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| Summary |
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The following is a guide for agency personnel staff to access when using the HIRE System. Information has been gathered and created to help you understand and use the HIRE System.
There is a step-by-step approach to the HIRE System followed by procedures that agency personnel staff should follow.
The HIRE System is a way for agencies to access job-ready qualified individuals with disabilities. Using the HIRE System will help agencies meet their recruiting needs while increasing the diversity of the State of Oregon’s workforce. The HIRE System is a targeted recruitment tool for agencies.
If you have questions, please e-mail HRSD Recruitment.
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| Step-By-Step Approach |
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How An Applicant Will Go Through the HIRE System
STEP 1:Counselors with VRD & OCB
(Vocational Rehabilitation Division & Oregon Commission for the Blind)
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Determine that the applicant is job ready.
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Explain the HIRE System to the applicant and discuss the information in the Referral Part I (identifies that they meet the criteria for the HIRE System).
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Help the applicant complete a PD100 (State of Oregon application form) and the skill code document(s).
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Complete the Referral Part II (identifies State of Oregon classifications).
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Send PD100 (State of Oregon application form), skill code document(s), completed and signed Referral Part I and Referral Part II to HRSD (Human Resource Services Division) Recruitment.
STEP 2: HRSD Recruitment Specialist
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Review the PD100 for State of Oregon job classifications identified by the counselor.
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Determine if the applicant meets the minimum qualifications for each State of Oregon job classification identified in the Referral Part II.
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Promote the HIRE System and applicants within the system to State of Oregon agency personnel staff.
STEP 3: HRSD Recruitment Data Entry
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Input applicant information into Appl/Cert (Applicant Certification) system by class number and established announcement number for HIRE System.
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Input applicant information into HIRE System database.
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Send notification to applicant and counselor identifying State of Oregon job classifications that the applicant is qualified for.
STEP 4: Agency Human Resource Staff and Hiring Managers
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Seek qualified applicants through the HIRE System on open recruitments.
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Interview HIRE System applicants.
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Appoint HIRE system applicants when appropriate.
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| Agency HR Procedures |
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1. Review posted HIRE System classification list.
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Review posted list of HIRE system applicants qualified for the classification of the announced position.
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If there is someone qualified on the HIRE System list in theclassification you are recruiting for, use the HIRE System to diversify your recruitment.
2. Pull list of qualified applicants.
3. Send letter offering an interview.
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Send the applicant a letter offering an interview to allow the applicant to determine if they meet the special requirements of the position. Include a recruitment announcement and/or position description. If you contact the applicant by phone, review the special requirements of the position with the applicant. If you are an agency that uses test questions, you may include the questions in the letter offering an interview or send the applicant a copy of the test questions. Request the questions be answered and returned by a specified date. Responses to questions are scored and applicants are contacted in rank order.
4. Interview applicants.
5. Code the personnel paperwork with the appropriate code.
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Upon the decision to appoint a HIRE System applicant, code the personnel paperwork. Make sure the disabled box is checked "Yes" on the Voluntary Self-Identification Questionnaire (for AA/EEO) and indicate the appointment method on the Personnel Action as "H" (for HIRE System) and disable code "S" (for severely disabled).
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| Direct Appointments |
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Agencies have the option to direct appoint an individual with a disability to an open position in State of Oregon government. ORS 240.306 provides for agencies to use limited competition to facilitate employment for persons with a substantial disability. To take advantage of a direct appointment opportunity, agencies must first follow either their collective bargaining agreement or State of Oregon policy (whichever is applicable to the open position).
HIRE System applicants can be interviewed and selected prior to opening up an "open competitive recruitment". This can save time and effort for the agency.
Following is a brief summary of the steps involved in hiring a HIRE System applicant.
1. Check the appropriate State of Oregon policy and your collective bargaining agreement to determine the process your agency must follow.
2. Pull a HIRE System list at the appropriate stage in the recruitment process.
3. Send a letter offering an interview.
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Send the applicant a letter offering an interview. Include a recruitment announcement and/or position description.
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If you are an agency that uses test questions, include the questions in the letter offering an interview. Request the questions be answered and returned by a specified date.
4. Interview applicants.
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Interview applicants that respond "yes" to the letter offering an interview.
If HIRE System applicants respond to exam questions, score the responses using the criteria from the posted recruitment announcement. It is recommended that you consider HIRE applicants in rank order in the same manner as the other applicants.
5. Code the personnel paperwork with the appropriate code.
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Upon the decision to appoint a HIRE System applicant, code the personnel paperwork. Make sure the disabled box is checked "Yes" on the voluntary Self-Identification Questionnaire (for AA/EEO) and indicate the appointment method on the Personnel Action as "H" (for HIRE System) and disable code "S" (for severely disabled).
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