/ [Select Entity]CorporateDelta Health and Wellness CenterDoctor's ClinicFerrell HospitalFranklin Hospital and Skilled Nursing UnitHerrin HospitalHome Care ServicesMemorial Hospital of CarbondaleSt. Joseph Memorial HospitalSystemUMWA Union Hospital / Policy and Procedure
Title: / Employment Process / Number: / SY-HR-104
Applies to: / All SIH employees / First Created: / 5/94
Issuing Dept: / Human Resources / Last Revised: / 5/11/15
Approved by: / Pam Henderson, VP, Human Resources
I.POLICY
Hiring practices are established to facilitate the employment of individuals who contribute to an environment of quality care and service. An established employment process is followed to fill open positions within Southern Illinois Healthcare (SIH). This process facilitates compliance with existing Federal and State of Illinois laws.
II.DEFINITIONS
ApplicanTrak – an intranet-based software program designed to provide users with direct access to employment applications or transfer request
On-line Requisition for Personnel – SIH Intranet site for managers to complete a requisition for personnel on-line
SIH Career Opportunities website– Internet site that anyone can access to review job openings and submit an application, or transfer request, on-line (
Social Media – describes the online technologies and practices that people use to share content, profiles, opinions, insights, experiences, perspectives, and media itself, thus facilitating conversations and interaction online between individuals and groups of people. Social media can take many forms, including text, images, audio, and video. These sites typically use technologies such as blogs, message boards, podcasts, wikis, networks, communities and vlogs to allow users to interact. A few prominent examples of social media are Wikipedia, Facebook, Twitter, YouTube, Second Life, Digg, and Flickr.
III.RESPONSIBILITIES
1.0Supervisory personnel complete an on-line Requisition for Personnel form and submit to employment office.
2.0System employment office personnel post job openings at regular intervals.
3.0System employment office personnel processall applications and transfer requests received for open positions into the ApplicanTrak database.
4.0Supervisory personnel access the ApplicanTrak database via the SIH intranet to review applications for open positions.
IV.EQUIPMENT/MATERIALS
1.0On-line Employment application
2.0SIH Career Opportunities website
3.0Wage/Salary Calculation sheet
4.0Interview Checklist
5.0Sample interview questions
6.0Peer Interview guide
7.0Peer Interview Candidate Performance Summary
8.0Reference Check Form
9.0Employee Transfer Request form
10.0ApplicanTrak User’s Guide
11.0Healthcare Fraud Check form
V.PROCEDURE
1.0Notification of Position Opening
1.1If it is believed that a position needs to be advertised or if there is an immediate need, the hiring department head or designee contacts the Employment Office.
1.2The online Requisition for Personnel form is completed accuratelyand submitted to the Corporate Employment Office.
2.0Posting/Advertising
2.1Positions are closedwhen no further applications are considered, but no earlier than after five (5) days.
2.2In situations where the department head and the Employment Department have agreed that the position is extremely difficult to fill through usual means, the possible use of a placement/recruitment firm is discussed.
3.0Applications/Prescreening
3.1When completing an SIH Application for Employment, interested applicants apply for a specific position listed on the SIH website.
3.2Applications are only accepted for open positions.
3.3After an approved requisition is received, the Corporate Employment Office processes all applications received in ApplicanTrak to the designated hiring manager.
A.The hiring manager screens all applications and searches the applicant pool if they are not receiving applications.
4.0Interviewing
4.1Employee Transfers
A.Current employees who are interested in an opening in another department or division complete an on-line employee transfer request.
B.The department head or other hiring authority is required to interview all internal candidates who meet the minimum requirements as specified on the job requisition.
C.Internal candidates are given priority only to the extent that they are equally or better qualified than outside applicants.
D.Management supports the success of the SIH mission by attempting in earnest to hire the best qualified applicant (see Employee Transfers: SY-HR-105).
4.2In cases where out-of-town candidates are considered, reimbursement of interviewing expenses is discussed with the Employment Departmentin Corporate Human Resources.
4.3The department head or designee conducting interviews uses the Interview Checklist as a guide for evaluating candidates, and discusses critical topics during the interview.
5.0Decision to Hire/Offer of Employment
5.1Everyposition is posted on the SIH website for at least five (5) days before the position may be offered to a candidate.
A.Exceptions to this are when current employees in a work unit (or cost center) are given an opportunity to change status (part time to full time) or to change their normal shift before the position is posted.
5.2If no prior reference check has been completed on a candidate, at least two references are checked by the entity Human Resources Department or the hiring department before that candidate may be hired.
A.Use the Reference Check formavailable in each facility HR department.
B.SIH reserves the right to search, review and consider all social media information.
5.3In cases where a starting wage or salary must be negotiated, the Wage and Salary Rates Policy: SY-HR-300is followed and the entity Human Resources Manager is contacted for final approval.
5.4The following protocols are followed once a candidate has been offered a position:
A.If an internal candidate has been chosen, a start date for the new employee is negotiated between the receiving department head/designee, the new employee, and the current department head (see Employee Transfers: SY-HR-105).
B.Once a start date has been determined, any internal candidates that were interviewed aretelephoned by the department head/designee.
C.Outside candidates who have been interviewed are sent a form letter by the department head/designee.
1)Examples of form letters are available from the Corporate Employment Office.
D.When B and C have been completed an announcement is made that the position has been filled and by whom. The hiring department head makes this announcement.
5.5Once an offer of employment has been accepted, the Corporate Employment Office is notified immediately.
A.The hiring department head or designee submits a completed New Employee Information Sheet, and wage calculation, to the entity Human Resources Department with the new employee's application and reference checks as soon as possible.
B.Human Resources contacts Workcare to schedule the new hire’s physical, drug test, lab work and for applicable positions, post offer physical function testing.
5.6The department head or designee releases any applicants in their queue on the ApplicanTrak system so that they may be considered for other available positions.
6.0New Employee Start Date
6.1Because it is very time consuming for Human Resources personnel to process a new employee, the new employee starts on payroll Monday, unless an exception is made by the entity Human Resources Manager.
VI.DOCUMENTATION
1.0Applicant documentation
1.1Job requisition number
1.2Application
1.3Reference checks
2.0Interview documentation
2.1Interview checklist
2.2Peer Interview Candidate Performance Summary
2.3Wage/Salary Calculation form
3.0New Hire documentation
3.1New Employee Information Sheet
3.2Drug testing results
3.3Fingerprint based Criminal Background Check results
4.0All employment process documentation is maintained in Human Resources.
VII.CHARGES
N/A
Additional Approvals and Review/Revision DatesReview Dates: / 5/94, 9/94, 1/95,2/95,2/96,2/97,2/98,2/99,2/00,2/01, 2/02, 2/03, 2/04, 2/05, 2/06, 2/07, 2/08, 2/09, 10/10
Revision Dates: / 4/99,11/00, 8/28/09, 12/1/11, 1/9/13, 1/9/14, 1/15/15, 5/11/15
Replaces: / N/A
Additional Approvals: / Name (print) . / Title . / Signature .