(a) Selection from Office of Personnel Management (OPM) E-List. The process to fill a position is initiated by use of Form 11PE031E, Announcement Requisition, which is forwarded to the Human Resources Management Division (HRMD), Oklahoma Department of Human Services (OKDHS). When HRMD is notified of vacancies that are not filled by promotion, demotion, transfer, or reinstatement in accordance with OKDHS recruitment, selection, and placement policy and procedures, HRMD may request an OPM E-List which may be used in accordance with OAC 340:2-1-84(b). OPM supplies names of eligible persons. The hiring rule is the top ten available eligibles, or anyone whose name is tied with the lowest ranked eligible within the hiring rule. [OAC 530:10-9-92 and 74 O. S. § 840-4.13] OKDHS may make its selection from the OPM E-List within the hiring rule. In selecting new personnel from the OPM E-List, OKDHS may consider any information legally available concerning each applicant, including data recorded on the application, reports of interviews with applicants and references, performance evaluations, letters of reference, and background checks. OKDHS does not discriminate in any of its employment policies and is an equal opportunity employer. • 1
(b) Utilization of multiple continuous announcement (MCA). OKDHS may announce that applications will be accepted for a specified period of time in anticipation that numerous vacancies will occur during the period of the announcement. Criteria for the establishment of an MCA is determined by HRMD. When MCA is utilized:
- (1) individual announcements are not utilized for the same job family descriptor at the same unit location;
- (2) applicant lists may be issued to selecting official beginning ten calendar days after announcement opens and up to ten calendar days after the announcement closes; and
- (3) an applicant will have his or her name removed from further consideration for MCA when the applicant:
- (A) fails to respond to an invitation for an interview;
- (B) fails to respond to a request for additional information;
- (C) declines an interview; or
- (D) declines a job offer.
(c) Determination of availability. Upon receipt of the OPM E-List, HRMD forwards the E-List to the requesting official. This official contacts applicants on the list by mail or e-mail to determine if the applicants are available for an interview.
- (1) If an applicant declines an offer of appointment, fails to report for an interview, or fails to report for duty, the circumstances are documented for the record. An eligible applicant may be considered to have declined and may be removed from consideration when he or she:
- (A) fails to reply to a written invitation to interview within seven calendar days, exclusive of the date of mailing;
- (B) is contacted by e-mail with an invitation to interview and fails to respond to the electronic inquiry within 72 hours; or
- (C) verbally declines an opportunity to interview with a representative of OKDHS.
- (2) Information regarding a selected applicant's availability for appointment is transmitted to HRMD with any other pertinent information obtained regarding the applicant at the time. Form 11PE076E, Applicant List, is returned to HRMD and as relevant, the OPM E-List.
- (3) A conditional offer of employment, Form 11PE009E, Conditions of Employment, is made to an applicant pending the passing of the required drug screening. [OAC 340:2-1-43(b)(1)] • 2
- (4) Appointment to certain positions within OKDHS requires the completion of a favorable background check. [OAC 340:2-1-56]
(d) Notice of appointment. Since OKDHS administers statewide programs, staff are assigned in accordance with the particular needs of OKDHS. Form OPM-14, Request for Personnel Action, showing the OPM position identification number, job family with level and job code, place of assignment, pay band and salary, is provided to the new employee as notice of his or her appointment. • 3