department heads
involved and approved by the Village Manager.
5.1.16 Selection and Notification: The Village
selected of the decision in writing. The
starting time, pay and a listing of benefits.
Manager or designee shall notify the candidate
notification shall include the employment date,
5.1.17 Employment Oath: All applicants who are selected for employment shall take an oath, prior
to employment, that he/she will uphold the Constitution of the United States and the State of
Florida and the Village Charter and Codes, as required by the Village Charter and
the Florida Statutes.
APPROVED
~~~~ _a
Jimmy Knight
Village Manager