PRIORITY PLACEMENT PROCEDURE

 

 

 

 

PURPOSE

 

To establish uniformed guidelines for the Hospital in case of a need to transfer functions, abolishment of positions, demotions, lack of work or funds, or reduction in force.

 

 

STATEMENT OF POLICY

 

It is the policy of the Hospital to promote stability of employment of permanent classified employees affected by changing manpower requirements and to provide maximum opportunity for placement in the Executive Branch of the government.  Consistent with this policy, a strong Priority Placement Procedure shall be maintained to minimize the adverse affects on employees caused by actions required for the effective management of government such as, but not limited to, consolidation, transfer of functions, lack of work or funds, position classification decisions or reduction in force.

 

 

 

I.          COVERAGE

 

            A.        DEPARTMENTS AND AGENCIES  HOSPITAL

 

                        This procedure is applicable to all departments, bureaus, agencies, commissions, or other instrumentalities, whether autonomous, semi-autonomous, or non-autonomous in the Executive Branch of the government.

 

 

            B.        EMPLOYEES

 

                        This procedure covers all probationary and permanent classified employees who are to be or have been issued notice of impending demotion or separation due, but not limited to, consolidation, transfer of functions, lack of work or funds, position classification decisions or reduction in force.

 

 

 

 

 

II.         RESPONSIBILITIES

 

            A.         The Hospital shall assure efficient operations of these procedures within their respective departments and shall insure that all managers, supervisors, department heads and the Administrator comply with these procedures.

 

            B.         Annually, the Administrator shall issue a written statement of support to  their  employees  for  these  procedures  and  shall  insure  that  all managers and supervisors comply with these procedures, and that employees are notified with respect to these procedures.

 

            C.        The Human Resources Division is responsible for the effective administration of these placement procedures, for counseling employees on the provisions of these regulations, and for informing department heads, managers, supervisors, and employees on the placement requirements.

 

            D.        Affected employees shall be responsible for notifying the respective Human Resources Division of any changes to their employment status i.e., availability, latest address and telephone number, lowest acceptable salary, etc.

 

            E.         The Civil Service Commission shall monitor and enforce compliance of these procedures.

 

 

 

III.        ADVANCED PLANNING

 

            Whenever a consolidation, transfer of functions, lack of work or funds, position classification decisions or reduction in force occurs within a department or agency, the following actions shall be carried out:

 

            A.         The Administrator shall immediately inform, in writing, the servicing Human Resources Division of the positions impacted and the number of employees affected.  A copy of the notice shall be provided to all other Human Resources Division within the Executive Branch and to the Civil Service Commission.

 

            B.         Immediately upon receipt of notice, all other Human Resources Division shall forward the servicing Human Resources Division and the Civil Service Commission, a listing of all position vacancies.  Position vacancy listings shall continue to be provided on a monthly basis as long as there are employees on the Priority Placement List who have not been matched to appropriate positions.

 

 

 

 IV.       DURING THE NOTICE PERIOD

 

            A.         The servicing Human Resources Division shall be responsible for the following actions:

 

                        1.         Obtain from each affected employee a list of positions, but not more than ten, to which they wish to be considered, to include the lowest pay grade acceptable, and a completed application form.  Affected employees, in determining this listing, shall be provided a copy of the position vacancy listing.

 

                        2.         Review applications of employees to determine qualifications to positions identified for consideration.

 

                        3.         Based on positions identified by affected employees, establish and forward a Priority Placement Listing to all Human Resources Division for placement assistance. 

 

                        4.         Immediately upon receipt of the Priority Placement Listing, all  Human Resources Division shall freeze all recruitment action and review all vacancies within the respective department(s) for placement assistance, including all classified positions encumbered by unclassified employees appointed on a 120 day basis.

 

                        5.         An offer of a position vacancy matching the Priority Placement Listing shall be immediately made to the employee and the releasing department will be immediately notified of the placement.  A copy of the appointment action shall be submitted to the Civil Service Commission.

 

                        6.         If there are more priority placements to be made than there are vacancies, placement shall be based on retention points whereby those employees with the highest retention points shall be given first offer of employment.

 

                        7.         In those instances where inadequate position vacancies exist to those position classifications where employees have indicated an interest in, but where there are existing positions in the classifications of interest which are filled by temporary unclassified appointments (120 days), the Human Resources Division shall contact the department head where the position(s) exists to inform him that the 120 day appointment(s) shall be terminated in order to place a priority placement eligible.

 

 

 

            B.         Qualification Dispute - The gaining Human Resources Division is not authorized to disqualify a priority placement employee without the mutual agreement of the

                        releasing Human Resources Division.  Disagreements of qualification of a priority placement employee shall be submitted to the Civil Service Commission.

 

            C.        Priority placement shall not be applicable in those instances, where an affected employee is being considered for promotional opportunities to position levels higher than the position held prior to the demotion or reduction-in-force action.

 

 

  V.       AFTER THE NOTICE PERIOD

 

            Notwithstanding any other provision of law or regulation, all Human Resources Division shall continue to monitor their vacancies and offer priority placement assistance, as provided in Section IV of these procedures, to affected employees for a period of two years, or until such time that the affected employees are matched to a position of not less than that prior to demotion or reduction in force.

 

 

 

 VI.       RECORDS AND REPORTS

 

            A.         Each Human Resources Division shall maintain for a two year period, an individual folder of each affected employee.  The individual folder shall contain the following information.

 

                        1.         Employee's name

                        2.         Date(s) of counseling

                        3.         Position title, pay grade and salary prior to layoff or demotion

                        4.         Most recent application form

                        5.         Offers received, accepted or declined

                        6.         Date removed from the priority placement listing and reason (i.e. acceptance of position, request by employee, etc.)

                        7.         Current address and phone number

                        8.         Any additional relevant information.