SOP_NUMBER: 104.14
TITLE: Review of Applicant Qualifications
REFERENCE_CODE: IVO03-0008
DIVISION: Administration & Finance (Human Resources)
TOPIC_AREA: 104 Policy-HR Applicant/Vacancy/Hiring/Position
EFFECTIVE_DATE: 2020-10-20
WORD_COUNT: 990
POWERDMS_URL: https://public.powerdms.com/GADOC/documents/105198
URL: https://gps.press/sop-data/104.14/
SUMMARY:
This policy establishes the process for reviewing whether job applicants meet the minimum qualifications required for employment, transfer, job change, promotion, or demotion with GDC. Appointing Authorities make preliminary qualification review decisions and conduct interviews only with applicants who meet minimum qualifications, while the Corrections Human Resource Management (CHRM) Job Evaluation Unit makes official qualification decisions for selectees before a job offer can be extended. The policy defines minimum qualifications (required education, experience, and attributes) versus preferred qualifications (desirable but not required credentials).
KEY_TOPICS: applicant qualifications, minimum qualifications, preferred qualifications, job application review, hiring process, promotion, demotion, interagency transfer, job change, appointing authority, CHRM Job Evaluation Unit, qualification review form, employment screening
ATTACHMENTS:
1. Qualification Review Form
URL: https://gps.press/sop-data/104.14-att-1/
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FULL TEXT:
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|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Review of Applicant Qualifications|**Policy Name:**Review of Applicant Qualifications|**Policy Name:**Review of Applicant Qualifications|
|**Policy Number:** 104.14|**Effective Date:**10/20/2020|**Page Number:** 1 of 4|
|**Authority:**
Commissioner|**Originating Division:**
Administration & Finance
Division (Human Resources)|**Access Listing:**
Level I: All Access|
**I.** **Introduction and Summary:**
All applicants must meet the established Minimum Qualifications for a job in order to
be considered for employment, interagency transfer, job change, promotion, or
demotion with the Georgia Department of Corrections (GDC).
**II.** **Authority:**
A. State Personnel Board Rule: 478-1-.10 Classification Plan;
B. GDC SOP: 104.09 Filling a Vacancy; and
C. ACA Standards: 2-CO-1C-07, 2-CO-1C-13, 5-ACI-1C-10 (ref. 4-4057), 4-ACRS
7B-04, and 4-ALDF-7B-01.
**III.** **Definitions:**
A. **Minimum Qualifications** - Formal statements of types, amounts and/or levels of
work experience, training, education, and such other personal attributes as are
deemed necessary both for minimally satisfactory job performance and for the
accomplishment of other goals. Lack of possession of these attributes in full will
disqualify an applicant from the selection process for the job in question.
B. **Preferred Qualifications** - Statements of types, amounts and/or levels of work
experience, training, education, and other personal attributes that would
reasonably indicate that the applicant could perform job duties at well above the
minimally acceptable level. A person with Preferred Qualifications reasonably
could be expected to perform both a wider variety and a higher level of job
responsibilities at the time of hire than the minimally qualified applicant.
C. **Qualification Review** - Process to determine if an applicant meets the Minimum
Qualifications established for a job.
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Review of Applicant Qualifications|**Policy Name:**Review of Applicant Qualifications|**Policy Name:**Review of Applicant Qualifications|
|**Policy Number:** 104.14|**Effective Date:**10/20/2020|**Page Number:** 2 of 4|
|**Authority:**
Commissioner|**Originating Division:**
Administration & Finance
Division (Human Resources)|**Access Listing:**
Level I: All Access|
**IV.** **Statement of Policy and Applicable Procedures:**
Pre-employment Requirements:
A. Appointing Authorities/designees are authorized to make PRELIMINARY
Qualification Review decisions for ALL GDC jobs.
1. Appointing Authorities/designees must utilize GDC official job Minimum
Qualifications to make appropriate preliminary Qualification Review decisions
for applicants being considered for employment. Job Minimum Qualifications
are listed on the Department’s vacancy announcement and on the Department
of Administrative Services/Human Resources Administration web site
[(www.doas.ga.gov/human-resources-administration).](http://www.doas.ga.gov/human-resources-administration)
**NOTE:** Minimum Qualifications for each job will be listed at the end of each
job description.
2. Appointing Authorities/designees must review applications, resumes, and/or
employees’ work histories to determine if applicants meet the Minimum
Qualifications for the job.
3. Appointing Authorities/designees may conduct interviews of applicants who
they have determined meet the Minimum Qualifications for the job.
**Applicants who do not meet the Minimum Qualifications for the job shall**
**not be granted an interview** .
4. Prior to interviewing, Appointing Authorities/designees may further screen
applicants based on the official Preferred Qualifications for the job.
B. Upon completion of the interview process, Appointing Authorities/designees must
complete Attachment 1, Qualification Review Form **for the selectee only** . The
Qualification Review Form and a completed application or resume must then be
forwarded to the Corrections Human Resource Management (CHRM) Job
Evaluation Unit for review.
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Review of Applicant Qualifications|**Policy Name:**Review of Applicant Qualifications|**Policy Name:**Review of Applicant Qualifications|
|**Policy Number:** 104.14|**Effective Date:**10/20/2020|**Page Number:** 3 of 4|
|**Authority:**
Commissioner|**Originating Division:**
Administration & Finance
Division (Human Resources)|**Access Listing:**
Level I: All Access|
C. Upon receipt of the Qualification Review Form, a CHRM Representative will
review the qualifications of the selectee.
1. CHRM may contact field HR Representatives to request additional information
regarding an applicant’s education, experience, etc.
2. CHRM will notify the requesting official of the official Qualification Review
decisions for applicants via e-mail. The e-mail notification must be attached to
the Position/Personnel Action Request Form to hire, interagency transfer, job
change, promote or demote an applicant. This action must be forwarded to and
processed by the assigned CHRM Technician.
**NOTE:** Although Appointing Authorities/designees made the preliminary
Qualification Review decision on all applicants; Appointing
Authorities/designees must receive notification from CHRM that the selectee
officially meets Minimum Qualifications before extending a job offer.
D. Appointing Authorities/designees will make preliminary Minimum Qualifications
decisions regarding job applicants. CHRM Job Evaluation Unit representatives
will make official Minimum Qualifications decisions for all selectees based on
information presented by the applicants.
E. Appointing Authorities/designees are responsible for verifying the accuracy of the
information contained in the selectee’s application/resume (training, experience,
education, etc.) prior to making an offer of employment.
F. The CHRM Job Evaluation Unit will be available for consultation on all
Qualification Review decisions.
G. Correctional Officers: Once the Appointing Authority/designee has verified that
the correctional officer applicant is exempt from testing or has received a passing
test score, and noted this verification in writing in the comments section of the
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Review of Applicant Qualifications|**Policy Name:**Review of Applicant Qualifications|**Policy Name:**Review of Applicant Qualifications|
|**Policy Number:** 104.14|**Effective Date:**10/20/2020|**Page Number:** 4 of 4|
|**Authority:**
Commissioner|**Originating Division:**
Administration & Finance
Division (Human Resources)|**Access Listing:**
Level I: All Access|
Personnel Action Request Form appointing an applicant, then no other review of
qualifications is necessary by CHRM.
H. Hourly Positions: It is not necessary to request a review of Minimum
Qualifications for applicants or selectees for hourly positions. However,
Appointing Authorities are responsible for reviewing applications or resumes of
applicants for hourly positions to ensure that they meet the Minimum
Qualifications prior to selection.
**V.** **Attachments:**
Attachment 1: Qualification Review Form
**VI.** **Record Retention of Forms Relevant to this Policy:**
Upon completion, Attachment 1 shall be retained permanently in the local and official
personnel file for the selectee and in the CHRM Job Evaluation Unit for six (6)
calendar months.