The Town is an equal opportunity/affirmative action employer.
Procedures relating to the recruitment and selection of employees
shall be in accordance with Massachusetts General Law Chapter 151B
and federal anti-discrimination laws. Furthermore, the following policy
was affirmed and adopted by the South Hadley Selectboard on October
28, 2014. The recruitment of employees shall also be in accordance
with any appropriate rules and regulations, state or federal laws
and in keeping with any existing collective bargaining agreements.
This policy does not supersede or modify civil service law, MGL c.
150E, or current collective bargaining agreements. To the extent,
if any, that a portion of this policy is in conflict with a controlling
law or contractual provision thereof, this policy provision would
not apply.
This policy applies to all employees, all positions.
All persons shall be eligible to apply for employment with the
Town, subject to any statutory requirements or limitations.
A.
General.
(1)
The appointing authorities shall be responsible for the selection
of personnel. All recruitment efforts shall be performed through the
Town's Human Resources Department.
(2)
The Town Administrator shall have the discretion to use any appropriate
means of recruiting personnel, including, but not limited to: use
of employment agencies; employee referrals; use of trade and other
professional journals. Department managers may make suggestions regarding
advertising and posting job opportunities.
B.
Notice of vacancies.
(1)
Department heads shall, upon the identification of a vacancy or upon
the authorization of a new position, notify Human Resources of the
vacancy. Resignations must be accepted by the appointing authority.
The job vacancy will be reviewed by the Human Resource Director, the
Department Manager and the Town Administrator. The existing job description
will be reviewed and updated if necessary and include: the job title,
essential functions of the position, qualifications, salary and wages,
hours of work and reporting relationships.
(2)
The Town Administrator with Human Resources shall review and approve
all job vacancies prior to commencement of recruitment activities.
(3)
A proposed closing date for applications and application instructions
will be created and an applicant vetting team will be appointed by
Administration to conduct interviews and make a recommendation to
the appointing authority. The panel should endeavor to recommend the
most qualified candidate but may recommend more than one candidate
if it feels it is in the best interest of South Hadley.
C.
Posting. Advertising should be adequate to ensure that a sufficient
number of qualified applicants apply for available vacancies. The
Town will also post notices of vacant positions for five business
days in prominent work locations and in accordance with existing collective
bargaining agreements where applicable.
D.
Advertisement of job vacancy. The Town may advertise job vacancy
notices on the Town of South Hadley's website or other media
appropriate to recruit qualified candidates at least 15 days prior
to the closing date for applications. Job advertisements shall be
accomplished in accordance with the Town's affirmative action
policy for employment.
E.
Applications.
(1)
All candidates applying for employment or new positions in the Town
shall complete and electronically sign an official employment application
on the Town's website prior to the end of the working day of
the closing date specified for the position announcement.
(2)
Applications received from former employees shall be subject to the
same standards as set forth in this section. However, the former employee's
work performance when previously employed by the Town and circumstances
surrounding the person's separation from previous employment
with the Town shall be considered in the review of applications.
F.
Examinations. Following a conditional offer of employment, the Town
Administrator or other appointing authority may require an examination
as one part of the selection process. Examinations may be written,
oral, practical, medical, or any combination thereof and shall be
relevant to the requirements of the position. In those instances where
pre-employment examinations are required for a position, notice of
the examination will be included in the posting, shall apply to each
applicant and shall be administered in a manner consistent with legal
obligations. Pre-employment polygraph testing will never be required.
G.
References. A candidate's former employers, supervisors, and
other references shall be contacted as part of the selection process.
All reference checks and investigations shall be completed prior to
the offer of employment unless a specific law requires such a check
to be performed following a contingent offer of employment.
H.
CORI checks. If a conditional offer of employment is made, the applicant
will be asked to complete a supplemental form requiring the disclosure
of the candidate's criminal record and authorizing the Town to
seek and obtain the candidate's criminal record. Such form will
be made available by the Human Resources Director. Determinations
of suitability for a position based on a review of an eligible candidate's
criminal record will be made by the Town Administrator and will be
consistent with applicable law, regulations and Town policy.
I.
Application records. The application and related documents submitted
shall be maintained by Human Resources in the employee's personnel
file. Human Resources shall maintain all application records for the
period required by law. Human Resources, to the extent possible, shall
maintain the confidentiality of all applications.
All appointments shall be made in writing by the Town Administrator
or other appropriate appointing authority. The written notice of appointment
shall include the salary, the starting date, any unique or unusual
conditions of employment and appropriate additional information, including
any required or prescribed probationary period. Copies of the letter
of appointment shall be provided to the appropriate departments and
a copy shall be placed in the employee's personnel file.
A.
All persons selected for labor service employment with the Town,
after receipt of notice of appointment and prior to the starting date
of employment, shall undergo a medical examination relating to essential
functions of the position. All other positions shall be reviewed by
the Human Resources Director to determine whether a pre-placement
physical is needed. The examination shall be at the expense of the
Town and performed by a physician or medical institution selected
or approved by the Town Administrator.
B.
The examining physician shall advise as to whether or not, in the
opinion of the physician, the applicant is able to perform the essential
functions of the duties of the position for which the appointment
has been made with or without a reasonable accommodation. If unable
to perform the essential functions of the position for which the appointment
has been made, the Town Administrator or other appointing authority
shall engage in the interactive process regarding reasonable accommodations.
If an individual is not qualified for the position and/or if no reasonable
accommodation is possible, the individual offer of employment can
be withdrawn. If the applicant fails to engage in the interactive
process or refuses an offer of an accommodation, it may be treated
by the Town as a rejection of the offer of employment.
An applicant who accepts an appointment and fails to report
to work on the date set by the Town Administrator or other appointing
authority, shall, unless excused, be deemed to have declined the appointment
and the offer of employment shall be withdrawn.
