HomeMy WebLinkAboutAdministrative Order 2009-07, Adoption of City of Bozeman Hiring Practices v �x
CO. ?ter ADMINISTRATIVE ORDER NO. 2009 -07
Adoption of City of Bozeman Hiring Practices
Section 4.02. Personnel System of the City of Bozeman's Charter reads as follows:
Consistent with all applicable federal and state laws, all appointments and
promotions of city officers and employees shall be made solely on the basis of
merit and qualifications demonstrated by a valid and reliable examination or other
evidence of competence.
In support of this provision, the City of Bozeman is committed to the recruitment, hiring and
promotion of individuals based on merit and qualifications, and without regard to race, color,
religion, creed, sex, age, marital status, national origin, or political ideas, except where these
criteria are reasonable bona fide occupational qualifications.
The City Manager has the authority to appoint, hire, discipline, and fire City personnel.
However, through Administrative Order 2002 -02, the City Manager has delegated this authority
to the Department Heads, with the requirement that the Department Heads must not further
delegate this authority, and must exercise it in accordance with City policy. While Department
Heads may allow subordinate supervisors to undertake the hiring process, the Department Head
is responsible for making the final selection decision. Non Department Head employees who are
engaged in any part of the hiring process must undertake these activities in compliance with City
policy.
The Human Resources Department has the responsibility to ensure Citywide compliance with
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Section 4.02 of the City Charter, as well as with all applicable federal, state and local laws, rules
and regulations. The Human Resources Department is also responsible for ensuring the
provision of fair employment and human relations -based orientation and training, as is required
under MCA 49 -3 -201.
It is hereby ordered:
A. The attached City of Bozeman Hiring Practices Review Manual dated July 22, 2009 is
hereby adopted.
B. In addition:
1. With the support of the Human Resources division, Department Heads and others
who are engaged in any part of the hiring process are expected to comply with
relevant state and federal employment laws and City policies when conducting hiring
processes for all City positions. If others in the Department are also engaged in any
part of the hiring process it is the Department Heads responsibility, in conjunction
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with the Human Resources Department, to ensure that these individuals receive
appropriate training so they are familiar with the requirements of the hiring process.
2. Department Heads and others who are engaged in any part of the hiring process are
expected to conduct fair and credible hiring processes which result in the selection of
those applicants who best meet the job requirements, including effectively serving the
citizens of Bozeman;
3. During the course of a hiring process, the Department Head and others who are
engaged in any part of the hiring process shall work closely with Human Resources to
ensure that all appropriate hiring policies and procedures are followed. Adequate
documentation must be provided regarding applicant screening, interview processes
and selection of the final candidate(s).
4. All decisions made throughout the hiring process must comply with the adopted
Hiring Procedures.
5. Human Resources is responsible for answering questions regarding the interpretation
of the adopted Hiring Procedures;
6. These Hiring Procedures will be reviewed on a bi- annual basis, with the first review
being completed by no later than January 1, 2010. Human Resources will be
responsible for coordinating this review.
7. Any changes to adopted Hiring Practices shall be approved, in advance, by the City
Manager in consultation with Human Resources and the City Attorney.
C. All provisions of this administrative order are hereby adopted and shall become the
official policy and procedure of the City of Bozeman.
DATED this day of October, 2009.
Chris A. Kukulski, City Manager
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Recruitment
Development of the Selection Plan
Evaluation of Applicant Qualifications
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The Selection Decision
Post Conditional Offer Process
Definitions
City of Bozeman Recruitment and Selection
Procedures (with citations)
Table of
Contents City of Bozeman Position Vacancy Checklist
City of Bozeman Application Form
(updated 4/2009)
Job Service Application Form
Sample Position Vacancy Announcement
Sample Selection Plans
City of Bozeman Consent and Release to
Conduct Criminal Background and Reference
Check Form (in use effective 6/22/09)
Criminal Background and Reference Check
Form (Exceptions)
Recruitment
Go When the Human Resources Department receives a request to fill a position, it confirms with the
City Manager that the position continues to have his approval to fill. Once the position is
approved, the job description /class specification is reviewed for accuracy. This review is
coordinated between Human Resources and the Hiring Supervisor with input from the incumbent
(as appropriate).
All positions except Teamsters are assigned a class specification; Teamsters are assigned job
descriptions. The basic difference between a job description and a class specification is that a job
description's focus is on inputs, and a class specification's focus is on outcomes. For example, a
job description for a data entry position may include the task of "Enters new customer data in the
customer data base A Class specification for the same position may list the outcome as "Updates
and Maintains customer database."
Both documents detail the major functions or tasks of the position, physical requirements, and the
entry level qualifications for the position. Human Resources employees have received training in
analyzing jobs and preparing these documents and all of the City's class specifications were
reviewed by the incumbent employees and their supervisors in December 2006 in preparation for
the salary survey that was conducted by Public Sector Personnel Consultants.
The position is then reviewed by Human Resources to ensure that its status under the Fair Labor
Standards Act has not changed.
A Position Vacancy Announcement is prepared which incorporates the class specification /job
description, and lists:
The position title,
work schedule and work week;
Fair Labor Standards Act status;
Union status;
Pay;
Position's supervisor; and
The date the position is anticipated to be filled.
The Position Vacancy Announcement also includes instructions on where to apply for the position,
and what application materials to submit. For most positions, the City requires applicants to submit
a complete City of Bozeman Application form (see Tab 9). However, to expedite the filling of
short term and temporary positions the City may instead ask applicants to complete the Job
Service's shorter Application form (See Tab 10).
Additional application materials may be requested, and will be job specific, but may include:
copies of relevant certifications, educational transcripts, copies of current drivers' licenses,
resumes, cover letters, typing or data entry tests, narrative responses to Application Supplement
questions, and /or work samples (e.g., a brief that the candidate for an Attorney position has
written.)
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A closing date is also established and specified on the Position Vacancy Announcement. This may
be a firm deadline, an "open until filled" deadline, or an "open until filled with a priority" date
deadline. Internal postings always establish a firm deadline. When positions are difficult to fill,
external postings commonly use an "open until filled" or "open until filled with priority" approach.
In the recent past, as the unemployment rate and, therefore labor force availability, have increased,
the City has tended toward firm closing deadlines.
The Position Vacancy Announcement also includes "Other Information" relevant to the position
such as:
Age restrictions for Firefighters (the Firefighters Unified Retirement System has established a
maximum hiring age of 34. Child Labor laws also apply.);
Benefits Information;
Equal Employment Opportunity Statement;
Description of Application and Selection Process;
Reasonable Accommodation Policy Statement;
Instructions for claiming employment preferences; and
Eligibility to work (citizen or eligible non citizen) requirements;
The Position Vacancy Announcement also describes any `conditional offer' elements the
successful candidate must meet once a job offer is made. These are job related, and include but are
not limited to: Department of Transportation- mandated drug testing program requirements,
certification requirements, medical, hearing, vision and psychological examination requirements,
and background checks. Some of these conditional offer requirements must be met upon entry to
employment, and some (such as Water Operator certification) can be attained up to 3 years post
employment.
A recent Position Vacancy Announcement is found in Tab 11.
At this time, a decision is made as to the scope and sources of advertising. The Teamster Contract
requires a 3 day internal posting before external posting can begin. The Handbook specifies that
internal postings will be for a minimum of 5 days. Therefore, to meet both requirements, all
Teamster positions are initially posted internally for a period of 5 days.
If internal posting is not required, the Employment Specialist and Hiring Supervisor decide
whether to post internally first, or to post internally and externally simultaneously. When recruiting
at the Department Head levels of the organization, the City generally posts the announcement
internally and externally. At and below the Superintendent levels of the City, internal postings are
encouraged so current employees can be given the opportunity to apply. However, if the
Employment Specialist and Hiring Supervisor determine it necessary, non Teamster positions may
be posted both internally and externally without first conducting internal recruitment.
In making this decision, the Hiring Supervisor and the Employment Specialist consider a
combination of things including how difficult it has been to fill similar positions in the past, how
quickly the position needs to be filled, if the position requires specialized skills or certifications at
entry, if there is anyone in the City known to possess the required skills, if it's an entry level
position, if a similar position was recently recruited for internally and no applications were
received, and if there are any affinnative action recruitment goals in place.
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Internal Position Vacancy Announcements are posted on the bulletin boards of each City facility,
in the Weekly Update, and, very soon, on the City's Intranet.
At a minimum, externally recruited positions are posted:
1. At the Bozeman Job Service Workforce Center located at 121 North Willson Avenue in
Bozeman. People can also access this information by visiting any Job Service Office, or on
their website http://wsd.dli.mt.gov/locaUbozeman/
2. On the Apply for a Job link on the City of Bozeman's homepage; and
3. On the bulletin boards at every City facility.
In addition, most externally recruited positions are advertised in the appropriate classified section
of the Bozeman Daily Chronicle. The only exceptions to advertising may be temporary and short
term positions which are recruited through appropriate referral agencies, but do not require paid
advertising Even though the Recruitment and Selection Procedures do not require seasonal
positions to be advertised, these positions have been advertised in the Chronicle every year since
1993.
Depending on the position, budget and advertising deadlines, targeted postings may be used.
Examples of other media sources frequently used include:
International City Manager's Association (website and newspaper);
Public Sector Job Bulletin (website and publication);
Jobs Available publication (website and publication);
American Planning Association website;
American Public Works Association website;
National and State of Montana Parks and Recreation Association websites;
International Code Council (Building Officials and Building Inspectors) website;
International Fire Chiefs' Association website;
Montana Fire Training School Website;
Western Fire Chief s Association "Daily Dispatch
The Exponent;
Montana State, University of Montana and Montana Tech Career Counseling Centers;
Other colleges /universities (as appropriate or requested);
Craigslist;
Hawk Talk;
Southwestmontanahelpwanted.com;
Montana Bar Association (website and newspaper);
American Bar Association (website and newspaper);
Montana Law Enforcement Academy;
Direct mailings to public employers who may have applicants interested in the position;
Direct mailings to affirmative action recruitment sources;
Classified section of other major Montana city newspapers, or the Montana Group, which
includes the newspapers in Billings, Butte, Helena, Missoula and Hamilton;
Spokane Spokesman Review; and the
Seattle Times.
There are several exceptions to the standard posting process:
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I When the same (or a similar) position reopens within six months of recruitment, the City posts
the position internally for five (5) days. If internal applicants apply, the selection procedures
are followed. If no qualified internal applicants apply, the Hiring Supervisor may consider
applications from the previous recruitment, or conduct a full external recruitment.
2. Union Contract provisions related to reductions in force must be complied with.
3. If an employee has requested, or the City identifies an employee in need of, a reassignment
due to a disability. Absent any union contract conflicts, the needs of that employee will be
considered before any non contractual recruitment is undertaken.
4. Firefighter Recruiting: The City of Bozeman participates in the Montana Firefighter Testing
Consortium (MFFTC). The MFFTC started in 1995, when there were preliminary discussions
about the possibility of doing joint recruit testing at a State Fire Chiefs meeting. The first
testing was held in 1996 when, in August, the Cities of Bozeman, Great Falls, and Helena did
a combined written and physical testing in Helena. The physical test was loosely based on the
Firefighter Combat Challenge. Over the years, other departments have joined, and now the
MFFTC includes the Cities of Bozeman, Helena, Great Falls, Missoula, Billings, Butte,
Kalispell, Miles City, and the Lockwood Fire department and the Missoula Rural Fire
District.
The MFFTC was fonned to make it easier for individuals interested in employment as a
firefighter in the state to apply for these positions. Prior to the MFFTC, applicants were
taking very similar tests in each of the cities. Now, candidates who participate in the MFFTC
testing only have to test once, and those who pass the MFFTC testing process can apply for
any /all of the participating departments.
The MFFTC recruitment begins in November of each year, and ends in mid- February. The
participating Department's Human Resources Departments rotate the duties of advertising,
the collection of Registration Forms, distribution of testing materials and information,
recordkeeping, and candidate scheduling.
The MFFTC testing process takes place the first week of June each year and includes a
written test and a physical ability test. The written test is purchased from the International
Personnel Managers Association, and has been validated for MFFTC use. The MFFTC also
uses the "Candidate Physical Ability Test which was developed cooperatively between the
U.S. Department of Justice /Equal Employment Opportunity Commission, the International
Association of Fire Chiefs (IAFC), and the International Association of Firefighters (IAFF).
There are stringent administrative procedures required for both of these tests, and the
Consortium is licensed through IAFF /IAFF to use this copyrighted test. The MFFTC
employs Kathleen Miller, PhD to oversee the CPAT validation process for each of the
member departments, and to ensure that the test is conducted in accordance with MFFTC's
license. Ms. Miller retired from the University of Montana where she was Professor of
Health and Human Performance teaching research, statistics, kinesiology, biomechanics and
tests and measurement and was also Associate Dean of the School of Education.
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Once the MFFTC testing process is complete, the individual Fire Departments follow their
own hiring procedures to fill their vacancies and /or to create eligibility lists for future
vacancies.
5. Recruitment for Probationary Police Officers: The Bozeman Police Department is a member
of the Montana Law Enforcement Testing Consortium (MTLETC). The MTLETC
administers a written test and physical fitness test to create a pool of candidates for the
position of entry -level peace officer. The following law enforcement agencies participate in
this process: The cities of Belgrade, Billings, Bozeman, Chinook, Fairview, Glasgow, Great
Falls, Havre, Helena, Laurel, Libby, Miles City, Three Forks; and the counties of Lewis
Clark, Park, Sheridan, Valley and Yellowstone.
The MTLETC was established in 2007 after each city and county recognized the expense and
time consuming efforts of attracting qualified applicants. Many agencies stated they had less
than 5 applicants to interview after they processed their candidates through their respecti V e
written and physical testing process. After meeting for several months, the participating
agencies realized they could benefit by consolidating their recruiting and testing efforts,
which would result in a larger pool of qualified peace officer candidates.
The MTLETC conducts its testing process four times a year in three locations (Billings, Great
Falls and Missoula). Each rotation of the locations is called a cycle. A candidate can only test
one (1) time per testing cycle. If a candidate fails the written test, s /he cannot test again until
the next testing cycle. If a candidate wants to improve their score, s /he could test up to four
times a year.
MTLETC testing consists of two parts: 1) A written test published by Stanard Associates,
which has been validated for MTLETC use, and 2) the Montana Law Enforcement Academy
(MLEA) Law Enforcement Officer Basic Course Physical Fitness Skills Test. Characteristics
of the written test include: arithmetic skills, reading comprehension, identify errors in
grammar, punctuation and spelling, and writing skills. Candidates must obtain a minimum
score of 70% on each of the 4 sections of the written test to continue in the process. The
physical fitness tests are designed to measure the strength, flexibility and endurance that Law
Enforcement Officers need to participate in and successfully complete those areas of training
that require physical exertion at the Academy. The battery of physical fitness tests includes
sit -ups, push -ups, sit and reach, and a 1.5 -mile run, administered in that order.
The MTLETC is currently undergoing the process needed to validate the Oregon Physical
Abilities Test ORPAT) for MTLETC use. The ORPAT is designed to evaluate the police
officer candidate's physical abilities which are needed to perform the essential functions of the
job of a police officer. The ORPAT will replace the MLEA Fitness test in the MLETC testing
process in the fall of 2009.
As with the MFFTC, once the MTLETC testing process is complete, the individual agencies
initiate their own Selection Plans to fill vacancies or create eligibility lists for future
vacancies. The MTLETC process is described at htt ://www.hozeman.net /MTLETC If there
are current openings at the time of the test, successful MTLETC candidates can pick up
packets at the testing site. In addition, once openings occur within the Bozeman Police
Department, the Police Department contacts all those on the eligibility list to provide
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instructions on the hiring process. Applicants cannot apply with the Bozeman Police
Department unless they are on the MTLETC candidate eligibility list.
Interested Police Officer applicants mail their completed applications to the City's
Employment Specialist, who conducts preliminary applicant screening. Prior to joining the
MTLEC, the Department conducted its own written and physical testing process and
interviewed every applicant which passed these tests. After joining the MTLETC in 2007, the
Department now interviews every applicant who passes the MTLETC testing, submits a
timely and complete application, and satisfies the preliminary applicant screening process.
6. The City contracted with a private firm to conduct an applicant search for the Chief Building
Official. This action was taken after:
The position had been vacant for more than 6 months;
Management determined the position was essential; and
Two ongoing and extensive recruitments had been conducted which had failed to identify
a suitable candidate.
The Contractor was primarily responsible for recruiting interested candidates and conducting
initial screening based on the City's minimum qualifications. The Contractor participated in
the interviews during the first round, but the City determined that it was not necessary to have
them participate when the second round of interviews was conducted. The current Chief
Building Official was hired as a result of this process.
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Development of the Selection Plan
(See Sample Selection Plans, Tab 12)
A Selection Plan lays out the major responsibilities of the job, identifies what is needed to perform
the job, and identifies the most effective selection procedures to use in filling the vacant position.
The first step in creating a Selection Plan is to conduct a job analysis, where the Hiring Supervisor
and Employment Specialist determine the position's major responsibilities and duties, the
importance of those duties relative to the job as a whole, and the job qualifications.
The procedures included in a Selection Plan must clearly relate to the job and to the
knowledge /skills or abilities needed to perform the job. The Selection Plan must be approved by
Human Resources in advance of the review of any application materials. When reviewing the plan,
the Employment Specialist must take into consideration all of the codes, laws, rules, regulations
and guidelines noted as citations in Tab 7.
At its foundation, the City employs three basic tools for each selection process. These are:
1. Screening Tool This document usually includes three sections:
A list of required application materials (e.g. application, cover letter, resume, etc.);
A list of the minimum position qualifications, which are also described in the Position
Vacancy Announcement; and
A list of job related knowledge, skills and abilities which are desired for the vacant
position. This section is used to identify who, among all the individuals who meet the
minimum qualifications, are the most qualified. If you have a high number of qualified
applicants, this section is used to identify the top candidates, based on their job- related
knowledge /skills /abilities. This section is generally scored by the selection committee
using a numerical point -based system, and therefore public employment preference
points are applied as appropriate.
2. Interview Tool Individuals who are invited for an interview have already demonstrated they
meet or exceed the minimum qualifications of the position. Therefore, when the City conducts
its interviews, its goal is to find the most outstanding candidate for the position. The areas
examined during the interview process are identified by analyzing the job functions, and by
identifying the knowledge /skills and abilities needed to perform these functions. Interview
questions are developed which solicit information about an applicant's experience in those
areas.
In preparing its Interview Tool, the City uses a combination of job related, technically based
questions, and behavior -based interview questions. A technically -based question would, for
example, ask an applicant for a Water /Sewer City Service Worker position to describe his /her
experience operating backhoes.
The premise behind behavior -based interviews is that past performance is the best predictor of
future performance. In developing a behavior -based interview question, one first identifies a
desired competency, such as the ability to provide excellent public service. Interview questions
are developed which solicit information regarding the applicant's actual experience in
performing the desired competency.
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A behavior -based interview question relating to customer service in the Municipal Court may
be "Describe a time in the past when you had to deal with an unhappy customer." If an
applicant cannot come up with a specific example it indicates the applicant has not had this
experience. This applicant may need extensive training to compensate for the lack of
experience in this area. However, an applicant that can describe a successful experience with an
unhappy customer (whether in the public, non -profit or private sector) has a transferable skill
that can be applied to the position for which s /he has applied.
Whether it is a technically -based or behaviorally -based interview question, the Hiring
Supervisor prepares a preferred response. Using the Municipal Court example, a preferred
response may be ``Applicant describes a specific situation that s /he personally dealt with an
unhappy customer and diffused and resolved the conflict within the scope of his /her position
and appropriate to his /her level of responsibility." Most of the interview questions are given a
rating scale.
The Interview Tool may also contain some `generic' questions such as the date the applicant is
available to work, whether the applicant is willing to accept the salary that is posted, and
whether the applicant has any questions. Questions of this nature are not usually scored.
Some interview questions may be scored more heavily than others. If, for example, having
customer service is more important to the Municipal Court than data entry experience, the total
points available on the customer service related question(s) will be greater than those soliciting
information about the applicant's data entry experience. Therefore, 40% of the possible points
available may be dedicated to customer service, while 20% are related to data entry experience
and the remaining points dedicated to other areas of the job.
3. Reference Checks In conducting reference checks, the City of Bozeman generally focuses on
the following basic elements:
Confirmation of the following information provided on the Application: job titles and
duties, and dates of employment.
.lob Specific questions relating to the applicant's ability to perform the job duties. For
example, a reference check question for the Court job may be "Did John's job require him
to deal with unhappy customers with a follow up question of "Could you describe the
kinds of unhappy people John dealt with and how he performed in this role
An open ended question asking the reference to assess the applicant's strengths and
weaknesses in the ernployrnent arena; and
An open ended question asking the reference if there is "any other information you think I
should know" about the applicant.
In some cases, the Reference Check Form will also include a question which has reference
checkers asking for a referral to another person who may be able to provide insight into the
applicant's ability to perform the job. Depending on the position, the Reference Check may
include questions such as the applicant's adherence to safety rules, whether there were any
disciplinary issues, the reason the applicant left that person's employ, and whether the person
would rehire the applicant.
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Reference Check Tools are not scored. However, if issues or concerns arise during this
process, the applicant may be contacted for further information, or may be disqualified from
further consideration.
4. Additional Selection Procedures The City may employ additional selection techniques which
are job related and which will assess the candidate's ability to perform the job. For example, as
part of the interview process, Managerial applicants may be required to participate in an
Assessment Center (see description below), the City Attorney's Office may require its Legal
Assistant applicants to prepare a discovery request, the Finance Department may ask
candidates for a Treasury position to reconcile a cash bag, or the Streets division may ask
candidates for the Used Waste Oil Attendant position to identify the types of fluids in a variety
of sample containers.
Assessment Centers Assessment centers were first used by the U.S. Military during World
War 1I. The police and fire departments have contracted with outside vendors to develo p and
conduct assessment centers for their supervisory positions (Police Sergeant, Fire Captain and
above.) In an assessment center, applicants participate in a series of activities, and are
evaluated on each activity by a group of trained assessors who observe their performance.
When the City uses an outside consultant to develop an assessment center, the Employment
Specialist or Hurnan Resources Director is one of the trained observers of the assessment
center, or reviews the assessment center activities to ensure that they accurately assess the job
duties and the skills and abilities needed for the vacant position.
Assessment Center activities used by the City have included:
An In- Basket exercise, where participants read and respond to a series of memos and other
correspondence, and then explain their responses;
An Oral Resume, where the participant is asked to give an oral resume, where s /he is given
a brief period of time in which to plan /organize their thoughts, make notes, etc., for the
presentation/briefing.
A supervisor /subordinate counseling exercise where the participant is given a problem
behavior scenario in which the would -be supervisor must counsel and provide corrective
action guidance to the subordinate employee.
A Press Release exercise, where the participant is confronted by members of the press and
difficult, sometimes inappropriate questions are asked. The participant must be able to
recognize which questions can be answered and which cannot as well as be able to provide
the appropriate responses to each.
As with the screening and interview tools, The Assessment Center process establishes
preferred responses in advance, and is scored. At the end of an Assessment Center process, the
assessors combine their evaluations and reach a consensus regarding the performance and
qualifications of each participant for the position.
Whenever more than one selection procedure is used in a hiring process, a determination must
be made as to the relative value of that procedure to the process as a whole. For example,
candidates for Probationary Police Officer are evaluated based on 80% of their oral interview
and 20% of their written test administered by the MTLETC.
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The Recruitment and Selection Procedures permit the members of the Hiring Committee to be
involved in the creation of the Selection Plan. However, in most cases, the Hiring Supervisor and
Employment Specialist create the Plan, and it is implemented by the Hiring Committee. In some cases,
the Department Head also reviews the Selection Plan before it is finalized.
Hiring Committee Appointments A key factor in the success of a hiring procedure is the people who
participate in the hiring process. The Hiring Supervisor is responsible for recommending individuals to
sit on the Hiring Committee, The Employment Specialist approves the members. The Hiring
Committee:
Reviews the applications that have passed initial screening and, using the approved screening
tool, scores each application and identifies those applicants that should be interviewed;
Conducts the Interview and rates the applicants, following the approved selection plan;
Detennines those applicants that will receive further consideration for the position.
Committee members may include the Department Head, the Hiring Supervisor, a person from within
or outside the City that performs similar duties, and the Human Resources Director or the Employment
Specialist. For some positions, other stakeholders, such as a member of a City board or Commission,
are invited to select a member to participate on the Hiring; Committee or to sit on the Hiring
Committee. For example, the County Administrator was a member of the Assistant City Manager
Hiring Committee.
Human Resources never sends Applications to the Hiring Committee until it has been made aware of
the members of the Hiring Committee and has approved the selection plan.
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Evaluation of Applicant Oualifications
With the exception of probationary police officer, probationary firefighter and internal employees, the
Bozeman Job Service collects the applications for all City position vacancies. Applications for
probationary police officer, probationary firefighter and internal employees are mailed by the
Applicants directly to the Employment Specialist.
Scree
Once the deadline for applications has passed, the Employment Specialist conducts an initial
evaluation of applicant qualifications using the pre established Screening Tool. The following is
involved:
1. Review of Application Materials The Employment Specialist compares the application materials
submitted to those required. Applicants who submit incomplete, late and /or unsigned application
materials do not receive further consideration.
2. Application Inforination Review During this review, the Employment Specialist ensures that the
Application was signed and looks for problems in the Application such as unexplained gaps in
employment, missing or contradictory infonnation, significant grammatical and spelling errors,
unreadable application materials, failing to follow the Application instructions, and /or a failure to
accurately disclose violations or citations.
3. Review of iob- related publically available information.
The Employment Specialist checks the sexual /violent offender and probation /parole website in
the states where the applicant has resided. If Human Resources discovers that the applicant
has misrepresented or falsified Question #15 on the Application, Human Resources contacts
the Applicant to discuss the concern. Falsifications or misrepresentations on convictions are
automatic disqualifiers. If the applicant has been honest on his /her application about his /her
convictions the factors that determine whether an applicant will receive further consideration
are the recentness of the offense occurred and whether the offense was job related.
The Department of'Justice's Motor Vehicle Division "Driver Privacy Protection Act" offers
driving records access to certain qualified agencies, including "a local government agency,
including a lain enforcement agency or any individual acting on behalf 'qf the agency in
carrying out its, functions If a position requires a valid Driver's license, the Position Vacancy
Announcement includes a requirement that the Applicant submit a copy of their license. If the
applicant holds a Montana Driver's License, the Employment Specialist uses this website to
review the applicant's driving records information. (Out of State drivers' licenses are checked
later in the process, as it is a service provided for a fee through ScreenNow). The Montana
Driving Records report shows the identifying information, the driver's license status, and the
traffic regulation conviction history.
4. Review of Minimurn Qualifications For most positions, the Employment Specialist reviews the
information in the Application and deternlines if the applicant possesses the minimum
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qualifications for the position. For specialized positions (e.g., Systems Administrator, GIS
Specialist), the assessment of minimum qualifications may be left to the Hiring Committee as they
are more familiar with the position and its requirements. If an Applicant does not demonstrate that
s /he possesses the minimum _job qualifications, that applicant is not further considered for the
position.
During screening, the Employment Specialist also redacts information which may identify a
person's protected class (for example, the year a person graduated fi•orn high school is an indicator
of his /her age) and separates the optional Applicant Survey (equal employment opportunity
questionnaire) from the Application packet. In order to ensure an even playing field among
candidates, any Application materials that are submitted but are not required are removed from the
Application packet that will be forwarded to the Hiring Committee.
Applicants whose applications did not pass this process are notified that they will not receive
further consideration. The reason(s) for non consideration is provided. If the reason for non
consideration is related to data received from outside the City, Human Resources initiates a.
comment /review process comparable to the adverse impact required under the Fail Credit
Reporting Act. This allows applicants to address any inconsistencies in the record which may
result in an adverse employment action, such as not being considered for the position.
Applications which have passed the preliminary screening process are sent to the Hiring
Committee which conducts an evaluation using the pre established Screening Tool. In a cover
memo from the Employment Specialist, Committee members are instructed:
That the goal is to screen each applicant equally. If they can't find the skill /work experience in
the materials, they should not assume the person possesses it.
To let Human Resources know if they find any applications that are incomplete or that did not
follow the instructions.
Once the individual members have completed screening, the Hiring Supervisor should total the
scores. If a significant difference exists in the scoring between Committee members, the
members can meet to discuss their results and make any appropriate adjustments to the
Screening Tool. (Sometimes people miss something when they review an application; an
uppropriute adjustment would be adding points to something missed during the review.)
Once the Hiring Committee has completed the screening and totaled the scores, the Hiring
Supervisor returns the completed Screening Tools to the Employment Specialist. At the sarne time,
the Hiring Supervisor also notifies the Employment Specialist who the Hiring Committee would
like to interview.
In conducting the review of the I lining Committee's screening results, the Specialist is looking for:
Compliance with the agreed upon Screening process;
Strong interrater reliability among the scores. The interrater reliability is the degree to which
the Hiring Committee members are similar. If two people read the same Application materials
and are award points based on the same rating scale and preferred responses, the ratings the
two people award will be similar and the interrater reliability will be high.
Indications of adverse impact. The Uniform Guidelines for Employee Selection suggests that
whenever a selection rate for any race, sex, or ethnic group is less than four fifths (4/5) (or
14
eighty percent) of the selection rate for the group with the highest rate, there may be evidence
is of adverse impact. An example of an adverse impact analysis (from the EEOC website)
follows:
Applicants Hires Selection Rate /Percent Hired
80 White 48 48180 or 60%
40 Black 12 12/40 or 30%
A comparison of the black selection rate (30 with the white selection rate (60 shows that
the black rate is 30160, or one -half (or 50 of the white rate. Since one -half (50 is less
than 4 15ths (80 1 6), adverse impact is indicated in this example.
Employment actions which result in adverse impact against applicants of protected classes may be
discriminatory in nature. Where adverse impact is indicated, the employer must be able to
demonstrate that the selection process used was both valid and reliable. The Guidelines provide
direction on establishing the validity and reliability of selection procedures.
The Employment Specialist uses the tools at http: /www.hr- guide.com /data /unalysis./`tni to
conduct this adverse impact analysis. (Note: On June 29, 2009, in the case of Ricci v. DeStefann,
the U.S. Supreme Court decided against the City ({f New Haven, CT because it had not filled some
fire department vacancies when adverse impact had been indicated in a promotional testing
process. Human Resources and the Legal Departments will he reviewing this decision and will
make any appropriate changes to the use of the adverse impact analysis.)
The last step in the screening process occurs when the Employment Specialist applies the
appropriate public employment preferences. The public employment preferences include:
Veteran Preference:
5% for veterans;
10% for disabled veterans;
spouses of the veteran who is disabled are also eligible for these preferences; or
if no scored procedure is used, the veteran or disabled veteran must be offered a position
before an equally qualified non veteran.
Disabled Person's Preference:
This is not a percentage preference, but MCA requires public employers to offer a disabled
person a position before offering an equally qualified non disabled person a position.
Based on the above, the Employment Specialist consults with the Hiring Supervisor to determine
the final list of candidates to be interviewed. This list may also be expanded to include members
of affected classes who meet the minimum qualifications of the vacant position, and for whom a
target hiring goal has been established.
The City generally interviews between 4 and 6 candidates for each position, but the actual number
selected to be interviewed is usually determined by the total scores (including preferences)
received from the screening process. If all the candidates receive unsatisfactory scores (e.g., less
than 50% of the possible points), a decision may be made to not schedule any interviews.
15
There are exceptions to the three step screening process described above:
1. The selection procedures for Probationary Police Officers do not include preliminary
screening by the Hiring Committee. Instead, the Police Department interviews all candidates
who qualify through MTLETC after the Employment Specialist reviews for a complete
application and the minimum qualifications.
2. At times, only a few applications will be received for a given position. In this case, the
Employment Specialist will conduct the preliminary screening, and the Hiring Committee
will interview every Applicant who submitted a complete application and met the minimum
qualifications.
3. From time to time, internal posting will take place, and only one application will be received.
In this case, the Employment Specialist reviews the application materials for completeness,
and reviews the applicant qualifications against the position qualifications. if the applicant
meets both of these criteria and absent any contractual obligations, the Hiring Supervisor is
given the option to: 1) interview the applicant; and /or 2) dispense with the rest of the
selection process and make a conditional offer, or 3) recruit externally and consider the
internal application with any of the external applications received.
The Interview Process
Once the screening process is complete and the Applicants to be interviewed are identified, the
Hiring Supervisor coordinates the scheduling of the interviews. The Hiring Supervisor can opt to
conduct reference checks on all candidates before the interviews, or can wait to conduct reference
checks after the interviews.
In conducting the interviews, the Hiring Committee must follow the pre approved Interview Tool,
and must award scores based on the applicant's responses compared to the preferred responses.
This is key: In establishing the preferred responses, the Hiring Supervisor has identified what s /he
is looking for in that position. if a given Committee member likes a response that is given during
an interview, but that response is not among the preferred responses, the score will be low. If, on
the other hand the Hiring Committee member doesn't like a given response, but the response was
consistent with the preferred response, the score should be high. Using the preferred responses as a
basis to award the ratings ensures that the total scores reflect the Hiring Supervisor's desired
qualifications.
At the interview, the interviewees will complete any other selection procedures which have been
adopted as part of the overall selection plan and have received the approval of the Employment
Specialist.
At the end of the interview, the Hiring Supervisor totals the points awarded from each activity and
the Hiring Supervisor and the Hiring Committee identify the top one or two candidates for the
position.
Reference Checks
If they were not completed before the interviews (see above), the Hiring Supervisor conducts
reference checks using the approved form. For internal candidates, the personnel file review is
also considered a reference check.
16
The Selection Decision
The final step in the hiring process is the selection decision. Based on the results of the interview
process and reference checks, the Hiring Supervisor, in coordination with the Hiring Committee
determines which of the interviewed applicants should be considered for the position. (If no
candidate receives an acceptable rating, the Hiring Committee is allowed to make a `no hire'
recommendation.) After consulting with the Employment Specialist regarding any public
employee preference issues, the Hiring Committee identifies the candidate to whom they would
like to make a conditional employment offer.
On occasion, the Hiring Committee determines they need to conduct another interview to identify
which applicant, among the top applicants, are the most qualified for the position. In this case, the
Hiring Supervisor works with the Employment Specialist to prepare a list of follow up interview
questions designed to address any outstanding issues. All questions asked during this follow up
interview must be relevant to the position being filled and, as with the initial interview, there must
be preferred responses prepared in advance of the interview.
All materials related to the interview and reference check processes, along with the remaining
copies of the candidate's applications and a written hiring recommendation, are forwarded to the
Department Head for review and approval. The Department Head reviews the materials from the
interview and reference checks including the ratings awarded by the individual Committee
Members and the overall scores. If this review reveals significant differences between the ratings
awarded, problems with reference check information, or any other areas of concern, the
Department Head follows up with the Hiring Supervisor. The Department Head then approves or
disapproves the hiring recommendation and forwards the materials to the Employment Specialist
for final review.
The Employment Specialist reviews the materials from the interview and reference check
processes, as well as the ratings awarded by the individual members, and the overall scores. The
Specialist is looking for compliance with the agreed upon Interview process and for strong
interrater reliability among the scores.
If there is a significant difference in scores, if the interrater reliability is low, or if there are other
concerns with the process (e.g., the current employer was not contacted for a reference check, or
the applicant claimed that s/he left a previous employer "for personal reasons" and the supervisor
did not obtain a reference from that employer), the Employment Specialist contacts the Hiring
Supervisor to discuss the potential reasons for the problein(s).
The Employment Specialist cannot force the Hiring Supervisor or any Committee member to
change their scores. However, the Employment Specialist is responsible for notifying the Hiring;
Supervisor that a problem exists with the interrater reliability, for recommending the Hiring
Committee review the ratings to ensure consistency with the preferred responses, and to suggest
other methods of addressing concerns with the process, such as contacting additional references
before a final selection decision is made.
17
Assuming this review reveals that the hiring process has been complied with, and there are no
problems with the interrater reliability or adverse impact issues, the Employment Specialist
contacts the Hiring Supervisor and gives him /her permission to make a conditional employment
offer. During this conversation, the Employment Specialist reminds the Hiring Supervisor of any
conditional components of the offer. The Hiring Supervisor then calls the successful candidate,
informs him /her that the City is making a conditional employment offer, and describes the specific
terms of the conditional offer to the candidate. For example, if a finalist for Water /Sewer City
Service Worker has a commercial drivers' license but is not Water Certified, the Hiring Supervisor
would explain the following conditional elements would apply:
DOT pre- employment drug testing, receipt of D.O.T. required employer reports and
completion of CDL Addendum to Hire Letter;
Satisfactory completion of pre employment medical examination;
A criminal background check to be conducted by the Human Resources Department; and
Possession of Montana Class l A Water Certification within 3 years of employment.
If the candidate accepts the offer, the Hiring Supervisor works with the candidate to establish an
anticipated starting date. The Hiring Supervisor then contacts the Employment Specialist who
prepares a conditional offer letter for the hluman Resource Director's review and signature. The
Employment Specialist also makes appointments for the Applicant as needed, and tracks the
applicant's /potential employee's completion of the conditional elements.
Once the interview process is complete and a conditional offer has been made to the finalist(s), the
Employment Specialist informs all other interviewed Applicants that they were not selected, and
thanks them for their participation in the hiring process and interest in employment with the City.
Eligibility Lists T When, upon completion of the selection process described above, the number of
qualified applicants exceeds the number of available openings, the Police and Fire Departments
create ranked `eligibility lists' for their probationary positions. The placement on the eligibility
lists are determined by the applicant's total score from the Selection process. The current Police
eligibility list is valid for ninety (90) days, and the Fire Department eligibility list generally expires
about June 1 st of each year (when the next MFFTC testing takes place.) When a vacancy becomes
available, the next person on the eligibility list receives a conditional job offer.
The City may exclude an applicant from further consideration for employment or discharge an
employee if it learns an applicant intentionally misrepresented facts about his or her qualifications
or job history during the recruitment and selection process. In signing the Certification on page 4
of the Application form, the Applicant acknowledges that s /he understands the potential
consequences of falsifications or misrepresentations in this process. If a potential falsification or
misrepresentation is identified, Human Resources conducts a Fair Credit Reporting Act -type
adverse impact review (See Definitions, page 34) before taking any negative action against the
applicant, or employee if s /he has already started employment.
As a Final Note During the past 16 years, the City has filled over 1,400 position vacancies. This
includes new hires to the City of Bozeman as well as internal transfers and promotions. During this
time period, the City's hiring processes have been the subject of three legal challenges (two were
complaints tiled with the Montana Human Rights Commission, and one was processed through a
18
union Arbitration procedure.) In each case, the City's hiring practices received great scrutiny and,
in each case, the City prevailed.
19
Post Conditional Offer Process
Effective June 22, 2009
Once a conditional offer has been made and accepted, the post conditional offer process begins.
The post conditional offer process varies from position to position, with all post conditional offer
elements being job related. There are three distinct post conditional offer processes: the process
used for a "Non Police /Non Fire" employees, the process used for Probationary Firefighters, and
the process used for Probationary Police Officers. The post conditional offer process for each
group is described below.
NOTE: Effective June 22, 2009 none of the post conditional offer processes requires or
requests that Applicants provide the City with usernames or passwords.
Non Police /Non -Fire:
(Please see Table 1, Page 23)
As part of the preliminary screening process, the Employment Specialist has already conducted a
search of the publically available sexual and violent offender registries, convicted felon and
probation /parole websites in the states where the applicant has resided (as indicated on the
Application.) Reference checks have also been conducted, and a conditional offer is made and
accepted. As part of this Acceptance, the Applicant has completed the Release to Conduct
Criminal Background and Reference Check form (See Tab 11)
NOTE:
The customary practice is that only those applicants who have received conditional employment
offers complete the Release to Conduct Criminal Background and Refer °ence Check forms.
However, between July, 2008 and June, 2009, there were exceptions to this practice. Tab 14
describes the circumstances under which these exceptions occurred. Effective on July 22, 2009
no exceptions to the customary practice are allowed without advance legal review.
The post conditional offer process for the "Non- Police /Non- Fire" group depends on the type of
position for which the Finalist is being considered. The following describes the elements of the
background check by type of position. Table I on page 23 summarizes this description.
The following post-conditional offer steps appLy to all ositions in this group:
ScreenNow Criminal Background Check. (Subject to federal Fair Credit Reporting Act see
Deftnitions, page 34)
Search of Publicly Available Internet information. The Employment Specialist reviews
internet sites such as Google, Yahoo, Lycos, and Bing, and the publically available information
on Facebook and MySpace. In conducting this review, the Employment Specialist is looking
for positive and negative indicators of performance:
20
Positive behaviors of performance would include behaviors consistent with the City's Core
Values of Teamwork, Service, Integrity and Leadership. For example, a picture of the
Finalist helping a service organization removing graffiti from a building would be a
positive indicator.
Negative indicators of performance, which would require follow up before a final decision
is made, would include inappropriate behaviors such as a candidate for a human resources
position describing a confidential employee issue they are dealing with on their Facebook
website, or a Finalist engaging in an illegal activity such as smoking a bong. Negative
indicators may also include behaviors which would violate any of the City's employment
policies.
Effective on June 22, 2049 job finalists are no longer asked to provide usernames and
passwords.
The following post-conditional offer steps also apply to the indicated p ositions:
Positions that involve driving City vehicles:
Driving License Status and Record check (for those with out of state licenses. Montana
licenses have been checked at the preliminary screening. ScreenNow charges a fee for each
Out of state license check, so this is not done unless the applicant with an out of state license
is identified as a job finalist.)
Positions requiring a commercial driver's license while driving City vehicles:_
DOT Pre- Employment Drug Testing as required by federal law (49 CFR).
Contact with prior CDL- employers over past 2 years as required by federal law (49 CFR).
Service and Maintenance Positions. (This includes all the positions in the Teamster anion, which
currently includes all City Service (generally skilled laborers and commercial truck drivers and
Mechanics who work at least 20 hours per week on a year round basis).
Pre employment medical exam The objective of a pre employment examination is to
ensure prospective employees can perform their jobs safely without placing thernselves, the
public, or their co- workers at risk. The City has chosen to require all finalists for service and
maintenance positions to undergo a pre employment physical, which is conducted by Dr.
Robert Hathaway. Before the examination, Dr. Hathaway has been provided with a copy of
the job description, which includes a description of the physical requirements and working
conditions. The City relies on Dr. Hathaway to perform an examination that is adequate to
properly evaluate the person's ability to perform the job.
After the examination, Dr. Hathaway sends the Human Resources Director a letter clearing,
or not clearing, the Finalist for employment.
The City does not receive any in formation about the Finalist's health or medical condition
in this letter. The letter is a one or two sentence statement that clears (or fails to clear) the
applicant for the position for which s /he is being considered and, as appropriate, includes
information about the applicant's vaccine status, and✓or° an updated DOT medical
21
certification card (see below.) The City pays all the costs associated with the pre-
employment medical examination process.
Under Contract, the City provides Hepatitis A and B vaccines to its Teamster employees. For
those divisions that have opted to have Dr. Hathaway's office coordinate these vaccines, Dr.
Hathaway's letter will also provide information and recommendations regarding the
applicant's vaccine status.
For Teamster positions which also require a commercial driver's license, Dr. Hathaway can
sometimes use the results of this examination to update an expired DOT medical card.
Other positions with law enforcement- related responsibilities (City Attorney, Information
Technology Director and Systems Administrators)
NCIC /CJIN and local records checks (see Definitions.)
ScreenNow credit check (Subject to federal Fair Credit Reporting Act see Definitions page
34).
Positions having access to public funds (e.g., Treasury and Court personnel
ScreenNow credit check (Subject to federal Fair Credit Reporting Act see Definitions
page 34).
Human Resources and _Payroll personnel
ScreenNow credit check (Subject to federal Fair Credit Reporting Act see Definitions page
34.)
Non -Sworn Police Personnel (Positions which have unescorted access to the NCIC /CJIN system or
networks)
Applicant Waiver Packet (see page 29);
Personal History Statement (see page 30);
Driver's license status and records check;
10 -Point Finger Print Card;
Reference checks (references, acquaintances, coworkers, etc.);
NC1C /CJIN and local records checks (see Definitions)
Financial /Credit Check.
22
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Probationary Firefighter
Conditional Job Offer and Background Investigation Process
Effective June 22, 2009
As part of the preliminary screening process, the Employment Specialist has already conducted a
search of the publicly available sexual and violent offender registries, convicted felon and
probation /parole websites in the states where the applicant has resided (as indicated on the
Application.) An eligibility list has been created, and the top candidates from this list have
received verbal and written conditional offers of employment.
Within the Fire Department, the post conditional offer process is conducted by the Fire Chief or
his designee, with assistance from the Police Department and George Watson, PhD of Bozeman
Psychological Services, The Post conditional offer process for Probationary Firefighters involves
several steps including:
Initial Meeting The Fire Department background investigation begins when the successful
candidates are invited to meet, in a group setting, with the Fire Chief, Deputy Chiefs, detectives
from the Police Department and Dr. Watson. At this meeting, the candidates are congratulated on
reaching this step in the hiring process, and are told about the background investigation process
and the steps it includes. They are told that the City is not looking for perfect people but that the
City is looking for honest people. They are told that individuals can make mistake through life,
and that the City asks that they be honest about those mistakes. The Candidates are also told that if,
through this process the City finds out they have not been honest, it is an autoanatic disqualifier.
Applicant Waiver Packets At this point, Applicant Waiver Packets are provided to each
candidate, which include the forms described below. Each form is read out loud to the
candidates (word for word, with the candidates following along) by the Chief, Deputy Chief or
Detective and candidates are given an opportunity to ask any questions (in the group setting or
in private) pertaining to these documents prior to signing. Each of these documents allows the
Department to complete the rest of the background investigation and /or is used to verify
information in the Personal History Questionnaire.
Letter U Understandin r This document describes the extensive background investigation
process.
Certification and Penalty Document signed by the candidate stating the s /he will tell the
truth in the investigation and notifying the applicant that a misstatement of material fact,
willful omission of material fact or willful deception will be cause for disqualification and
rejection as a candidate for employment or grounds for termination after employment.
Authorization to Release In urination Release fi om Liability This form is used for the
candidate to give permission to other agencies to release information to our investigators
about the candidate's involvement with other employment. This form also states that we
will not release any information about our investigation to anyone, including the candidate.
24
Pre -Errs to ment Investi gation Discover° v Waiver Form stating the investigators will not
release the information found in the investigation to the candidate so the candidate cannot
retaliate against anyone for giving information about the candidate.
Bair Credit Reporting This form authorizes the city to request a credit report on the
candidate. This report is used to demonstrate financial responsibility. This is important as
firefighters often sign for supplies for the department, make purchases at local businesses,
are in businesses and residences where cash and other valuables may be readily accessible,
etc. Subject to Fair Credit Reporting Act (see Definitions, page 34).
Child Support Disclosure Form for disclosure of whether the candidate is required or not
required to pay child support. If a candidate is not current on child support it is an
indication of financial irresponsibility and those who are not current on their child support
are at risk of losing their drivers license. Possessing a valid driver's license is a minimum
requirement of a firefighter.
Internet Disclosure: Fornz The Fire Department looks at publically accessible internet
information. Effective on June 22, 2009 Candidates are not asked to provide
usernames and passwords.
Tattoo and Body Piercing Disclosure- Tattoos and piercings are acceptable as long as they
would not be offensive to our customers or would violate safety protocols (e.g., tattoos
depicting nudity on an arm or leg, rings in the nose, etc.) Department policy states that if a
candidate has any of these they will be required to have them covered while on duty.
Personal History Questionnaire This is a questionnaire on which the candidate provides
basic identification information as well as information about past residences, work history,
military history, education, arrests, convictions, detentions, litigation, traffic record, marital
and family history, references and acquaintances, financial history, and financial obligations.
This Questionnaire allows the Department to gather information needed to complete the
background investigation, and is also used by Dr. Watson during the psychological evaluation.
Psychological Evaluation The work of a firefighter involves long stretches away from
home, and exposure to stressful incidents, often in harsh conditions. The purpose of a
psychological evaluation is to make sure a candidate can function well under these conditions,
and will and can work well with other members of the Department. During the initial meeting
as a group, applicants ineet with Dr. George Watson of Bozeman Psychological Services and
complete the following tools:
Johnson Roberts Questionnaire This "bubblesheet" questionnaire is used to begin Dr.
Watson's work on the psychological evaluation. There are two versions of the Johnson
Roberts questionnaire, Pre Offer and Post Offer. The Fire Department uses the Post Offer
questionnaire which asks the applicant behavior -based questions ranging from alcohol use,
Fire Department experience, behavior and physical altercations, drug abuse, marital
background, to criminal and driving record questions. Many of the questions are similar to
those asked in other interviews, history statements etc. In addition to sharing the responses
with Dr Watson to use in his work, the Fire Department uses this portion of the background
investigation to look for disclosures, omissions and conflicting information, behavior patterns
25
etc. which are followed up during the rest of the background check process, including when
talking to references and the candidate.
MMPI -2 Minnesota Multiphasic Personality Inventory This personality inventory helps
Dr. Watson discover what the applicant is like as a person. The MMPl -2 helps identify how
the candidate typically feels, thinks and behaves and may also identify any psychological
problems and issues relevant to the candidate.
DISC Inventor This is a tool Dr. Watson uses to learn about the applicant's behavioral
strengths and weaknesses, motivating and demotivating factors, emotional reactions, and
interpersonal preferences.
RBA Role Behavior Analysis This tool is used in conjunction with the results of the DISC
results, and compares the applicant's characteristics/behaviors with those behaviors/
characteristics that have been found to indicate success as a Bozeman freighter.
Firefighter Lifestyle Assessment and Medical Examination FLAME The Firefighter
Lifestyle Assessment and Mental Examination (FLAME) is a self report questionnaire
designed by Frank C. Seitz, Ph.D., a Clinical and Forensic Psychologist, in concert with the
Bozeman Fire Department, Dr. Seitz worked with the Bozeman Public Safety Division for
for decades. The FLAME consists of nine pages of opened -ended questions relating to the
following areas: (1) Medical history; (2) Education; (3) Employment; (4) Marriage /Family;
(5) Legal history; (6) Substance use; (7) Personality; and (8) Firefighting experience,
attitudes, strengths and weaknesses. The FLAME data provided by the applicant is used as
part of a personal interview conducted by Dr. Watson
Personality_ Assessment Inventory-for Law Enforcement Corrections and Public Safety
Selection (PA1) This tool contrasts the applicant's characteristics against those of other
firefighter /EMT's who have successfully completed the screening procedures for the same
position, were hired, and completed at least one year in that position.
A private appointment follows with Dr. Watson, during which the candidate and Dr. Watson
discuss the results of these tests /inventories, and Dr. Watson gathers any other information he
needs to complete his evaluation.
Based on the information received as a result of the testing and interview process, Dr. Watson
prepares a final report which addresses the candidate's suitability for employment as a Firefighter,
and provides recommendations for the most effective way to interact with and train that candidate.
Verification of Background Information The Chief or Deputy Chiefs undertake the steps
needed to verify the information the candidates have provided during the Application and
Selection process and at the initial meeting described above. This includes:
Applicants submit proof to verify family status, marital status and military service tune;
Additional reference checks are conducted, to confirm the applicant conducts him /herself off
duty in a manner consistent with the Bozeman Fire Department's Code of Conduct and Oath of
Office.
Human Resources runs ScreenNow Criminal Background and Credit Check Reports, which are
subject to the Fair Credit Reporting Act requirements.
26
Pre-Employment Medical Exam and Fitness for Duty Determination Only those who have
been cleared by the Department's physician, Dr. Robert Iathaway, are allowed to be employed as
a firefighter with the City of Bozeman. Dr. Hathaway conducts all Department medical
examination using the standards set forth in National Fire Protection Association Standard 1582:
Standard on Comprehensive Occupational Medical Program for Fire Departments.
In completing his assessment of the candidate's fitness to perform the duties of a firefighter, Dr.
Hathaway also considers the reports of the vision exam, which is usually conducted by Dr. Cynthia
,Johnson, and the hearing assessment, which is conducted Micken Hearing Services. A fitness for
duty determination is provided only after Dr. Hathaway has reviewed all the pertinent reports.
Once a candidate has been declared fit for duty, Dr. Hathaway sends the Human Resources
Director via the Fire Chief a letter, stating that the applicant is fit for duty. No medically related
information is included in this letter: It simply states that the applicant is fit for duty as a
firefighter.
Final Interview A Final Interview is scheduled with each candidate to discuss any issues that are
identified during the background investigation that require clarification or explanation. For
example, if the background check reveals a prior job that the candidate has omitted on the
Application or revealed in the Personal History Questionnaire, the Applicant is given the
opportunity during the Final Interview to explain the omission.
The information the Applicant provides during the Final Interview is subject to further verification
and is considered at the time the decision is made whether to accept or reject the candidate for
employment.
Final Recommendation The final recommendation to hire or disqualify the candidate is based
upon all information in the investigation file and a comprehensive review of hiring standards and
issues. The Fire Chief has the final decision on hiring recommendations.
Continuing- Conditions of Employment:
Applicants who did not have EMT -B certification at the time of Application must produce
evidence that they possess it at the time of hire.
Applicants who have satisfactorily completed the post conditional offer process begin
employment by attending the Department's Academy program. (10- 12 weeks)
Following the Academy, recruits are placed on shift for the remainder of their 12 month
probationary period. The recruits switch shifts after 6 months to allow them to work with
other individuals on the department.
Firefighters must comply with the Department's Residency requirement which allows them
to live anywhere in the city or fire districts that surround the city. This is important as our
call back for large events relies on a quick response by off duty personnel. This policy will be
reviewed once Station 3 has been in service for a long enough time for us to revisit the need
for call back.
27
Probationary Police Officer
Conditional Job Offer and Back round Investigation Process
Effective June 22, 2009
The Police Department's Confidential Background Investigation process is guided under the
requirements of 7 -32 -303 MCA; the Oath of Office; the Law Enforcement Code of Ethics (which
states, in part: "1 will keep my private life unsullied as an example to all and will behave in a
manner which does not bring discredit to me or my agency I will never act officiously or permit
personal feelings, prejudices, political beli(fs, aspirations, animosities or friendships to influence
my decisions the Police Department Standard of Conduct Policy; the Police Department Vision
Statement (which states in part: "The Bozeman Police Department is a group ofselect law
enforcement professionals who are sincerely committed and dedicated to providing the highest
level of service to all citizens" and "creating an atmosphere Where every employees integrity,
competency and commitment to service is self evident City of Bozeman Employee Manual
(Employee Misconduct, section K) and Local (including Bozeman Municipal Code 2.01.040
Standards of Conduct), State and Federal laws as well as the City of Bozeman Employment
Policies.
In addition, the department relies upon the provisions of 7 -32 -4154 MCA (Role of police
commission in examination of applicants for police force), which states: "It shall be the duty of
the police commission to examine all applicants whose applications have been referred to the
commission as to their age, legal, mental, moral, and physical qualifications and their ability to fill
the office as a member of the police force. It shall also be the duty of the police commission,
subject to the approval of the mayor, to make such rules regarding such examinations not
inconsistent with this part or the laws of the state." Therefore, in the case of the Police
Department background investigation process, Human Resources' role is limited to reviewing the
results of the background investigation process and, if a decision is made to withdraw a conditional
employment offer, to ensure this decision was made without regard to any protected class
characteristics (age, sex, race, etc.). If this review reveals no concerns, Human Resources sends
the candidate a letter officially rescinding the employment offer. Human Resources would also
advise the Police Department of any concerns that arise during this review.
The Police Department's background investigation process is consistent with national standards
and practices with Law Enforcement Agencies across the US. The background investigation
process currently being used by the Bozeman Police Department has been instructed to Law
Enforcement Agencies since 2001 and has been presented to over 1300 officers /firefighters
nationwide. The current process further refined previous background investigation work and
expanded the efforts of the department to determine the suitability and character of Officer
Candidates. The course is scheduled to be taught in 15 States in 2009. The investigation
techniques and practices are also consistent with the training and skills used in police criminal
investigations and internal affairs investigations.
At the beginning of the background investigation, a Detective is assigned to a candidate who has
received and accepted a conditional offer, and the Detective is provided a copy of the Application
form for each candidate, with all previously redacted Protected Class Information available for
28
review. The background investigation process is overseen by the Investigations Division Deputy
Chief and the Detective Sergeant, under the direction and review of the Chief of Police.
Background Investigation
Initial Meeting Upon completion of the interview process, the successful applicants are given a
Conditional Job Offer for the position of Probationary Police Officer. The Police Department
background investigation begins when the successful candidates are invited to meet, in a group
setting, with the Investigations Division Deputy Chief, Detective Sergeant, detectives and Dr.
Watson at the Police Department. The background investigation process is overseen by the
Investigations Division Deputy Chief and the Detective Sergeant and is conducted with the
assistance from Dr. George Watson of Bozeman Psychological Services. At this meeting, the
candidates are congratulated on reaching this step in the hiring process and are told about the
Conditional Job Offer, background investigation, and hiring process timelines. The process is
introduced to the candidates in a manner that recognizes their work and efforts as well as that of
the department to reach this point in the recruitment process. As the process is explained and the
Applicant Waiver Packet forms are reviewed, candidates are reminded that the City is looking for
honest people, not perfect people. The initial meeting and introduction process is designed to be
welcoming to the candidates and to provide a thorough explanation of the process and
encouragement to provide thorough, factual and timely information and answers in the background
investigation process.
At this meeting, the extensive background investigation begins with the process of completing the
following informational forms:
Applicant Waiver Packets are provided to each candidate. The forms are read to candidates (word
for word, with the candidates following along) by the Deputy Chief or Detective Sergeant and
candidates are given an opportunity to ask any questions (in the group setting or in private)
pertaining to these documents prior to signing. The applicant waiver packet includes:
Conditional Offer of Probationary Empinyrnerat 1 "his describes the Conditional Offer of
Probationary Employment and background investigation process so the candidates understand
and acknowledge the requirements they must meet before they can be accepted into the
position and that they agree to assist in the expedient conclusion of the process and
examinations. The form is signed, dated and notarized.
Certification and Penalty This confirms that the candidate has agreed to provide information
that is true and complete to the best of their knowledge and belief and explains that the penalty
for misstatement of material fact, willful omission of material fact or willful deception will be
cause for disqualification and rejection as a candidate for employment or grounds for
termination after employment. The form is signed and notarized.
Authorization to Release Information and Release from Liability Once signed and notarized,
this form (a copy) is provided and allows other agencies, references, and employers etc. to
release information to investigators (The waiver states in part: "I Authorize release of any and
all information that you may have concerning me, including information of a confidential or
privileged nature. I hereby authorize all my previous employers, physicians, and professionals
who may have examined or treated me, friends, acquaintances, credit reporting services, public
agencies and all others to furnish to the Bozeman Police Department any and all information
they may have concerning me
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Pre -Em to meal Investi >ation Discover Waiver This waiver informs the candidate that the
investigators will not release the information found in the investigation to the candidate so the
candidate can't retaliate against anyone for giving information about the candidate. (The
waiver states in part: "I recognize that an employing law enforcement agency has a legal, as
well as a moral obligation, to take every reasonable effort to ensure that persons employed by
them as peace officers, or in other positions, conform to the very highest standards The
form includes a release and hold harmless waiver and the candidate waive their right to
examine, review or otherwise discover the contents of the investigation and all documents.
This form is also signed and notarized and can be provided to references, employers and
associates to demonstrate the understanding of the critical importance of a thorough
background investigation and honesty with information.
ChildSuLport Disclosure Disclosure of whether the candidate is required to pay child
support. This form is signed and notarized and is critical for the candidate to disclose the
obligation for payment of Child Support, which could result in legal complications if an order
to pay is not followed.
Internet Disclosure Form This requests a listing of any and all, past and present, personal or
business websites, social networking sites etc. This form is used to solicit information to
expedite the background investigation process and to allow the candidates to disclose
information on internet activity. This allows the Department to review how the candidate
represents him /herself to the world on the internet. Effective on .tune 22, 2009 the
Candidates are no longer asked to provide usernames and passwords.
Tattoo and hod
y Piercing Disclosure This requests information on tattoos and body piercing
only in areas of the body which would be visible to the public. Tattoos and piercings are
okay as long as they would not be offensive to the public. This form is used to solicit
information to expedite the background investigation process and to allow the candidates to
disclose information on tattoo's and body piercings so determinations can be made prior to
hiring regarding department policies and accommodations if possible or necessary.
Federal Fair Credit Re ortink Act Consent to Request Consumer Report In n oration This
allows the investigator to request consumer report information and to inquire about the
candidates financial situations, judgments, liens, credit background, general reputation and
responsibility to landlords, creditors and related activity. Candidates are provided an
opportunity to respond to, dispute or explain any negative information revealed in the credit
background check.
Personal Hislor Statement Instructions to the Applicant This page explains the Personal
History Statement and the requirements of completing the packet. The Personal History
Statement and packet, which is sent home with the candidate to complete, is assigned a "due by
date" by which it is to be returned to the assigned detective.
Additional information collected in the extensive background investigation includes:
Personal Histor y Statement This 35 page document is used as one means of allowing the
background investigator to get to know the candidate and compare information provided to
other components of the background investigation. Page 3 includes a list of documents that
the candidates are required to provide (including Birth Certificates, High School and college
transcripts, G.E.D. Certificate (if applicable), Military service records, naturalization
certificate (if applicable), Marriage and marriage dissolution documents, bankruptcy
Documents (if applicable) and any name change documents). This Statement also asks
candidates about basic identification, education, employment history, business and license
30
information, driving information, social acquaintances, residences, family history, marital
information, children and dependents, household information, military and selective service
information, financial history, criminal history, drug use, and requests the candidate write an
autobiography, general information (foreign or domestic organizations, etc), concealed
weapons permits, work availability, hobbies, internet activity, magazine and newspaper
subscriptions and the candidate signs the last page of the document and Certifies that all
statements are true, complete, correct to the best of their knowledge and that they understand
that any false information, misstatement, minimization or omission may disqualify them or
result in their dismissal.
Personal History Questionnaire (PHQ) for Law Enforcement Johnson, Roberts
Associates, Inc. has developed this 223 "Post Conditional Job Offer" questionnaire that the
Department has all candidates complete. This Questionnaire inquires about Education,
Employment, Military Experience, Law Enforcement Experience, Driving Record, Financial
History, Legal History, Substance Use, and General Information. The Johnson, Roberts
Personal History Questionnaire is another component to our background review system and
is currently used by more than 150 public safety agencies throughout the United States. This
questionnaire helps improve the quality of our background investigations and saves us time
and money in the effort to improve the quality of the officers we hire. This document is
another means of getting to know our candidates and to conduct a thorough investigation and
is another too] in the total investigation process. The information from the PHQ is also
provided to Dr. George Watson, PhD for his use in the psychological evaluation.
Investigative procedures used during the extensive background investigation include:
Credit Reports Fair Credit reporting laws are required to be followed to inquire about the
candidate's financial situations, _judgments, liens, credit background, general reputation and
responsibility to landlords, creditors and related activity. Candidates are provided an
opportunity to respond to, dispute or explain any negative information revealed in the credit
background check.
NCIC /CJIN and local records checks are run for wanted person information and criminal
history reports to confirm infortnation provided by the candidate is true and accurate. Not all
arrests, charges or prosecutions result in a Criminal History and thus it is necessary for a
thorough check to be made by the investigating detective so no information can be omitted or
purposely withheld.
Drivers License Check and Driving History for all states to confirm information provided by
the candidate is true and accurate. Not all States have automated driver's license and driving
history records, not all States share their driver's license information.
Birth Certificate_, _proof of Citizenship, Marriage Marriage Dissolution Documents,
Selective Service Records and Military Service records are checked to confirm information
provided by the candidate is true and accurate.
Tax records are checked for employment history and tax filing verification to confirm
information provided by the candidate is true and accurate. It has been our experience that we
are able to find information about employers that the candidate has withheld by looking at
these records.
Banking and loan account number and provider, information is requested to verify account
standing and financial responsibility to confirm information provided by the candidate is true
and accurate.
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Personal and Professional references are checked to confirm information provided by the
candidate is true and accurate and to inquire about their suitability for employment in law
enforcement.
Em Flo neat information is verified and references are checked to confirm information
provided by the candidate is true and accurate.
Final Interview Upon completion of this process, the assigned detective meets with the
candidate and conducts a final interview, where the detective inquires about and clarifies any
questions raised in background investigation. This gives the candidate an opportunity to discuss
or explain any adverse or negative information discovered in the background investigation.
Psychological Evaluation 7- 32- 303(2 -g) MCA Peace Officer Employment, education and
certification standards states that applicants must: "be examined by a licensed physician, who is
not the applicant's personal physician, appointed by the employing authority to determine if the
applicant is free from any mental or physical condition that might adversely affect performance by
the applicant of the duties of a peace officer The Bozeman Police Department contracts with Dr.
George Watson to assist with the psychological evaluation and background investigation process.
During the initial meeting as a group, applicants meet with Dr. George Watson of Bozeman
Psychological Services and complete the following tools:
Johnson Roberts Questionnaire the results from this `bubblesheet' questionnaire are provided
to and used to begin Dr. Watson's work on the psychological evaluation. Many of the
questions are similar to those asked in other interviews, history statements etc. In addition to
sharing the responses with Dr. Watson to use in his work, the Police Department uses this
portion of the background investigation to look for disclosures, omissions and conflicting
information, behavior patterns etc. which are followed up during the rest of the background
check process, including when talking to references and the candidate.
MMPI -2 Minnesota Multiphasic Personality Inventory This personality inventory helps
Dr. Watson discover what the applicant is like as a person. The MMPI -2 helps identify how
the candidate typically feels, thinks and behaves and may also identify any psychological
problems and issues relevant to the candidate.
DISC hiventor This is a too] Dr. Watson uses to learn about the applicant's behavioral
strengths and weaknesses, motivating and demotivating factors, emotional reactions, and
interpersonal preferences.
RBA Role Behavior Analysis This tool is used in conjunction with the results of the DISC
results, and compares the applicant's characteristics /behaviors with those
behaviors /characteristics that have been found to indicate success as a Bozeman Police
Officer.
The Clinical Observations for Police Personnel Selection, second edition (COPPS 11) is a
self- report questionnaire designed by Frank C. Seitz, Ph.D., a Clinical and Forensic
Psychologist, in concert with Bozeman Chief of Police Mark Tymrak. Dr. Seitz has worked
with the Bozeman Public Safety Division for the past four decades. The COPPS 11 is a 22
page opened -ended questionnaire which covers the following areas: (1) Medical history; (2)
Education; (3) Employment; (4) Marriage /family relations; (5) Legal history; (G) Substance
32
use; (7) Applicant's personal description of him /her self, (8) psychological characteristics
which the applicant attributes to him /her self; (9) Attitude toward law enforcement, including
training and work experience in law enforcement, reasons for becoming an officer,
experience with firearms, attitude toward the use of deadly force, ethical attitudes toward law
enforcement, and concerns about functioning as a police officer. The COPPS II data
provided by the applicant are used as part of a personal interview conducted by a licensed
and qualified clinical psychologist.
Personality Assessment Inventory for Law Enforcement Corrections and Public Safet
Selection (PAI) This tool contrasts the applicant's characteristics against those of other
police officers who have successfully completed the screening procedures for the same
position, were hired, and completed at least one year in that position.
A private appointment follows with Dr. Watson, during which the candidate and Dr. Watson
discuss the results of these tests /inventories, and Dr. Watson gathers any other information he
needs to complete his evaluation.
Based on the information received as a result of the testing and interview process, Dr. Watson
prepares a final report which addresses the candidates' suitability for employment as a Police
Officer, and provides recommendations for the most effective way to interact with and train that
candidate.
Pre employment medical examinations These include: medical examination with Dr. Robert
Hathaway, and hearing, vision screening is conducted to ensure candidates meet the pre-
established minimum qualifications to include: Possess binocular vision of 20/80 uncorrected,
which is corrected using glasses or contact lenses to binocular vision of 20/30; 140 degrees
peripheral; nonnal color vision (to sufficiently distinguish red, yellow and green); and normal
depth perception; Possess sufficient hearing in both ears, to be able to receive verbal instructions,
radio transmissions, hear and understand normal conversations and are suitable for employment as
detennined after physical medical examination to perform the physical duties and job requirements
as outlined in our Position Vacancy Announcement.
At various stages during this process, the Detectives brief the Department Administrative Staff on
the progress of the background investigations and upon completion of the thorough background
investigation, medical appointments, psychological examinations the department command staff
considers all information and makes a determination on the final hiring recommendation. The final
recommendation to hire or disqualify the candidate is based upon all information in the
investigation file and a comprehensive review of hiring standards and issues. The Chief of Police
has the final decision on hiring recommendations.
Post hire continuing conditions:
Peace Officers who have successfully met the employment standards and qualification are on
probationary status for 12 months per 7 -32 -303 MCA.
As a condition of continued employment, probationary police officers must become certified
by the Montana Peace Officers Standards and Training (POST) Advisory Council as a full
time peace officer within 12 months of employment per 7 -32 -303 MCA.
33
I
I I
Definitions
ScreenNow Criminal Background Check ScreenNow /Choicepoint is a third party consumer
reporting agency that provides a database search of more than 200 million criminal records
including:
State Department of Corrections;
Administrative Office of Courts,
Individual County Courts;
State Specific Criminal Record Repositories;
Choicepoint Proprietary Criminal Record Data; and
Sex Offender Registry Records.
This document also provides validation of the Social Security Number, and informs the City if
there are other names and addresses possibly associated with the applicant.
This information is subject to the provisions of the Fair Credit Reporting Act (see below.)
Credit Check ScreenNow /Choicepoint obtains credit history information through the three
national credit bureaus. The information obtained:
Name(s) on account,
Date opened;
Status date;
High credit;
Amount owing;
Rating and history;
Late payments;
Public record amounts; and
Employment and residence history.
This information is subject to the provisions of the Fair Credit Reporting Act (see below.)
NCIC /CJIN This refers to the dual records check of the National Crime Information Center and
the Criminal Justice Information Network, which includes all state databases. The law prohibits
the use of the NCIC /CJIN networks for employment purposes unless the position has unescorted
access to the NCIC /CJIN system or networks. Therefore, in the City of Bozeman, only those
positions which have unsupervised or unescorted access to the NCIC /CJIN system are checked in
this manner. Requests for criminal history checks through this system must be accompanied by a
I0 -print fingerprint card.
Fair Credit Reporting Act The federal Fair Credit Reporting Act (FORA) applies whenever an
employer uses the services of a consumer reporting agency (ScreenNow is a CRA). The FCRA
requires that, before any adverse impact is taken as a result of information received through a
CRA, the applicant must be informed of the information, and given time to correct any erroneous
records. Even though the City's use of the State's information (violent offender registry, drivers'
34
license database) is not through a CRA, Human Resources follow the adverse impact review
procedure whenever inforination surfaces from State databases which may result in an adverse
impact on the applicant.
35
i
TAB 7
City of Bozeman
Recruitment and Selection Procedures
RECRUITMENT AND SELECTION PROCEDURES
Updated: June, 2009
In the following, the City's Recruitment and Selection Procedures are noted in bold. The citations
then give context to each step.
Any language that is different than the 10/20/05 Update that the Commission received on June 22,
2009 is italicized. For example:
All references to "Personnel Director" have been changed to "Employment Specialist"
Section C, Paragraph 1 (Job Description Review) of the 10/2005 Recruitment and Selection
Procedure Updated addressed the Position Vacancy Announcement in the context of Job
Description review. These two tasks have now been separated and the paragraphs in that
paragraph have been renumbered.
A. Selection and Hiring Authority
1. The City Commission reserves the exclusive right to hire, discipline and fire the City
Manager.
Citations City Charter, Article 3.01 (City Manager Appointment, Qualifications, Compensation)
2. The City Commission invests in the City Manager the authority and responsibility of
carrying out the policies, procedures, and intent of the Personnel Policies and Procedures
Manual. This authority includes the power to hire, discipline and fire all personnel.
Citations
City Charter, Article 3.01
Bozeman Municipal Code 2.08.010 City Manager Appointment Powers and Duties. B. The powers and duties
of the City manager shall be to:.... 13. Appoint, suspend, and remove all employees of the local government
except as otherwise provided by law or ordinance.
Admin Order No. 95 -01 (Adopting the City's Recruitment and Selection Procedures)
Administrative Order 2002 -01 (Delegation of Authority)
MCA 2 -2 -302. Appointment of relative to office of trust or emolument unlawful exceptions publication of
notice.... (1) Except as provided in subsection (2), it is unlawful for a person or member of any board, bureau,
or commission or employee at the head of a department of this state or any political subdivision of this state to
appoint to any position of trust or emolument any person related or connected by consanguinity within the
fourth degree or by affinity within the second degree.
B. Purpose
The purpose of these procedures is to ensure equal treatment of all applicants regardless of
race, color, religion, creed, sex, age, marital status, national origin, political ideas or
disability.
Citations:
City Charter, Section 4.02. Personnel System. "Consistent with all applicable federal and state laws, all
appointments and promotions of city officers and employees shall be made solely on the basis of merit and
qualifications demonstrated by a valid and reliable examination or other evidence of competence."
1
42 U.S.C. Section 1981. "All persons within the jurisdiction of the United States shall have the same right in
every State and Territory to make and enforce contracts, to sue, be parties, give evidence, and to the full and equal
benefit of all laws and proceedings for the security of persons and property as is enjoyed by white citizens..."
Title VII of the Civil Rights Act of 1964 as amended Prohibits discrimination based on race, color, religion,
pregnancy, sex or national origin.
Age Discrimination in Employment Act Prohibits discrimination against people 40 or over.
Americans With Disabilities Act— Prohibits discrimination based on disability and requires reasonable
accommodations for qualified individuals.
MCA 49 -2 -303. Discrimination in Employment Prohibits discrimination in employment, compensation or in a
term, condition, or privilege of employment because of race, creed, religion, color, or national origin or because of
age, physical or mental disability, marital status, or sex when the reasonable demands of the position do not
require an age, physical or mental disability, marital status, or sex distinction" NOTE: Protects workers of ALL
ages (not just those over 40.)
MCA 49 -3 -201. Employment of state and local government personnel. (1) State and local government
officials and supervisory personnel shall recruit, appoint, assign, train, evaluate, and promote personnel on the
basis of merit and qualifications without regard to race, color, religion, creed, political ideas, sex, age, marital
status, physical or mental disability, or national origin.
MCA 10 -1-1005. Prohibition against employment discrimination. An employer may not deny employment,
reemployment, reinstatement, retention, promotion, or any benefit of employment or obstruct, injure, discriminate
against, or threaten negative consequences against a person with regard to employment because of the person's
membership, application for membership, or potential application or membership in the state organized militia or
because the person may exercise or has exercised a right or may claim or has claimed a benefit under this part.
MCA 41 -2, Child Labor Standards Act and 29 CFR, the Fair Labor Standards Act— Both prohibit certain
ages from being employed in certain occupations.
C. Applicability
These procedures shall be applicable to all positions which become vacant within the City
Bozeman, including but not limited to: newly- created positions, paid internships, part -time,
full -time, temporary, seasonal, specially- scheduled positions, etc. The Employment Specialist
will be informed of all position vacancies and will be responsible for overseeing their
recruitment and selection procedures.
Citations
City Charter, Section 4.02. Personnel System
Admin Order No. 95 -01 (Adopting the City's Recruitment and Selection Procedures)
MCA 49 -3 -201. Employment of state and local government personnel.
D. Recruitment and Selection Procedures
Citations:
MCA 49 -3 -201. Employment of state and local government personnel. (on the basis of merit and
qualifications)
MCA 7 -32 -4154. Role of police commission in examination of applicants for police force. It shall be the duty
of the police commission to examine all applicants whose applications have been referred to the commission as to
their age, legal, mental, moral, and physical qualifications and their ability to fill the office as a member of the
police force. It shall also be the duty of the police commission, subject to the approval of the mayor, to make such
rules regarding such examinations not inconsistent with this part or the laws of the state.
41 CFR Part 60.3, Uniform Guidelines on Employee Selection Procedures. The Guidelines:
"incorporate a single set of principles which are designed to assist employers, labor organizations,
employment agencies, and licensing and certification boards to comply with requirements of Federal law
prohibiting employment practices which discriminate on grounds of race, color, religion, sex, and national
origin. They are designed to provide a framework for determining the proper use of tests and other selection
procedures...
are applied by the Equal Employment Opportunity Commission in the enforcement of Title Vll of the Civil
Rights Act of 1964 as amended;
2
Affect all personnel decisions including recruiting, selection, training, compensation, benefits, promotions,
transfers, layoffs and terminations.
The Guidelines consist of 27 pages of regulations, supplemented by a 23 page "Interpretation and Clarification"
document in a questions and answers format. Section 14. (2) Analysis of the Job, best describes the foundation of
these guidelines, and reads as follows:
"There should be a review of job information to determine measures of work behavior(s) or performance that are
relevant to the job or group of jobs in question. These measures or criteria are relevant to the extent that they
represent critical or important job duties, work behaviors or work outcomes as developed from the review of job
information. The possibility of bias should be considered both in selection of the criterion measures and their
application. In view of the possibility of bias in subjective evaluations, supervisory rating techniques and
instructions to raters should be carefully developed. All criterion measures and the methods for gathering data
need to be examined for freedom from factors which would unfairly alter scores of members of any group. The
relevance of criteria and their freedom from bias is of particular concern when there are significant differences in
measures of job performance for different groups."
The process that Human Resources uses to oversee compliance with the City's Recruitment and Selection
Procedures, in turn, ensures compliance with these guidelines.
1. Job escription ation Review As soon as knowledge of a vacancy
_ass_ _peci lc
occurs, a review of the job description or class specification (as applicable) shall be
conducted by the incumbent (if applicable), the supervisor, and others familiar with the
duties and qualifications required of the position. Human Resources will coordinate this
review.
2. Position Vacancy Announcement A Position Vacancy Announcement will be
prepared by the Employment Specialist. This Announcement will reflect the duties
contained in the job description and should include the primary objective of the
position, major areas of accountability and performance, working conditions and
physical requirements, minimum and desirable qualifications, rate of pay and date
position is to be filled. In addition, the Position Vacancy Announcement may include
any special qualifications sought and selection procedures to be used in filling the
position.
3. Selection Plan In filling positions, the City of Bozeman may use any combination of
selection procedures which meets its needs including but not limited to resumes,
applications, application supplements, screening tools, structured oral interviews,
written exercises, case studies, physical agility tests, reference checks, etc. A Selection
Plan will be in place prior to initial recruitment which shall include, at a minimum,
the following components:
a. Applicant Screening Form This form will list the job related required and desired
qualifications for the vacant position and will be used to screen out those applicants
who fail to meet minimum position qualifications, as well as to identify those
candidates who are best qualified for further consideration.
b. Interview Tool An Interview Tool will be prepared which lists questions to be
asked of all applicants who qualify for an interview. The questions to be asked shall
be job related and, whenever possible, the results of the interview shall be scored
using a predetermined numerical rating with point values assigned for preferred
responses.
3
c. Reference Inquiry Form As with the screening and interview tools, a reference
inquiry form shall be prepared in advance and shall relate to the applicant's ability
to perform the specific duties of the vacant position.
The Selection Plan shall be developed by persons knowledgeable of the position and
shall be reviewed and approved by Human Resources. In cases when the Selection Plan
includes components outside of those listed above, these components must also be in
place prior to initial recruitment.
A Hiring Committee shall be recommended by the Department Head or his /her
designee, and approved by the Employment Specialist. This Committee will be
responsible for preparing the Selection Plan and for participating in the selection
process. Committee members may include the Department Head, the position's
supervisor, a person who has similar duties, the Employment Specialist, etc.
4. Recruitment Procedures
It is the City of Bozeman's policy to insure that its recruitment procedures afford
adequate opportunity for the promotion and transfer of permanent part -time and full
time employees. Therefore, whenever circumstances permit, internal recruitment will
be completed prior to external recruitment for position openings. If at the close of the
internal recruitment period, no applicant is selected, external recruitment will begin.
However, wben circumstances dictate the need, internal and external recruitment will
be conducted simultaneously. Recruitment procedures are as follows:
a. Internal Recruitment Notice of vacancies will be advertised internally by posting
on the bulletin boards of all City offices for a minimum of five (5) working days.
During this internal recruitment period, City of Bozeman employees who meet the
minimum qualifications will be encouraged to apply, and will be given specific
instructions on where, when and how to apply.
Citations:
Article 3,12aragraph B.1 of the Collective Bargaining Agreement Between the City and the Teamsters
Local Union #2 (the City shall post the job internally for three days. The City shall first consider an
applicant's qualifications for the job. Secondly, the City shall give due consideration to a division
member applicant's seniority and, thirdly, to a bargaining unit member applicant's seniority. If no
qualified applicants within, applications will be sought as per the Employee Handbook.)
ARTICLE 15 VACANCIES AND PROMOTIONS Of The Collective Bar ainin A reement Between
The City And The Montana Public Employees' Association.
The following procedures will be observed in the posting and filling of vacant or newly created
permanent positions....
When a vacant or newly- created permanent position is to be filled, the notice will be posted in a specific
place designated for job opening notices, and shall state where interested employees are to make
application, the cutoff date of application submittal and the minimum qualifications.
The Employer will ensure that all such applications are considered in the selection process. In the event
similar qualifications exist, current employees will be selected over non employees. Members in the
4
bargaining unit who are unsuccessful applicants shall be so notified upon completion of the selection
process.
All positions in the bargaining unit shall be posted, per the provisions of this Article, for at least five
working days.
b. External Recruitment The Employment Specialist will be responsible for
coordinating external recruitment procedures. Positions will be advertised in
appropriate statewide media, Job Service, and Affirmative Action recruitment
sources, in appropriately targeted journals and websites, and on the City's website, for
a minimum of five (S) working days.
c. Special Circumstances: Under certain circumstances, the City reserves the right to
dispense with the formal selection procedures. These special circumstances include,
but are not limited to, positions reopening within six months, when only one internal
applicant applies, special employment programs and emergencies. Other special
circumstances will be considered, by the Employment Specialist, on a case -by -case
basis.
1) Positions Reopening within Six Months If, after being occupied for a period of
six (6) months or less a position becomes vacant, the City will implement
appropriate internal recruitment procedures. If no successful applicant is found
internally, the Department Head/ Supervisor may, with the consultation of the
Employment Specialist, select one or more of the following options to fill that
position:
a. The Department Head /Su ervisor may offer the position to an applicant
p Y p Y Pp
identified, during the initial hiring process, as meeting the job requirements.
Reference checks must be completed, in advance of any employment offer, on
the applicant being considered for the position. This process may be used
until all qualified interviewees have been offered the position.
b. Interview additional qualified individuals with applications on file; or
c. Implement the external recruitment process.
The six month period ends six months after the starting employment date of the
initial candidate.
2) Like Positions If within a six (6) month time period of recruitment, a positron
requiring similar qualifications and involving similar duties becomes vacant,
the City of Bozeman will immediately implement the internal recruitment
procedures described in paragraph D.4.a. If no successful applicant is found
internally, Employment Specialist and the position's Supervisor may employ
one or both of the following options to fill that position:
a. Interview qualified individuals with applications on file; or
b. Implement the external recruitment process in accordance with DA.b
above.
5
The six month period ends six months after the starting employment date of the
initial candidate.
3) Known Abilities When, during internal recruitment, only one employee
applies, the Employment Specialist shall perform initial applicant screening.
If the applicant is found to meet the minimum qualifications, and the Hiring
Committee determines that the employee's skills and abilities satisfy those
demanded by the job, the remaining selection procedure may be dispensed
with upon concurrence of the Employment Specialist.
4) Temporary Positions Temporary positrons within the City of Bozeman
shall not require advertising. The appropriate supervisory personnel shall
inform the Employment Specialist of position availability. Employment
Specialist will then use appropriate referral sources to recruit for these posi-
tions. If it becomes necessary to convert these temporary positions into
permanent ones, the requirements of paragraph DA shall be immediately
implemented.
5) Seasonal Positions Seasonal positions within the City of Bozeman shall not
require advertising. The appropriate supervisory personnel shall inform the
Employment Specialist of position availability. The Employment Specialist will
then use appropriate referral sources to recruit for these positions. If it
becomes necessary to convert these seasonal positions into permanent ones,
the requirements of paragraph DA shall be immediately implemented.
6) Internships Internship positions within the City of Bozeman shall not
require advertising. The appropriate supervisory personnel shall inform the
Employment Specialist of position availability. The Employment Specialist will
then use appropriate referrals sources to recruit for these positions. If it
becomes necessary to convert internships into permanent positions, the
requirements of paragraph DA shall be immediately implemented.
Citation:
MCA 2 -18 -101 (24) Defines "Short -term worker" 90 days in a 12 month period), "Temporary
work I year), and "Student intern". Under this Code, people in these positions are not eligible for
permanent status and are not eligible to become a permanent employee without a competitive
selection process. The City added these restrictions for seasonal positions. Based on these
restrictions, the determination was made that these positions would not require "advertising
Instead, Human Resources would conduct a search by requesting applications from appropriate
referral sources. The goal was to speed up the process by which these positions were filled. Because
Human Resources did the search, the possibilities of allegations of favoritism, cronyism, or nepotism
are reduced from the hiring process. In reviewing past and current practice:
Temporary and short term positions are recruited through the Workforce Center (job Service),
or filled through contracts with temporary agencies. Depending on the position qualifications,
and how much notice we have, the search may include advertising.
Seasonal positions have been advertised for and filled using a standardized recruitment
procedure since 1993.
Internships are filled as described above.
6
7) Vacancies in the Position of City Manager Procedures to fill the vacancies in
the position of City Manager will be established by the City Commission.
Citations City Charter, Article 3.01
Bozeman Municipal Code, Chapter 2.08.010.A.
8) Special Employment Pro rams Special employment programs are those
funded, in whole or in part, by external agencies and include employment
training programs, volunteer programs, and internships. Where the need for a
special employment program placement is deemed necessary or beneficial, the
Department Heads /Supervisors forward their requests to the Employment
Specialist which, in cooperation with the requesting department, develops a
statement of tasks to be performed. The request is then forwarded to the
appropriate external agency(ies) for action.
The Human Resources Office will review and maintain records on special
employment program participants, including any contractual agreements
between the City and the provider agencies. Department Heads/ Supervisors
are responsible for providing the Employment Specialist with regular
performance evaluations on program participants and feedback on program
strengths and weaknesses.
9) Emergencies Whenever an emergency exists which requires the immediate
services of one or more persons and it is not practical or possible to secure the
services of such persons through the normal recruitment process, the
Department Head /Supervisor may, upon consultation with the Employment
Specialist, make emergency appointments for a period not to exceed sixty (60)
calendar days. Emergency appointment employees shall not be entitled to City
employee fringe benefits, except as specifically provided under state law and /or
in these policies.
5. Selection Procedures
a. Applicant Screening The Employment Specialist shall conduct an initial evaluation
of applicant qualifications using the pre established Screening Tool. Those applicants
who make it through the initial screening are then forward to the Hiring Committee
for a second review (if applicable). The Hiring Committee shall review applicant
qualifications using the criteria found in the Applicant Screening Tool.
Citations
MCA 39 -29 Part 1: Veteran's Public Employment Preference (preference awarded each time a scored
procedure is used. Where no point system is used, "substantially equally qualified" preference applies.
MCA 39 -30, Part 1 Persons with Disabilities Public Employment Preference public employer shall
hire an eligible disabled applicant (or spouse of eligible applicant) over any other applicant with
substantially equal qualifications who is not a preference- eligible applicant. Public Employer must also
hire disabled person over other preference eligible applicant (i.e., Veteran) with the same
qualifications.
7
b. Interview Recommendations Based on the results of applicant screening, the
Hiring Committee shall recommend to the Department Head or designee, persons to
be interviewed. The Department Head or designee shall forward the list to the
Employment Specialist for review. When appropriate, the Employment Specialist will
expand the list of persons to be interviewed to include members of affected classes
who meet the minimum qualifications of the vacant position, and for whom a target
hiring goal has been established. The Department Head or designee will then
provide the Hiring Committee with the list of persons to be interviewed. Those
applicants selected to be interviewed will be contacted by the Department Head or
his /her designee.
c. Employment Interview The employment interview will be conducted by the Hiring
Committee using the pre approved Interview Tool.
d. Reference In uiries At least two (2) reference inquiries shall be performed for
each job finalist. The Reference Inquiry form will have been approved as part of the
Selection Plan. For internal job applicants, the personnel file review can be counted
as one reference check.
e. Selection Recommendation The Hiring Committee shall provide the Department
Head or designee with all notes and ratings resulting from the selection process as
well as a list of persons who best meet the position qualifications. Based on the
information provided, the Department Head or designee shall select the person to be
hired, and shall forward the materials to the Employment Specialist. The
Employment Specialist will review the hiring process used and will indicate reasons
for agreement or disagreement with the selection decision.
L Selection After the Employment Specialist reviews the Hiring Recommendation, the
Department Head or his /her designee shall formally offer the position to the selected
applicant. A letter of acknowledgment including a conditional offer of employment
will follow from the Human Resources Director which states the position title, type
of appointment, starting salary, beginning date of employment, dates of
probationary period, and the name and location of the position's supervisor. Any
post conditional requirements will be provided and a job acceptance statement will be
included.
g. (New Section July, 2009): Post Conditional Job Offer Process
As a condition of employment, the City of Bozeman conducts comprehensive
background checks on all candidates with conditional job offers. The background
check process, by employee group, follows. Unless otherwise indicated, waivers which
have been approved, in advance, by the legal department, are required.
1) Non Probationary Police Officers and Non- Probationary Firefwhters
For all the positions in this group, as part of the preliminary screening process,
the Employment Specialist conducts a search of the publically available sexual
and violent offender registries, convicted felon and probation /parole websites in
the states where the applicant has indicated on their application that they have
8
resided. For all but non -sworn police personnel reference checks are conducted
during the selection process. After a conditional offer is made and accepted, the
Applicant completes the Release to Conduct Criminal Background Check form.
The following Post-conditional offer steps apply to all positions in this rou
Criminal Background Check.
Search of Publicly Available Internet Search Engines
The ollowin Post-conditional offer steps also apply to the indicated positions:
Positions that involve driyinz City vehicles:
Driving License Status and Record check (for those with out of state
licenses. Montana licenses have been checked at the preliminary screening.
ScreenNow charges a fee for each Out of state license check, so this is not
done unless the person with an out of state license is identified as a job
finalist.)
Positions requirinje a commercial driver's license while driving City vehicles:
DOT Pre Employment Drug Testing as required by federal law (49 CFR).
Contact with prior CDL- employers over past 2 years as required by federal
law (49 CFR).
Service and Maintenance Positions:
Pre- employment medical exam
Other positions with law en orcement- related responsibilities:
NCIC /CJIN criminal history check;
Credit check
Positions hayin2aaccess to public funds
Credit check
Human Resources and Payroll personnel
Credit check
Non -Sworn Police Personnel Extensive background investigation to include:
Applicant Waiver Packet
Personal History Statement
Driver's license status and records check
I0-Point Finger Print Card
Reference checks (references, acquaintances, coworkers, etc.)
NCIC /CJIN and local records checks (see Definitions.)
Financial/Credit Check
9
Probationary Firefi hters
Extensive
2) Pr s ar T—
ve background check to include:
Applicant Waiver Packets;
Personal History Questionnaire;
Verification of Background Information;
Criminal background check;
Personal and Professional references; and
Credit Check;
Psychological Evaluation;
Pre Employment Medical Examination and Fitness for Duty determination,
including medical, vision and hearing evaluations.
3) Probationary Police Officers
Extensive background check to include:
Applicant Waiver Packets;
Personal History Questionnaire;
Psychological Evaluation;
Verification of Background Information;
Personal History Statement;
Credit Check;
CKNINCIC and local records checks;
Drivers License Check and Driving History;
Birth Certificate, proof of Citizenship, Marriage Marriage Dissolution
Documents, Selective Service Records and Military Service records;
Tax records;
Banking and loan account number and provider information;
Personal and Professional references; and
Verification of Employment information
Psychological Evaluation
Pre Employment Medical Examination and Fitness for Duty
Determination, including medical, vision and hearing evaluations.
h. Notification of Non- Selectees All non selected candidates will be notified, in
writing, by the Employment Specialist, that they were not selected and the
reason for non selection.
E. Document Maintenance
The following materials shall be included among the documentation for each
selection:
1. The position description;
2. A copy of the vacancy or position announcement.
3. A copy of the newspaper advertisement, if any, and a list of all recruitment
sources used;
10
4. All applications, application supplement questionnaires, and any other application
materials received;
5. A copy of the Selection Plan, including all selection procedures and any criteria
used to evaluate performance;
6. Any written evaluations;
7. The names and titles of any persons who participated in the design or
administration of the selection procedures;
8. Records or other information for applicant flow;
9. Correspondence with applicants.
The items mentioned above shall be retained by the Employment Specialist for a
minimum of three (3) years from the official selected candidate's date of hire.
Citations:
City Ordinance 3899, which adopted Montana Local Governments Retention Schedule. This requires 3
years retention of all materials related to a hiring process. (Related Montana Code Annotated: Title 2.)
MCA 49 -2 -101. Filinz Complaints A complaint of discrimination must be filed within 180 days after the
alleged unlawful discriminatory practice occurred or was discovered. If the complainant is trying to resolve
a discrimination using a formal grievance process, this timeline is extended to up to 300 days.
Federal Law Recordkeeping requirements are imposed on employers under several federal laws including
of Title VII, the Age Discrimination in Employment Act, the Immigration Reform and Control Act, the Pair
Labor Standards Act, the Rehabilitation Act of 1973, and the Americans with Disabilities Act. The longest
retention requirement is three years, and it applies to Equal Pay Act issues. If there is an active claim, there
are additional retention requirements.
Because of the varying retention requirements, the City has chosen to retain these records for the 3 year
period. Assuming there are no charges pending, they are shredded at the end of the three year period.
11
TAB 8
Position Vacancy Checklist
Tab 8: Position Vacancy Checklist
POSITION VACANCY CHECKLIST
In its hiring process, the City follows Uniform Guidelines on Employee Selection Procedures. These provide guidance to employers to help them comply
with federal laws which prohibit discrimination ;n employment based on race, color, religion, sex and national origin. The guidelines apply to employers
who are subject to Title VII of the Civil Rights Act of 1964 or Executive Order 11246.
An employment selection process is considered discriminatory if it has an adverse impact on the hiring, promotion or other employment opportunities of
individuals because of race, sex or ethnicity; that Is, if the selection rate for any race, sex or ethnic group is less than 80 percent for the group having the
highest selection rate. A selection procedure that results in an adverse impact is allowed to stand if the employer can demonstrate that the test measures
a trait necessary for successful performance of the job. Or, the employer can eliminate the factor from the selection process which has caused the
adverse impact. The Guidelines also require maintenance of detailed records on the employment selection procedures. The following checklist ensures
the City's hiring practices comply with these guidelines.
Position: Prepared by:
AS SOON ASK NOWLEDGE AF SITION VACAN Y OCCURS: RESPONSIBLE PARTY DATE:
1.1 Review current Class Specification for revisions CURRENT EMPLOYEE AND SUPERVISOR
r i Verify FLSA status Exempt Non Exempt _Not covered EMPLOYMENT SPECIALIST /HR DIRECTOR
fl Obtain Department Head approval to fill SUPERVISOR
ADDITIONAL ACTIONS TO BE TAKEN: RESPONSISI-I*_PARTY: DATE:
11 Identify Application Materials Required (check all that apply) SUPERVISOR
City App 5 Resume f J Cover Letter
C7 Copy of Driver's License r Copy of Transcripts J Copy of relevant certification(s)
Application Supplement C Keyboarding Test 71 Other (specify):
lJ Prepare position vacancy announcement: EMPLOYMENT SPECIALIST
Internal Recruitment: Begins: Ends:
External Recruitment: Begins: Ends:
CI Appoint Hiring Committee SUPERVISOR
J Prepare Selection Plan (al least these 4 items need to be created /updated) HIRING COMMITTEE.
Screening Tool D Interview Tool CJ Reference Check f Safely Checklist
Other (specify):
P Send Selection Plan to Employment Specialist for Review SUPERVISOR Before recruitment ends
(including Compliance with uniTnrm guidelines)
1::; Preliminary Screening EMPLOYMENT SPECIALIST
Applicant Screening HIRING COMMITTEE
Recommendation for Interviews Return screenin tools HIRING COMMITTEE
to Employment Specialist; send memo recommen5ing those
applicants to interview.
IL Review results. apply preference points, final Its', of interviewees EMPLOYMENT SPECIALIST
to Supervisor
Letters to non interviewees EMPLOYMENT SPECIALIST
Call Interviewees SUPERVISOR OR DESIGNEE
Conduct Interviews HIRING COMMITTEE
I 7 Apply appropriate preference points Call Employment SUPERVISOR
Specialist to determine which, if any applicants, are
eligible for preference points under the law
Reference Checks Complete at least 3 reference checks SUPERVISOR OR DESIGNEE
on at least top 2 candidates.
Il Recommendation for hire: Prepare memo to Department HIRING COMMITTEE
Head/Supervisor listing hire recommendation as well as
reasons for recommendation. Include all interview notes and
reference checks with recommendation.
0 Concurrence or Disagreement forward file to Employment DEPARTMENT HEAD
Specialist for Final Review
17 Notify position's supervisor of approval or rejection of EMPLOYMENT SPECIALIST
hiring recommendation (adverse impact analysis)
Offer candidate the position; Notify Employment Specialist SUPERVISOR
of beginning employment date:
Conditional offer elements are explained rn verbal offer and hire letter to include but need not be limited to drug tests, medical exams, criminal
background checks, drivers' license status checks, and post hire certification requirements.
Prepare hire letter; notify other candidates of non selection, EMPLOYMENT SPECIALIST
and File Maintenance
TAB 9
City of Bozeman Application for Employment
d
v
CITY OF BOZEMAN, MONTANA
APPLICATION FOR EMPLOYMENT
Instructions:
1. Complete this application by typing or printing in ink. An application tailored to the position is to your advantage. You must complete a separate
application for EACH POSITION APPLIED FOR.
2, If a question does not apply to you, write "N /A"
3. The Application form is reviewed separately from any other materials submitted and will be used to evaluate your qualifications for this position. Therefore,
you must answer all questions rather than referring to your resume or other materials you may have submitted.
4. Read the Position Vacancy Announcement carefully to find.
a. What attachments must be submitted in order for your application to be considered;
b. Where to submit your application material;
C. The closing date for receipt of application material; and
d. The required special qualifications or licenses.
5. You may attach additional sheets, if necessary. If you do so, however, make reference to the item number you are addressing,
6 The City makes reasonable accommodations for any known disability that may interfere with an applicant's ability to compete in the recruitment
and selection process or an employee's ability to perform the essential duties of the job. For the City to consider any such accommodation, the applicant
must make known any needed accommodation.
7. LATE, INCOMPLETE and /or UNSIGNED application material, including those which do not follow the instructions, will NOT be considered.
1. APPLICANT IDENTIFICATION:
Name (Last, first, middle initial):
Mailing Address:
City State Zip Code
Phone Numbers
Home or Message Phone Work Phone Email address
2. EXACT TITLE OF POSITION APPLYING FOR:
3. READ THE POSITION VACANCY ANNOUNCEMENT BEFORE ANSWERING THE FOLLOWING
QUESTION: Can you perform the essential functions of this position, with or without reasonable
accommodation? Yes No. If no, please explain:
4. DRIVER'S LICENSE: If required for this position:
Do you have a valid Driver's License? Yes No. If Yes: State:
Commercial Driver's license? Yes No: If "Yes specify:
Type Class: Hazardous Material Tank Airbrakes:
Other (specify):
S. EDUCATION:
a. Education: Highest Grade Completed:
Did you receive a High School Diploma or Equivalent Certificate?
Yes:
NAME OF SCHOOL AWARDING DIPLOMA OR EQUIVALENCY CERTIFICATE CITY STATE
No:
NAME OF SCHOOL ATTENDED CITY STATE YEARS ATTENDED
b. Post High School Vocational/Technical School or Undergraduate College/ Graduate Professional
Education: Other University
School Name:
City and State:
Check Box for Number of El El El El El 01 02 El 114 1715 01 02 El El ❑5
Years Completed:
Diploma/Degree Received:
AA/BS /MS /MBA/PhD etc
Course of Study and/or
relevant Course work:
City of Bozeman Application for Employment —4/2009 Page 1 of 4
6. OTHER TRAINING: List Other Schools or Training which help you qualify for this position:
Training Site/Provider Name Dates Attended Did you
Location (City /State) (From To) Complete? Course Title/Description Total Hours
7. LICENSES/REGISTRATION, OR CERTIFICATES (CPA, PE, P.O.S.T., SPHR, etc.):
Name of Licensing Agency Type of Endorsement/Restriction Date Date Expires
Location (City /State) License (If applicable) Licensed (if applicable)
8. IF APPLYING FOR SKILLED CRAFT JOBS: are you a recognized Journey level Worker? Yes No. If
yes: craft or trade: when received?
9. RELEVANT SKILLS: Please list all skills relevant to this position. If the space provided is not adequate, you
may respond to this section by attaching a separate sheet of paper.
1. Skills with office machines (typewriter, 10 key, etc.)
2. Skills with data entry equipment, personal computer (list programs):
3. Other tools /equipment:
10. AVAILABILITY:
a. Date you are available to work:
b. Will you accept: a Full -Time o Part-Time (less than 40 hours per week).
C. Are you available to work all shifts? (May include nights, weekends, holidays and rotating shifts)
o Yes o No. If "No," in the boxes below, indicate any and all days /times you are NOT available to work:
Sunday Monday Tuesday Wednesday Thursday Friday I Saturday 1 0
City of Bozeman Application for Employment —4/2009 Page 2 of 4
11. WORK EXPERIENCE. Instructions: Beginning with today: 1) List every job held during the past seven years or more;
2) List each promotion as a separate position; 3) Account for all gaps in employment. 4) You should also include any other experience
(e.g., military or volunteer work) that you have which is relevant to the position for which you are applying. If the space provided is not
adequate, you may respond to this section in the following: by using additional copies of page 3 of this application; use the "Additional Work
History Sheet;" OR on a separate sheet of paper if all questions in the blocks are answered and the same format is followed. This
information must be completed even if a resume or other application materials are submitted. DO NOT ATTACH A RESUME IN
LIEU of this form. LATE, INCOMPLETE and /or UNSIGNED application material, including those which do not follow the
instructions, will NOT be considered.
NOTICE TO APPLICANTS: All information you provide on this application is subject to verification. Previous employers will be
contacted as references and for verification.
Do you want to be informed before we contact your present employer? ❑Yes No.
Employer Name: Dates Employed To
Mailing Address: Job Title:
City /State/Zip Code: Supervisor:
❑Full time apart -time ❑Volunteer
Phone Number: Avg His/ Wk: (e.g.40, 32, 25, 5, etc.)
Describe your duties (knowledge, skills, abilities required, employees supervised, and accomplishments):
Reason for Leaving:
Employer Name: Dates Employed To
0 Mailing Address: Job Title:
City /State/Zip Code: Supervisor:
F-1 Full time ❑Part-time ❑Volunteer
Phone Number: Avg Hrs/ Wk: (e.g.40, 32, 25, 5, etc.)
Describe your duties (knowledge, skills, abilities required, employees supervised, and accomplishments):
Reason for Leaving:
Employer Name: Dates Employed To
Mailing Address: Job Title:
City /State/Zip Code: Supervisor:
❑Full time ❑Part-time ❑Volunteer
Phone Number: Avg Hrs/ Wk: (e.g.40, 32, 25, 5, etc.)
Describe your duties (knowledge, skills, abilities required, employees supervised, and accomplishments):
I
Reason for Leaving:
City of Bozeman Application for Employment 4/2009 Page 3 of 4
Employer Name: Dates Employed To
Mailing Address: Job Title:
City/State/Zip Code: Supervisor:
El Full time ❑Part-time E3 Volunteer
Phone Number: Avg His/ Wk: (e.g.40, 32, 25, 5, etc.)
Describe your duties (knowledge, skills, abilities required, employees supervised, and accomplishments):
Reason for Leaving:
www, rwwwwwwww*** wwwwww* wwwwwwwww* ww* wwwww*** wwwwwww* ww**** ww*** www***** w* www* w�rwww* *wwwwww *www *wwwww *wwww *wwwwwww
Employer Name: Dates Employed To
Mailing Address: Job Title:
City /State/Zip Code: Supervisor:
[]Full time ❑Part-time ❑Volunteer
Phone Number: Avg Rrs/ Wk: (e.g.40, 32, 25, 5, etc.)
Describe your duties (knowledge, skills, abilities required, employees supervised, and accomplishments):
Reason for Leaving:
12. MILITARY Do you have Military Experience? Yes No. If "Yes
Entry Date: Separation Date: Branch of Service: Rank at Separation:
13. HAVE YOU EVER APPLIED FOR EMPLOYMENT WITH THE CITY OF BOZEMAN? Yes No. If "Yes
Date(s) applied: Position(s) applied for:
14. IF RELATED TO ANYONE IN OUR EMPLOY, GIVE NAME, AND DEPARTMENT:
15. PLEASE READ CAREFULLY HAVE YOU BEEN CONVICTED UNDER ANY CRIMINAL LAW OR TRAFFIC
REGULATION WITHIN THE PAST FIVE YEARS? (Include all except parking tickets) Yes No. (An affirmative answer
will not automatically disqualify you from being considered as a candidate for employment.) If "Yes give date, location and the
disposition of e_ c case. (Use additional sheets if necessary.)
APPLICANT CERTIFICATION
LATE, INCOMPLETE and/or UNSIGNED application material, including those which do not follow the instructions, will NOT be considered!
I hereby certify that all information on this application and all attached materials is true, correct, and complete to the best of my
knowledge and contains no falsifications or misrepresentations. I am aware that falsifications or misrepresentations may disqualify me
from consideration for employment or, if hired, may be grounds jor termination at a later date.
Only submit what is requested on the Position Vacancy Announcement. If you attach additional material, please check all that apply.
Resume Application Supplement Transcripts Copy of current driver's license
DD -214 PHHS Certification Additional Work History Sheets, Number of Pages: 0
Other (list)
Signature: Date Signed:
Sign and submit as instructed. SIGNATURE MUST BE ORIGINAL. City of Bozeman Application for Employment -4/2009 Page 4 of 4
CITY OF BOZEMAN
Applicant Survey
Name: Position Applied for:
The Montana Human Rights Act requires the City of Bozeman to make and keep records relevant to the determinations of whether unlawful
employment practices have been or are being committed. This Survey will be separated from your Application. The survey information will be kept
confidential, used only for statistical reports and other lawful purposes. The information you and others provide will be used to monitor the City's
recruitment and selection practices. This form is optional: failure to complete this form will have no impact on any employment decision.
1. Age: 2. Sex (check one): Male Female
3. Race/Ethnicity Please check the one category which best describes your recognition in your community:
White (not Hispanic or Latina) A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
Black or African American (Not Hispanic or Latino) A person having origins in any of the black racial groups of Africa.
n Hispanic or Ladino A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin
regardless of race.
Native Hawaiian or Other Pacific Islander (Not Hispanic or Latino) A person having origins in any of the peoples of Hawaii,
Guam, Samoa, or other Pacific Islands.
Asian (Not Hispanic or Latino) A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian
Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and
Vietnam.
American Indian or Alaskan Native (Not Hispanic or Latino) A person having origins in any of the original peoples of North
and South America (including Central America), and who maintain tribal affiliation or community attachment.
Two or More Races (Not Hispanic or Latino) All persons who identify with more than one of the above five races.
4. To claim Montana Handicapped Persons' Employment Preference you must be (check of the boxes below):
A person with a disability certified by the Department of Public Health and Human Services (PHHS), or
The spouse of a totally (100 disabled person certified by PHHS, and Resided continuously in Montana for at least 1
year immediately before applying for employment.
If you are requesting a Montana Handicapped Persons' Employment Preference, don't forget to include proof of eligibility!
l
5. To claim Veterans' Employment Preference you must be a U.S. Citizen and (check one of the boxes below):
A Veteran, if
1. You have been separated under honorable conditions, and
2. you have served more than 180 consecutive days of active duty other than for training in the Army, Air Force, Navy, Marines, or
Coast Guard (not including National Guard or Reserves) or a member of the reserves who served on active duty during a period
of war or in a campaign or expedition for which a campaign badge is authorized.
A Disabled Veteran, if
1. You have been separated under honorable conditions from active duty, and
2. you have an established Armed Forces, service- connected disability or are receiving compensation, disability retirement benefits,
or pension from the U.S. Department of Veterans Affairs or military department, or you have received a Purple Heart.
a The spouse of a disabled veteran if the veteran's disability prevents him/her from working.
The unremarried surviving spouse of a veteran or disabled veteran.
The mother of a veteran, if
1. THE VETERAN died under honorable conditions while serving in the Armed Forces, or THE VETERAN has a service
connected, permanent, and total disability, and
2. YOUR SPOUSE is totally and permanently disabled, or you are the unremarried widow of the father of the veteran.
If you are requesting a Veterans' Employment Preference, don't forget to include a copy of your DD -214!
6. Where did you first learn of this position?
Newspaper ad/journal ad Community Organization
A friend /family member City of Bozeman Website
Job Service Internal
Female, minority or disabled person's referral agency Other website (please specify):
HR Department Use: Date Received: Disposition: Entered:
CITY OF BOZEMAN, MONTANA APPLICATION FOR EMPLOYMENT
uAt ADDITIONAL WORK HISTORY SHEET (Only use if space on the application is not adequate.)
Name (Last, first, middle initial):_
Exact Title of Position Applying For:
Employer Name: Dates Employed To
Mailing Address: Job Title:
City /State/Zip Code: Supervisor:
❑Full time ❑fart-time ❑volunteer
Phone Number: Avg IJrs/ Wk: (e.g.40, 32, 25, 5, etc.)
Describe your duties (knowledge, skills, abilities required, employees supervised, and accomplishments):
Reason for Leaving:
Employer Name: Dates Employed
Mailing Address: Job Title:
City /State/Zip Code: Supervisor:
❑Full time ❑Pan -time ❑Volunteer
Phone Number: Avg Hrs/ Wk: (e.g.40, 32, 25, 5, etc.)
Describe your duties (knowledge, skills, abilities required, employees supervised, and accomplishments):
Reason for Leaving:
wwwwwwwwwwwwwww*+* w, r, r**, r*, r***** ww** ww*** w** wwwwwwwwwww* w********* w************* wwwwwwwwww *wwwwwwwwwwwwwwwwww *ww
Employer Name: Dates Employed To
Mailing Address: Job Title:
City /State/Zip Code: Supervisor:
❑Full time ❑Part -time ❑Volunteer
Phone Number: Avg Hrs/ Wk: (e.g.40, 32, 25, 5, etc.)
Describe your duties (knowledge, skills, abilities required, employees supervised, and accomplishments):
Reason for Leaving:
wwwwwwww*** r****** wwwwwwwwwwwwwwwwwwwwwwwwwwwwwwY�**' k******* w* ww* wwwwwwwwwwwwwwwwwwwwyrww *w *ww *w *wwww
Employer Name: Dates Employed To
Mailing Address: Job Title:
City /State /Zip Code: Supervisor:
❑Full time ❑Part -time ❑Volunteer
Phone Number: Avg Hrs/ Wk: (e.g.40, 32, 25, 5, etc.)
Describe your duties (knowledge, skills, abilities required, employees supervised, and accomplishments):
Reason for Leaving:
wwwwwww*: r****, r*+.* wwwwwwww**** wwwwwwwwwwwwwwwww *�rwwrwwww,r wwwww *wwwwwwwwwwwwwwwwwwwwwwwwwwww* *www *,r *�r,r *ww
City of Bozeman Application for Employment Additional Work History Sheet 4/2009
Print Form
TAB 10
Job Service Application for Employment
Employment ,Application
Please complete this application by typing or printing in ink. INCOMPLETE or UNSIGNED applications will not be considered.
We are an equal opportunity employer. We do not discriminate on the basis of race, religion, color, sex, age, national origin,
marital status, or disability.
Do you need an accommodation to participate in the application or interview process? Yes No
Employer Job Order
Job Title
PE RSONAL DATA
Name
Present Address City State Zip
Phone Message Phone E -Mail Address
Driver's License: Operator CDL CDL Type Endorsements
EDUCATION
High School Diploma or GED? Yes No Post Secondary Degree?
Name of school beyond High School
Training Length Date Completed
Major Minor
Apprenticeship Level In which trade?
WORK E XPERIENCE List most recent work lEpe first
Company Name Immediate Supervisor
Complete Address
Street P0. Box City state Zip Code
Job Title Phone
Job Description (duties, skills, equipment used)
I
�I
I
Dates: From (mrwyy) To tm yyl Reason for leaving
JS -512 E=mployment Application (Rev. 0812006)
WORK E XPERIENCE
Company Name Immediate Supervisor
Complete Address
Street P.O. BOX city State Zip Code
Job Title Phone
Job Description (duties, skills, equipment used)
Dates: From (mm/yy) To (mm/yy) 1 Reason for leaving
U SE JS -513 FOR ADDITIONAL WORK EXPERIENCE AS NEEDED.
ADDITIONAL INFORMATION THAT COULD HELP YOU QUALIFY FOR THIS POSITION
Examples include, classes (include dates), certificates, current licenses, specific equipment and other skills.
LIST REFERENCES (preferably p ersons who know about y our work4rainin
Name Address Phone Number
The information that you provide on this application is subject to verification. Falsifications or misrepresentations may disqualify you from
consideration for employment or, if hired, may be grounds for termination at a later date. Do you want to be informed before we contact your
present employer? Yes ❑No
With my signature below (typed or written), I certify that all information on this and all attached pages is true, correct and complete to the best
of my knowledge and contains no willful falsifications or misrepresentations. I authorize all former employers to release job related informatior�
they may have about me and I release all persons or companies from any liability or responsibility for providing such information.
Signature: Date:
This application provided by: SMf
�i
a�
TAB 11
Sample Position Vacancy Announcement
CITY OF BOZEMAN, MONTANA
Position Vacancy Announcement
July 2009
Please read the full vacancy announcement before completing and submitting your application material.
Position: Probationary Police Officer- (Anticipating 3 openings)
Wage /Salary: $3,661 to $4,087 per month, paid as earned, depending on experience,
plus benefits
Bargaining Unit: Bozeman Police Protective Association (BPPA)
Fair Labor Standards Status: Non Exempt
Date Position to be Filled: Late December 2009
Work Week/Hours of Work: Shift Work Varies (workweek consists of four 10 -hour shifts)
Supervisors: Shift Sergeant, Field Training Officer, Police Administration
MINIMUM QUALIFICATIONS
In order to be considered for a position with the City of Bozeman Police Department as a Probationary Police
Officer, applicants must meet the following qualifications:
Be a citizen of the United States;
Be at least 18 years of age;
Be a high school graduate or possess a G.E.D. certificate;
Possess or be eligible to obtain a Montana driver's license within 60 days of employment;
Be of good moral character and conduct personal life above reproach;
Possess binocular vision of 20/80 uncorrected, which is corrected using glasses or contact lenses to
binocular vision of 20/30; 140 degrees peripheral; normal color vision (to sufficiently distinguish red,
yellow and green); and normal depth perception;
Possess sufficient hearing in both ears, to be able to receive verbal instructions, radio transmissions, hear
and understand normal conversation and detect instructions presented in crowds or emergency situations
with extreme background noise;
Be of sound physical and mental health;
Must have successfully passed the written and physical examinations conducted by the Montana Law
Enforcement Testing Consortium (MTLETC) within the past 18 months;
Must have successfully passed an oral interview examination; and
Be certified or eligible to be certifiable by the Montana Peace Officers Standards and Training Advisory
Council (POST) as a full -time or part -time peace officer.
After receiving a conditional offer of employment, candidates will undergo an extensive background/criminal
investigation. The extensive background/criminal investigation will include the following: reference checks
(personal and professional), employment, educational and residency verifications, a 10 -point finger print card,
driver's history record, credit/financial history check, local and national criminal history reports; as well as
medical examinations including psychological, medical, hearing and vision.
CHARACTERISTIC DUTIES AND RESPONSIBILITIES:
Performs generalized law enforcement duties, usually in department issued uniforms; patrols an assigned beat
or area, usually on foot or in a radio equipped patrol car, but may include unusual forms of patrol such as
bicycle, motorcycle, etc.; answers calls for service; investigates traffic accidents and criminal offenses; issues
citations and warnings for traffic and criminal violations; makes physical custody arrests with and without a
City of Bozeman Probationary Police Officer Announcement- Revised 07/2009
warrant; takes intoxicated or mentally ill persons into protective custody; transports prisoners, testifies in court
and before administrative bodies; composes investigative reports; conducts crime prevention presentations;
speaks before schools and civic groups; renders emergency first aid to injured or ill persons; completes all
necessary reports, affidavits and citations in a thorough, legible and timely manner; makes inquiries of
computerized data bases; answers telephone calls and initiates radio broadcasts; searches for latent fingerprints
at crime scenes; searches for and collects trace evidence at crime and accident scenes; performs various rescue
and lifesaving tasks; participates in raids and high -risk warrant service; controls violent or resisting suspects;
apprehends fleeing persons in a vehicle or on foot; participates in physically strenuous and mentally demanding
recruit and in- service training programs; and other related work as required.
SKILLS AND ABILITIES
In order to successfully perform the above critical job functions, the officer must possess specific skills and
abilities, to include, but not limited to the following:
I) Ability to operate mobile and portable radio equipment, including transmitting and receiving voice
messages;
2) Flexible in time available for work and be dependable and be accountable to a supervisor;
3) Have sufficient knowledge and training in taking care of vehicles, firearms, clothing and personal
equipment;
4) Ability to handle a vehicle in a variety of situations, including normal driving, high speed situations,
inclement weather, and other hazardous conditions;
5) Possess very good English language communication skills, including verbal and writing skills;
6) Physical ability necessary to maintain long working hours, walk patrols, apprehend dangerous persons,
subdue suspects, search for missing persons and suspects, and engage in physical exercise and training;
7) Have good memory skills to remember names, radio codes, addresses, events, dates, circumstances, etc;
8) Possess interpersonal skills to interact with the public and co- workers. Establish a good rapport with
citizens in the community;
9) Ability to sit for long periods of tune;
10) Ability to protect self and others from physical attacks and hostile use of firearms or other weapons;
11) Knowledge of, or ability to learn, general laws, legal procedures, constitutional rights and to be able to
explain these to offenders and the general public;
12) Knowledge of, or ability to learn, court procedures, to be able to confer with prosecutors, obtain search
warrants, prepare affidavits, serve restraining orders, mental health commitment orders, etc.;
13) Accurately operate typewriters, desktop and mobile computers, possess typing skills and windows based
software program experience, word processing programs and standard office equipment etc.;
14) Retrieve suspect information from files, radio transmissions, teletypes, witnesses, and criminal histories;
15) Ability to remain calm, think and react quickly and use good judgment in the most demanding
situations;
16) Ability to maintain precise and well organized records and logs, and write complete, clear and
comprehensive reports;
17) Physically able to check buildings, parks, schools, and other developed and undeveloped areas for
possible criminal activity;
18) Have sufficient emotional stability to tolerate stressful work conditions, including verbal and physical
abuse, and traumatic emergency events;
19) Successfully complete training and obtain knowledge needed to investigate complex criminal cases;
20) Sufficient physical and mental strength and ability to defend self and others, handcuff suspects, and
subdue subjects resisting arrest;
21) Knowledge and training, or ability to learn, general and emergency first aid, including CPR, abrasions,
bleeding, etc;
22) Possess binocular vision of 20/80 uncorrected, which is corrected using glasses or contact lenses to
binocular vision of 20/30; 140 degrees peripheral; normal color vision (to sufficiently distinguish red,
yellow and green); and normal depth perception;
23) Possess sufficient hearing in both ears, to be able to hear and understand normal conversation, receive
verbal instructions, radio transmissions, and detect instructions presented in crowds or emergency
situations with extreme background noise;
City of Bozeman Probationary Police Officer Announcement- Revised 07/2009
24) Knowledge and training, or the ability to learn, the investigation of persons for driving under influence
of alcohol and drugs;
25) Ability to control crowds, direct traffic, and give verbal commands in emergency situations;
26) Knowledge of or ability to learn juvenile justice programs and procedures;
27) Basic understanding or ability to learn, animal control laws and procedures;
28) Ability to engage in physical altercations for an average of nearly two minutes of very strenuous
physical exertion with some altercations much longer;
29) As a condition of continued employment, must possess and retain the ability to provide credible
testimony in a court of law;
30) Attend and successfully complete MLEA Basic and all required in- service department training;
31) Comply with all departmental rules, regulations and directives.
TOOLS AND EQUIPMENT USED
To include, but not limited to: police car, mobile and portable radios, radar equipment, mobile data computers,
desktop computers, video and audio recording equipment, various office equipment, handgun, shotgun and
other firearms as required, ASP, TASER electronic control device, handcuffs, breathalyzer, and first aid
equipment.
WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee frequently works in outside weather conditions, to include
extreme cold and heat. The employee occasionally works near or with moving mechanical parts, explosives and
weapons; in high, precarious places; and is occasionally exposed to wet and /or humid conditions, fumes or
airborne particles, toxic or caustic chemicals, and vibration. The noise level in the work environment is usually
moderate.
Job duties frequently require the employee to see, sit, talk, hear and smell. The employee is occasionally
required to stand, walk or run; use hands to finger, handle, or operate controls or objects or tools listed above;
reach with hands and arms; climb or balance; and stoop, kneel, crouch or crawl. The employee must
occasionally lift and /or move more than 100 pounds. Specific vision abilities required by the job include close
vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
LATERAL TRANSFER INFORMATION
Lateral Transfer Provisions /Sala Explanation: The Bozema Police Protective Association and the City of
Bozeman agree that in the interest of drawing experienced and qualified applicants to openings within the
Bozeman Police Department, that lateral transfers from police agencies shall be accepted with the following
conditions:
At the time of hire, applicants must have a current/valid transferable POST law enforcement B asic Certificate.
Refer to Montana Code Annotated 7 -32 -303 and 7 -32 -240 In addition, in order to be considered for
employment with the Bozeman Police Department, applicants must meet all established pre employment
minimum requirements as well as successfully complete all testing, screening and background investigations;
Officers holding a current /valid Montana post law enforcement Basic Certificate will NOT have to
attend the basic law enforcement academy. However, all certified law enforcement officers from
outside the State of Montana must take and pass the Police Officer Equivalency Examination
administered by the Montana Law Enforcement Academy. Officers successfully completing this
process also must complete the Bozeman Police Department Field Training Officer Program;
If the officer is hired, the officer shall hold the rank of Probationary Police Officer. Promotions of the
officer shall be in accordance with the Bozeman Police Promotion Policy;
Applicants with law enforcement experience that fail to produce a current/valid Montana post law
enforcement Basic Certificate or who fail to pass the State of Montana Police Officer Equivalency
Examination do NOT qualify for Lateral Transfer positions;
City of Bozeman Probationary Police Officer Announcement- Revised 07/2009
Federal law enforcement officers, military police officers, corrections officers, jailers, game wardens,
special or reserve officers /deputies or any other such positions which fall outside the above guidelines
do NOT qualify for Lateral Transfer positions.
The lateral transfer employment program will recognize up to five (5) years of experience when
establishing the starting salary for qualified applicants. For example, a new employee who has nine (9)
years of qualified experience may receive, upon entry into employment as a sworn officer with the
Bozeman Police Department, the salary shown in Step 5 of the Officer's Pay Matrix. The starting rate
shall be established at the sole discretion of the Chief of Police.
This program does not and will not provide for the lateral transfer of rights to any seniority based status.
OTHER INFORMATION:
Benefits: Currently, City of Bozeman benefits (subject to change depending on availability of funds) include: medical,
dental and vision insurance, prescription drug coverage, flexible benefits plan, 15 days vacation and 12 days sick leave per
year, 11 paid holidays, retirement, life insurance, health club membership, and an optional deferred compensation
retirement plan.
Selection and Backeround Process: The process used to evaluate an applicant's qualifications will include an
evaluation of the City of Bozeman Application for Employment and supplement questions, completeness of application
materials and following application instructions, a structured oral interview and the Montana Law Enforcement Testing
Consortium's (MTLETC) written and physical exam scores.
After receiving a conditional offer of employment, candid will undergo an extensive background/criminal
investigation. The extensive background/criminal investigation will include the following: reference checks (personal and
Professional), employment, educational and residency verifications, a 10 -point finger print card, driver's history record,
credit /financial history check, local and national criminal history reports; as well as medical examinations including
psychological, medical, hearing and vision.
Equal Employment Opportunity: It is the policy of the City of Bozeman that the City does not discriminate on the
basis of race, color, religion, creed, sex, age, marital status, national origin, political ideas, or disability in
employment or the provision of services. This policy does not preclude discrimination based upon bona fide occupational
qualifications or other recognized exceptions under the law.
The Montana Human Rights Act requires the City of Bozeman to make and keep records relevant to the determinations of
whether unlawful employment practices have been or are being committed. The City of Bozeman Equal Employment
Opportunity Applicant Survey (attached to the application) once completed, will be separated from your Application.
The survey information will be kept confidential, used only for statistical reports and other lawful purposes. The
information you and others provide will be used to monitor the City's recruitment and selection practices. This form is
optional and failure to complete this form will have no impact on any employment decision.
Reasonable Accommodations: The City of Bozeman makes reasonable accommodations for any known
disability that may interfere with an applicant's ability to compete in the recruitment and selection process or an
employee's ability to perform the essential duties of the job. For the City to consider any such accommodation, the
applicant must make known any needed accommodation by contacting the Human Resources Department at (406) 582-
2300 or via email at srandlc!uhozea You may also submit your request for accommodation with your application
material.
Employment Preference: The Veteran's Public Employment Preference Act and the Persons with Disabilities
Public Employment Preference Act provide preference in public employment for certain military veterans and people
with disabilities or their eligible relatives. Applicants wanting to claim either veterans or disability preference must
provide the appropriate documentation of eligibility with the application. The required documentation may include a DD-
214 (Un- Deleted copy); a document issued by the Office of the Adjutant General of the Montana National Guard
certifying service; or a PHHS Certifications of Disability form. Contact your local Montana Vocational Rehabilitation
Services Office, Department of Public Health and Human Services for details on obtaining persons with disabilities
preference certification. For more information, contact the Human Resources office at (406) 582 -2300.
City of Bozeman Probationary Police Officer Announcement- Revised 07/2009
Immigration Reform and Control Act: In accordance with the Immigration Reform and Control Act, the person
selected must produce within three days of hire, documentation that he or she is authorized to work in the United States.
Examples of such documentation include a birth certificate or social security card along with a driver's license or other
picture I.D., a United Stated Passport, Certificate of Naturalization, a Permanent Resident Card, an Alien Registration
Receipt Card (Green Card) or a Resident Alien Card.
APPLICATION PROCEDURES
TIP TO APPLICANTS Read and follow the instructions on the Position Vacancy Announcement, the
Application, the Supplement Questions and any other requested item before completing and submitting your
application packet.
SUBMIT THE FOLLOWING INFORMATION TO BE CONSIDERED FOR THIS POSITION:
1. City of Bozeman Application for Employment (version 4/2009), completed as per the instructions;
(Electronic versions of the application can be found at http: /www.boze.niari.. net/ t)ozenian/huntatiResource /applic tioris.asl)x
2. Probationary Police Officer Supplement Questions (attached to the end of this Vacancy Announcement);
3. Copy of current, valid and transferable POST law enforcement certification(s), if applicable; and
4. DD -214 and /or Proof of Disabled Person's Employment Preference, if applicable.
NOTE! Applicants should submit only the above materials. Copies of transcripts, training
certifications, etc., may be requested at a later date from finalists.
MAIL TO: City of Bozeman Human Resources
Attn: Stacy Randle
PO Box 1230
Bozeman, Montana 59715
Please direct any questions to Employment Specialist Stacy Randle at (406) 582 -2300.
DEADLINE: Above application materials must be received by 5 :00 pm on Friday, July 24, 2009.
Electronic (faxed or emailed) submittal of application material will not be accepted. Original documents
only except where copies have been allowed (i.e. driver's license, certifications, etc.)
Failure to comply with any requirements, including but not limited to application instructions, providing
requested materials, appearing at time and place of interviews, etc., may result in disqualification from
further consideration.
LATE, INCOMPLETE and /or UNSIGNED applications, including those which do not
follow the instructions, will NOT be considered.
INTERVIEW SCHEDULE:
We have scheduled August 24 -28, 2009 for formal interviews to be held in Bozeman, MT with those applicants
who have successfully completed the MTLETC process and properly submitted the above application material
by the deadline. We will contact you after the deadline to schedule your interview date and time. Conditional
offers of employment will be made after all interviews have been concluded. Those candidates who receive
conditional employment offers will need to complete additional paperwork on Friday, August 28, 2009.
Discretionary Disqualifiers
The following disqualifiers may, upon review by the Bozeman Police Department, may make you ineligible to become a
City of Bozeman Police Officer:
Excessive traffic violations or motor vehicle crashes;
Any discharge from the United States armed forces other than an honorable discharge;
A pattern of failing to meet financial obligations;
A pattern of involvement with dangerous drugs and/or other narcotics.
City of Bozeman Probationary Police Officer Announcement- Revised 07/2009
Any other conduct or pattern of conduct that would tend to disrupt, diminish, or otherwise jeopardize public trust
in the law enforcement profession.
An inability to perform the essential functions of a Police Officer.
Automatic Disqualifiers
The following disqualifiers will automatically make you ineligible to become a City of Bozeman Police Officer:
Been convicted of a felony or any offense that would be a felony if committed in the State of Montana;
Been convicted of a crime for which the person could have been or was imprisoned in a Federal or State
penitentiary;
Been dishonorably discharged from the United States armed forces;
Been previously denied a law enforcement certificate status or has had a law enforcement certified status revoked
or under suspension;
Illegally sold, produced, cultivated or transported a dangerous drug, prescription medication or narcotic;
A pattern of abusing prescription medication;
Been convicted of any crime under a domestic violence statute;
Lied during any stage of the hiring process;
Falsified, minimized or omitted information on his or her questionnaire or application;
Possess tattoos which cannot be covered by a department issued uniform;
Possess body piercing, or skin deformities caused by piercing, which, if visible outside of normal clothing, cannot
be removed or covered by a department issued uniform, at time of hiring. Female officers are allowed to wear
small, post earrings.
Does not possess binocular vision of 20/80 uncorrected, which is corrected using glasses or contact lenses to
binocular vision of 20/30; 140 degrees peripheral; normal color vision (to sufficiently distinguish red, yellow and
green); and normal depth perception, at time of hiring;
Does not possess sufficient hearing in both ears, to be able to receive verbal instructions, radio transmissions, hear
and understand normal conversation and detect instructions presented in crowds or emergency situations with
extreme background noise, at time of hiring;
Any medical or psychological condition that prevents an applicant the ability to carry out the duties of a sworn
police officer.
City of Bozeman Probationary Police Officer Announcement Revised 07/2009
CITY OF BOZEMAN, MONTANA
APPLICATION SUPPLEMENT QUESTIONS PROBATIONARY POLICE OFFICER
July 2009
Name:
Address:
City, State Zip Code:
Home Phone: Message: Email:
Misdemeanor /Criminal History (Affirmative responses to these questions will not necessarily disqualify you
from being considered as a candidate for employment.)
I Have you been convicted of any misdemeanor crime or offense, including traffic violations, in the past
10 years? Yes No
2. Have you ever been convicted of any felony crime or offense? Yes No
3. Have you ever been convicted of Partner or Family Member Assault (Domestic Abuse)? Yes No
If you answered YES to 1, 2, or 3, please complete the following questions for each offense or
crime (attach additional sheets, if necessary):
Date: Charges:
Arresting Agency:
Address:
Street City State Zip Code
Sentence
Case Disposition:
Time Served: Yes No On Parole or Probation: Yes No
Parole /Probation Agency:
Name Phone Number
k k k k k k k k k sk k k k >k k k k k k k k k k k k k k +k k k rk k +k k k k k >k k k k k k K k k k
Date: Charges:
Arresting Agency:
Address:
Street City State Zip Code
Sentence
Case Disposition:
Time Served: Yes No On Parole or Probation: Yes No
Parole /Probation Agency:
Name Phone Number
City of Bozeman Probationary Police Officer Announcement- Revised 07/2009
Date: Charges:
Arresting Agency:
Address:
Street City Stale Zip Code
Sentence
Case Disposition:
Time Served: Yes No On Parole or Probation: 0 Yes No
Parole /Probation Agency:
Name Phone Number
Date: Charges:
Arresting Agency:
Address:
Street City State Zip Code
Sentence
Case Disposition:
Time Served: Yes No On Parole or Probation: Yes No
Parole /Probation Agency:
Name Phone Number
CERTIFICATION
(Unsigned Supplements will not be considered)
I hereby certify that all information given by me on this and all attached papers I have prepared is true and complete to the
best of my knowledge. I am aware that any falsifications or misrepresentations may disqualify me from any employment
with the City of Bozeman.
(Signature) (Date)
City of Bozeman Probationary Police Officer Announcement- Revised 07/2009
TAB 12
Sample Selection Plans
1
SCREENING TOOL -CITY SERVICE WORKER
Solid Waste Division
I I�
Applicant Date Screener
Application Materials: :7 Y I.] N Application complete, signed and on time 0 Y [7 N Current Driver's License
Y N Relevant Certifications Preference N Y:
Comments:
I. Minimum Qualifications Yes No
High School Graduate or GED
Montana Type 2, Class B Driver's License (without airbrake restriction)
If "no" to any of the above, does not meet minimum qualifications, do not continue.
II. Job duties Indicate experience in each of the areas Yes No
1, Computer Experience
2. Experience Garbage collection
3. Operation of Rear Load Garbage truck
4. Operation of a Automated Garbage Truck
5. Operation of a Rubber Tire Loader
6, Operation of a Roll- Off Container truck
7. Mechanical knowledge of above referenced equipment
8. Experience Operating Fork Lifts
9. Experience Operating Horizontal Balers
10, Knowledge of Commercial garbage collection routes
11. Knowledge of Residential garbage collection routes
12. Commercial Driver's License
13. Knowledge of Sanitary Landfill Operation
14, Previous heavy manual labor experience
15. Customer Services Public Relation experience
16. Operation of a Track loader
17. Operation of a Landfill trash compactor
19. Operation of a Twin Engine Scraper
Total "YES" Responses
Screener's Comments (include transferable skills)
INTERVIEW TOOL
Solid Waste Division City Service Worker Position
Applicant: Interview Date: Time:
Person Conducting the Interview:
1. Please describe the types of equipment you have driven or operated and what type of work you did with the
equipment. Include any mechanical and repair knowledge that you may have for each type of equipment:
Preferred Response: (maximum of 5 pts. Each)
1. Operation of Rear Load Garbage truck Pts.
2. Operation of Automated Garbage Truck Pts,
3. Operation of a Rubber Tire Loader Pts.
4. Operation of a Roll -Off Container truck Pts.
S. Mechanical knowledge of above referenced equipment Pts.
6. Experience Operating Fork Lifts Pts.
7. .Experience Operating Horizontal Balers Pt&
8. Operation of a Track loader Pts.
8. Operation of a Landfill trash compactor Pts.
10. Operation of a Twin Engine Scraper Pts.
Total Points this Question (50 possible) Pts.
2. Have you ever worked at or are you familiar with a Sanitary Landfill Operation? If "yes" please explain
what you know about the way a sanitary landfill operates.
Preferred Response:
A vehicle comes through the gate and is weighed in and asked if they have any liquids, batteries, wire or hazardous materials. If they
say "no" they are then told where in the landfill to go and dispose of the materials that they have. They are also told to watch for
heavy equipment on the roads and if they have small children they are to remain in the vehicle. After they have disposed of the
materials they then come back to the scale, weigh out and pay the Gate Attendant. There is a track loader that pushes up the garbage
and a landfill compactor that compacts it to a density of 800 to 1200 pounds per cubic yard of garbage. The scraper hauls cover
material. The landfill has several water and methane monitoring wells which are monitored twice per year.
Total Points this Question (15 pts possible) Pts.
1
3. Describe your experience operating a track loader, twin engine scraper, landfill compactor, garbage truck
with packer, rubber tired loader or dump truck. Do you have any concerns with operating any of these types of
equipment in a landfill environment? Why or why not? 40
Preferred Response:
I have had experience operating a track loader, twin engine scraper, landfill compactor, garbage truck with packer, rubber tired loader
or dump truck. I know that when it is extremely dusty in the area and the equipment is working that customers may not always
understand exactly how the landfill operation works. Safe operation around customers and visibility are safety concerns. I understand
that when it gets wet at the landfill the clay material which the landfill is made up of becomes very slick and this can affect the
stability and safe operation of the equipment. I know that you always keep some distance between the equipment and the customers
for safety reasons.
Total .Points this Question (10 pts possible) Pts.
3A. Describe your experience operating equipment on Side hills.
Preferred Response: 0
1 have operated equipment on side hills and on different types of terrain and am very safety minded when it comes to operating any
type of equipment. Applicant should mention that he /she has operated some type of equipment on a side hill such as a motorcycle,
three wheeler, four wheeler or any of the equipment mentioned in the job description.
Total Points this Question (5 pts possible) Pts.
3B, Describe your experience in performing heavy manual labor.
Preferred Response:
Changing cutting edges, lifting belly pans, adjusted tracks, installing culverts, moving pumps or a variety of other jobs doing manual
labor.
Total Points this Question (5 pts possible) Pts.
40
4. Describe your experience with incorporating safety on the job?
2
Preferred Response:
2 points for mentioning when working in the following weather extremes: mud, snow, rain, heat, wind, cold/ ice? avoiding
slips /trips /falls.
2 points for mentioning operating equipment safely around vehicles
2 points for mentioning keeping work area neat and orderly
2 points for mentioning the proper use of PPE
2 points for participating in safety training on a regular basis
Total Points this Question (10 pts possible) Pts,
5. Describe a difficult time you had dealing with an employee, customer, or co- worker. Why was it difficult?
How did you handle it? What was the outcome?
Preferred Response: Listen for clues as to how the applicant generally got along with employee /custonter /co- worker. .Does the
applicant seem like a good communicator and can operate as a member of a team? Does the applicant seem impatient with poor
communication skills?
Total Points this Question (S pts possible) Pts.
G. As a Solid Waste Division employee, you will be working regularly with the Citizens of Bozeman and other
customers_ What do you like about being in a Customer Service related position? What do you find is the most
difficult part of being in Customer Service related position?
Preferred Response: Serving the community; Helping the environment; Making a difference, etc.
Total Points this Question (5 pts possible) Pts.
7. You are cut off in traffic by another vehicle how would you react?
Preferred Response: Remain calm. Ensure safe control of vehicle at all times. Negative response would be to engage in road
rage with another driver.
Total Points this Question (5 pts possible) Pts.
3
8. if you are selected for this position, when could you start?
9. Does the applicant have any questions?
TOTAL POINTS (max 110 pts possible) Pts.
4
REFERENCE CHECK TOOL CITY SERVICE WORKER
Applicant:
Name/Type of reference: Phone No.:
Person completing reference check: Date:
�aaaa name aaaaa MEN a40a ass aaaaaaaaaaaaONaa a ass Maaaaaamno ago amAmaa NEW aaaaaa ass aamamaaI
has applied for the position of City Service Worker in the Solid Waste
Division with the city of Bozeman's public service department, and you have been identified as a
reference. I would appreciate your response to the following questions regarding his/her job
performance with your company /agency. My records indicate was employed by you
from to Is that correct? They also indicate the job duties
were (get from application) Is
that correct?
1. What types of equipment has this employee operated for you?
Comments:
2. What types of computer software or data entry has this employee performed for you?
Comments:
3. What type of work did this person perform for you and how well did they complete their work
assignments?
Comments:
4. Has this individual ever been late to work or had to be reprimanded for any wrongdoing?
Comments:
1
S. Did this individual work well with other employees (teamwork) please explain?
Comments:
6. Why did he /she leave your employment?
Comments:
7. Would you rehire him/her?
Comments:
8. Is there any reason you can think of that should not be chosen as a service worker
for the City of Bozeman?
Comments:
9. Do you have anything that you would like to add?
Thank you very much for your time.
Reference checker comments /impressions:
Excellent Reference Good Reference Bad Reference, Need to Follow -up
2
Screening Tool
WORKFORCE HOUSING PROGRAM ADMINISTRATOR DEPARTMENT OF PLANNNING AND
COMMUNITY DEVELOPMENT
Applicant's Name: Screener: Date:
Application Materials: Complete Application o Application Supplemental Questions
Cover letter Resume Copy of Driver's License Preference: N Y
I. MINIMUM QUALIFICATIONS Yes /No
High School graduation or equivalent plus some post secondary training in
Planning, Real Estate loan processing, Real Estate, Finance, or a related field; and
Extensive (7 years or more) experience in a related field (up to 7 pts.)
OR
Bachelor's degree in Planning, Finance, Banking, Real Estate or related field; and
Some (at least 3 years) experience in any of the following areas: Planning, Real
Estate loan processing, Real Estate, Finance or related field;
OR
Any combination of experience and training which provides the equivalent scope
of knowledge, skills, and abilities necessary to perform the work
Meets minimum qualifications Does not meet minimum qualifications
Comments:
II. KNOWLEDGE, SKILLS, OR ABILITIES RELATED TO JOB
Experience Administering a Workforce Housing or Affordable Housing Program (Up to 5 points)
Real Estate Finance and/or Financial Reporting experience (Up to 3 pts.)
Knowledge of principles of planning and /or public administration (Up to 3 pts.)
Knowledge of construction standards and permitting requirements (Up to 3 pts.)
Experience working with interrelated community development ordinances (Up to 3 points)
Experience with database management and geographic information systems (Up to 3 pts.)
III. BONUS POINTS
CERTIFICATIONS /LICENSES /ETC.
AICP (2 points)
GRI (2 points)
Other (2 points)
Master's Degree in Planning, Public Administration, Finance, or related field (2 points)
TOTAL POINTS: (28 possible)
Screener's
Comments:
Schedule for an Interview? Yes No
INTERVIEW TOOL
WORKFORCE HOUSING PROGRAM ADMINISTRATOR
DEPARTMENT OF PLANNING AND COMMUNITY DEVELOPMENT
October 18, 2007
Applicant: Interviewer:
Interviewer Instructions: Model responses (good and bad) are provided after each question. The score awarded should
be based on how closely the candidate's response reflects the (good) model answer. If the applicant opens a door which
you feel you need to follow up on, feel free to do so, but do not record any response that pertains to a protected status
(age, religion, marital status, national origin, political ideas, race, color, creed, sex, or disability). Each question is
valued at 5 points.
1. How did you prepare for this interview? Wait for answer. Then ask Qla. (Preferred Response:
Candidate should have done some research of Department of Planning and Community Development issues,
spoken with other employees, reviewed the ordinance creating the WFHprogram, etc.)
2. Describe how your knowledge, skills, abilities and experience make you the best fit for the City
of Bozeman and the Workforce Housing Program Administrator. (Preferred Response: Should have
experience in administering an affordable housing or similar program; familiarity with financial analysis or
mortgage lending; experience with residential construction methods, experience working with or in municipal
g P P g P
government, shares the City's core values: integrity, leadership, service and teamwork., etc.)
3. Describe a situation where you worked in a highly charged political environment. How did you
avoid becoming "politicized (Preferred Response: Should have relied on adopted policies and ordinances
for guidance; advised adversaries on how to propose amending ordinances, without showing bias. Not
Preferred: Called the Mayor and asked him /her what to do)
4. Give me an example of a time when you had to make a decision and policies /procedures were not
in place? (Preferred Response: applicant should determine if there is any precedence; they should discuss
their thought process for making their decision... ask themselves "is this legal, is it in the budget, and is it the
right thing to do.')
0
S. In what kind of environment do you prefer to work? Describe in detail why these conditions are
important not only to you but possibly the organization for which you work? (Preferred Response: Good
answers include a desire to work in a service oriented environment. Candidate's answers should be realistic
and not significantly conflict with how the Planning c& Community Development Department is staffed or
managed. Good answers include a service oriented, customer centered, collaborative, relaxed, comfortable,
sharing environment where trust, honesty and hard work are expected and rewarded, etc.
6. Describe three (3) things you most liked about a former or current supervisor and why.
(Preferred Response: Good answers show the candidate is looking at things like willingness to hold subordinates
accountable, constructive feedback, honesty, collaboration, interest in making the team better, selflessness, loyalty to the
organization and employees, no personal agenda, open and not guarded, approachable, etc,
6a. Describe three (3) things you disliked the most and why. (Preferred Response:
Bad boss behaviors include things like playing favorites, selfish behaviors, temper, unable to
accept opinions differing from theirs, inability to deal with problem conflict situations, etc.
7. What is your single most noteworthy achievement? (Preferred Response: Good answers could
include: an important contribution to someone or something, a successful accomplishment like climbing
Everest or having built a business from nothing, etc. NOTE: If an applicant's response includes information
that reveals a protected status (i.e. age, religion, marital status, national origin, political ideas, race, color, creed,
sex, or disability) DO NOT writedown the protected status on this tool. Rate the response and only markdown their
score.)
8. Give mean example of disappointment you had to handle. How did you cope with it? (Preferred
Response: Did not get angry or look for a place to place blame. Either took positive steps to achieve positive
results or moved on recognizing that it was out of their control.)
9. The Workforce Housing Program Administrator is a new position in the City of Bozeman. After
reviewing the Position Vacancy Announcement, what do you feel is the biggest challenge facing the
person who takes on this job? (Preferred Response: Establishing credibility with elected officials, setting up
systems and programs to implement the ordinance, establishing effective working relations with various
industry reps and interest groups.)
10. What area, duty or responsibility do you see as your first task or highest priority? (Preferred
Response: The applicant should indicate that he /she has given some thought to this issue. Setting up data
bases, establishing contact with other departments and agencies, writing program guidelines, scheduling
workshops and forums far outreach, would be examples of appropriate first actions.)
is
I 1. Describe your experience in writing policies and procedures. (Preferred Response: Should have
some experience in developing policies and procedures, formatting documents, and be able to articulate why
these were important if asked. Knowledge of operation is important when creating policies andprocedures.
12. Why do you want to be the Workforce Housing Program Administrator for the City of
Bozeman? (Preferred Response: Opportunity to make a difference, to pursue goals they have had, expand
and improve services and facilities, work toward housing funding and educating the pubic on policies and
issues, working with the public, etc.)
Interviewers may ask any follow -up questions pertaining to the applicant's application material or
responses from the interview.
Do you (the applicant) have any questions?
0
TOTAL SCORE; (13 questions worth up to 5 points each for a possible 65 points)
REFERENCE CHECK
0 WORKFORCE HOUSING PROGRAM ADMINISTRATOR
Applicant
Reference Relationship to Candidate
Staff Date
has applied for the position of WORKFORCE HOUSING PROGRAM
ADMINISTRATOR with City of Bozeman, and has listed you as a reference. I would appreciate your
response to t he following questions regarding
her /his job performance with you.
Confirm employment dates: to
Confirm job title:
Confirm responsibilities stated on application /resume:
Yes, candidate did perform stated duties oNo, candidate did not perform stated duties
1. The WORKFORCE HOUSING PROGRAM ADMINISTRATOR will be responsible for ensuring
the City's workforce housing program is conducted in compliance with Bozeman Municipal Code and
with relevant federal and state laws, rules, and regulations. Was this function/duty /responsibility part of
's job while employed with you?
2. How was 's performance in completing this function/duty /responsibility?
3. will be dealing with many individuals. How would you describe him /her in
dealing with people?
4. What are 's strengths?
5. What are 's weaknesses?
6. Would you rehire
Is there anything you would like to add?
Is there anyone else who can speak to 's knowledge, skills and abilities to perform
this job?
Thank you for your time.
Overall, this reference was a:
Good Reference Excellent Reference Bad Reference; Follow -up Needed
Any additional comments:
TAB 13
Consent and Release to Conduct Criminal Background and Reference Checks form
Nru. q
THE CITY OF BOZEMAN, MONTANA
CONSENT AND RELEASE TO CONDUCT CRIMINAL BACKGROUND and REFERENCE CHECKS
Dated this day of 1 20
Waiver Statement
hereby authorize the City of Bozeman, Montana and /or its agents to conduct an investigation of
my background, references, character, past employment, education, credit history, criminal or police records, including those maintained by both public and
private organizations and all public records for the purpose of confirming the information contained on my Application and/or obtaining other information
which may be material to my qualifications for employment now and, if applicable, during the tenure of my employment with Company.
I release the City of Bozeman, Montana and/or its agents and any person or entity, which provides infortnation pursuant to this authorization, from any and all
liabilities, claims or law suits in regards to the information obtained from any and all of the above referenced sources used.
1 hereby expressly authorize release of any and all information which you, as a previous employer or employment reference, may have concerning me,
including information of a confidential or privileged nature. I hereby release any organization, company, institution or person for which I have been
employed furnishing the information requested.
In accordance with Montana Constitution, Article II, Section 9, 1 understand I have the right to review information obtained through the reference
check process; however, by signing below, I realize the City of Bozeman will NOT release the information provided to them to any person, including
myself. The information submitted is confidential and will be used only for the purpose of determining my suitability for the position which I applied.
*Complete Section 1, but do not sign this form until you are present with a Notary
Current Address City State Zip
Date of Birth (mm /dd /yyyy) Social Security Number
Driver's License Number State Expiration Date (mm /dd /yyyy)
Maiden and /or Other Names Used:
Print Legal Name (First Middle Last) Signature (Must be witnessed by Notary)
APPLICANT: READ THE WAIVER STATEMENT BEFORE SIGNING, IF NOT UNDERSTOOD, SEEK COMPETENT LEGAL ADVIC E.
Section 2: to be completed by a Notar
STATE OF
County of
On this day of 20 before me, the undersigned, a Notary Public for the State of
personally appeared known to me to be the person whose name is
subscribed to the within instrument and acknowledged to me that he /she executed the same.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed my Notarial Seal the day and year first above written.
(SEAL)
Notary Public for the State of residing at
My
Commission expires
w
TAB 14
Criminal Background and Reference Check form (Exceptions)
CITY OF BOZEMAN, MONTANA
0 IN -HOUSE MEMORANDUM
Date: July 16, 2009
TO: Pattie Berg, Human Resources Director
FR: Stacy Randle, Employment Specialist be
RE: Consent and Release to Conduct Criminal Background and Reference Check form (Exceptions)
You asked me to prepare a memo describing any /all situations in which there was an exception to the
following statement:
The Consent and Release to Conduct a Criminal Background and Reference Check form was only
completed:
1. By the job finalist(s); and
2. After a conditional offer of employment had been made and accepted.
The following is a chronological history of the completion of the form since the beginning of my
employment for the City in September of 2005.
Since I started employment, the City has conducted criminal background checks on all new hires. The
background check was conducted only after a conditional offer of employment had been made and the
candidate had completed a Consent and Release to Conduct Criminal Background and Reference
Check form.
In February 2008, you were conducting a personnel file review and discovered that background checks
had not been completed on the probationary firefighters that started in September, 2007. The Police
Department had been conducting these checks for the Fire Department, but when the State determined
the Police Department should not be using NCIC for non -law enforcement employment- related
purposes, the backgrounds checks of these individuals fell through the cracks. You instructed me to
immediately complete these checks. Therefore, these documents were completed about 4 months after
the employees started work.
Contrary to established practice, during the summer- hiring seasons of 2006 and 2007 it was not
uncommon for Human Resources to learn that an employee (usually in the Recreation division) had
started work before we knew they were hired. I learned from you that many attempts had been made to
work with the Hiring Supervisor to overcome this problem, but the problem was unresolved.
Therefore, beginning in July 2008, and in order to expedite the hiring process, it was determined that
we would collect the Consent and Release forms at the interview, but that we would only conduct the
background check after a conditional offer had been made to the finalist(s).
In an effort to make the `regular' hiring process more efficient, and also beginning in about July of
2008, the Hiring Supervisors were given the option to ask interviewees to complete the Consent and
Release form at the interview. The only times the Consent and Release forms were actually completed
at the interview were:
City Service Worker Water /Sewer Division(various hires in 2008 and 2009);
Recreation Leaders (10/08 and 4/09);
Chief Building Official (10/08);
Ice Skating Instructors (11/08); and
Legal Assistant (5/09).
In each of the above cases, only the finalist's criminal background check was conducted, and only after
a conditional offer was made. I shredded the Consent and Release forms that were completed by those
who were not hired and no background check was ever run on them.
In addition, in order to expedite the 2009 summer hiring process, I asked the applicants for Seasonal
Laborer positions to complete the Consent and Release form at the Group Interview. Again, I only
conducted the background check after the applicant(s) had been conditionally offered a position. I
shredded the forms on those who were not hired.
Finally, there is one other exception to the practice of only conducting the background check after a
conditional offer is made. In 2009, we had a vacancy in the position of City Attorney and had narrowed
the field to two candidates. I conferred with interim. City Attorney Bob Planalp who advised me that
the City could conduct the background check on each candidate prior to an offer being made if we
obtained a release form. I conducted the background check on both candidates after the interviews
were conducted. The Hiring Committee was not privy to the information I collected /reviewed other
than a "thumbs up."
If you have any further questions, please contact me.