OKDHS - OAC 340:2-1-83. Selection advisory committee for positions in the classified service

340:2-1-83. Selection advisory committee for positions in the classified service

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Revised 7-1-10

(a) A committee is established by the selecting official or designee to provide assistance in the consideration, interview, and selection process of applicants for any classified supervisory, managerial, or Fair Labor Standards Act (FLSA) exempt position. Upon request, the requirement for a committee may be waived. A waiver request, including justification, must be submitted to the Human Resources Management Division (HRMD) director for consideration. If there is only one applicant, a committee is not required.

(b) Initial and any subsequent committees must have at least three members, one of whom must be from outside the program or division of the vacant position. • 1

(c) The selecting official does not serve as a member of any committee.

(d) A selection advisory committee is not required for entry-level and nonsupervisory positions. When a local administrator elects to use a committee for such positions, there is no minimum member requirement and the requirement for one member to be from outside the program or division is waived. The selecting official may delegate responsibility for conducting interviews or include other staff members in the interview process for entry-level and nonsupervisory positions as an alternative to use of a committee.

(e) This procedure may be utilized when filling an unclassified position, although it is not a requirement.

INSTRUCTIONS TO STAFF 340:2-1-83

Revised 7-1-10

1. The procedures for the selection advisory committee are described in (1) through (6).

(1) The selecting official may delegate to the committee review of all applicant materials, and the decision as to which applicants are to be interviewed. The committee members participate in all applicant interviews before a selection recommendation is made.

(2) The selecting official appoints one committee member from outside of the division of the position being filled.

(A) When, due to location or organizational structure, it is an inefficient or ineffective use of Oklahoma Department of Human Services (OKDHS) resources to appoint a committee member from outside of the division, the selecting official:

(i) first documents his or her efforts to obtain a committee member from outside the division; and

(ii) then chooses a committee member outside of the program area of the position being filled. For example, if a county director is filling a vacant position in Family Support Services and is unable to efficiently and timely obtain the services of someone from outside of Field Operations Division (FOD), the county director may use a committee member who works in another FOD program area, such as Child Welfare.

(B) A county director from another county may not be used as the third committee member from outside the program area of the position being filled, as county directors are responsible for all FOD programs in their counties.

(C) The selecting official may utilize a person outside of OKDHS as a committee member.

(3) The initial committee, after considering all applicants and interviews, recommends and provides job-related information regarding the applicants' qualifications to the selecting official. Any subsequent committees also provide a list of recommendations and job-related information regarding the applicants' qualifications to the selecting official.

(4) The selecting official must review Form 11PE076E, Applicant List, with the local administrator before submitting Form 11PE076E to the Human Resources Management Division (HRMD). The committee recommendations are not binding on the selecting official.

(5) If the selecting official does not select one of the applicants recommended by the committee, then a decision not to accept the committee recommendations is documented in writing by the selecting official and reviewed with the local administrator or the selecting official's immediate supervisor. The written documentation is maintained in the local announcement folder.

(6) The selecting official or local administrator provides the name, job family descriptor, level, and work location of each committee member on selection report section on Form 11PE076E submitted to the HRMD.

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