MARSHALLTOWN MEDICAL & SURGICAL CENTER
Marshalltown, Iowa
HUMAN RESOURCES POLICY & PROCEDURES
SUBJECT: Employee Selection and Transfer Procedure POLICY NUMBER: 425
PURPOSE: To outline the criteria for selecting individuals to fill open positions at MMSC to include providing transfer opportunities for current employees.
POLICY:
I. When an open job is available in a department, the hiring supervisor has the option to first post the position within that department. Each department is free to determine how best to communicate the opening to all affected employees. If this option is used, the hiring supervisor is responsible for ensuring that interested employees in the department have had a reasonable opportunity to consider applying for the job. Typically this process should not be completed in a time frame shorter than seven calendar days.
Since there are common job classifications in different nursing units at MMSC, all nursing
units in the Nursing Division will be considered one department for purposes of this policy
and will be posted hospital wide.
II. If a job cannot be filled within a specific department - or if a supervisor desires to post the job on a hospital-wide basis - openings will be posted for at least 7 calendar days on bulletin boards adjacent to the cafeteria and on the MMSC website. Specific information about posted jobs can be obtained in the Human Resources Department. Transfer requests will not be considered if submitted after a position is removed from the postings.
III. Employees who have successfully completed their initial employment period and have been in their current department for a period of six months are eligible to apply for open positions at MMSC. Administration may approve the transfer of an employee who has not yet completed the initial employment period or completed six months in their current department if the individual has unique qualifications needed to meet critical patient care or service requirements.
IV. To be considered for a posted position, an employee must submit a transfer request form to the Human Resources Department. Transfer requests must be for a specific posted position and will not be held on file for future posted positions. Applications of individuals not currently employed by MMSC may also be evaluated for open positions.
V. All hospital applicants who meet the minimum qualifications for an open position will be interviewed. Minimum qualifications are defined as the education, licensure/certification/registration, and previous work experience documented on the hospital job description. If an applicant has a corrective action(s) in their personnel file, the hiring supervisor will review the corrective action in relation to its severity, relevance to the job, and history of reoccurrence. The hiring supervisor will determine if the applicant meets the minimum qualifications based on this review. If a high number of applicants who meet the minimum qualifications for a job apply for a position, the Human Resources Department may screen the applicants to a manageable number based on, qualifications, skills testing and hospital seniority.
Employee Selection and Transfer Procedure
Page Two (continued)
VI. The hiring supervisor will hire the applicant who is determined to be the most qualified for an open position based on the following selection criteria:
a. Formal Education required or preferred for a job as documented on the hospital job description.
b. Licensure, Certification or Registration required or preferred for a job as documented on the hospital job description.
c. Previous Work Experience required or preferred for a job as documented on the hospital job description.
d. Quality of Past Work Performance as documented by past performance appraisals, attendance records, corrective action history and employment related references.
e. Hiring Supervisor's Interview Assessment in areas to include interpersonal skills, customer service, teamwork, initiative and personal appearance as each is applicable to the open position. Particulars identified during a personal interview which have a significant impact on a hiring decision should generally be documented during the interview process and verified through other sources, such as performance appraisals, reference checks or skills testing.
f. Hospital Seniority will be the determining factor when the qualifications and employment records of two or more applicants have been judged to be essentially equal. Seniority is calculated based on an employee's most recent hire date with MMSC.
VII. In most instances, the Human Resources Department will contact the hiring supervisor's choice for a job and formally offer the position. In situations where there a co-worker is transferring to a different shift or status with the same job title, and within the same department, this communication may come from the hiring supervisor. Employees not selected for a posted position will be contacted by either the Human Resources Department or the hiring supervisor. If initial attempts to contact an applicant by telephone are not successful, a written memorandum will be sent to ensure a prompt notification process.
VIII. An appointment may be made for the employee to have a job placement health assessment with the employee health department. The primary purpose of a job placement health assessment is to assure placement of the applicant in a job to which they are best suited. While providing a means for offering proper job placement, it also enables reasonable accommodations for applicants with due regard for the safety and health limitation involved in disabilities. Essential functions of the job and legal compliance with local, state, and federal regulations are taken into account when the assessment is preformed. The evaluation consists of two (2) components: health history and any ancillary tests that are needed. If indicated during the evaluation, the employee would be referred to an occupational health physician for a fitness for a duty exam to ensure the employee’s safety in the workplace.
Employment Selection and Transfer Procedure
Page Three (continued)
IX. If the position taken involves an internal transfer, the Human Resources Department will request that the employee notify their current supervisor regarding the pending transfer to another department. Human Resources will assist the two supervisors regarding an effective date for the transfer, which ensures on-going provision of care or services in each department. Transitions should generally occur in a two to three week period whenever possible. A time period more than four weeks will be considered excessive unless unusual circumstances exist.
X. When transferring to a new job with a wage range that is different than the current job, an employee may be offered a new pay rate. The pay rate will be based upon such factors as relative placement of the new job in the hospital pay plan and the pay relationship with others working in the same job. The final hourly wage will be determined by the Human Resources Department with the concurrence of the hiring supervisor.
XI. Employees transferring to a new job will have an initial employment period. Please refer to Human Resources policy #423 for the length of the initial employment period. By the end of this period, the employee will be expected to achieve a performance level typical of a new employee to that job.
XII. If an employee believes her/his qualifications have not been fairly evaluated for a posted position, the employee is encouraged to initiate the hospital's fair treatment procedure (Fair Treatment Policy #322) by contacting the hiring supervisor.
XIII. MMSC reserves the right not to post a job or offer preferential consideration to an employee
for a posted position if extenuating circumstances exist. Exceptions would be limited to situations such as preserving employment for an employee whose job has been identified for reduction; major reorganizations of hospital department; and resolutions to grievances associated with the selection procedure.
XIV. Human Resources will notify Information Technology in advance of hire or transfer date to
establish or change access levels in CPSI.
XV. Information Technology will communicate with the department director to establish or change
computer related security switches.
Originated by: Human Resources
Effective date: June 1, 1978
Authorized by:
Revised: June 8, 1994, July, 2001
May, 2003 May, 2004 , August 2007,
September 2008, June 2010
May 2014