Standards for private organizations

2020 Edition

Human Resources (HR) 2: Recruitment and Selection

The organization hires enough appropriately qualified personnel to meet the demand for services and support the achievement of the organization's mission.
2020 Edition

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Purpose

The organization’s human resources practices attract and retain a competent and qualified workforce that contributes to consumer satisfaction and positive service delivery results and supports the achievement of the organization’s mission and strategic goals.
Note: Please see the Personnel Records Checklist for additional guidance on this standard. 
1
The organization's practices fully meet the standard, as indicated by full implementation of the practices outlined in the HR 2 Practice standards.
2
Practices are basically sound but there is room for improvement, as noted in the ratings for the HR 2 Practice standards; e.g.,
  • With few exceptions, personnel possess the requisite qualifications; or
  • There are a few vacancies, but quality of service or organizational performance is not impacted in any observable way.
3
Practice requires significant improvement, as noted in the ratings for the HR 2 Practice standards; e.g.,
  • There is a pattern of personnel who lack the requisite qualifications, though few in number in any given service; or
  • One or more organizational services cannot meet this standard; or
  • There are significant vacancies in some programs which affect service provision (i.e., high caseloads, or staff unable to meet job expectations).
4
Implementation of the standard is minimal or there is no evidence of implementation at all, as noted in the ratings for the HR 2 Practice standards; e.g.,
  • Personnel consistently do not meet the qualifications for the position and/or for their title.
Self-Study EvidenceOn-Site EvidenceOn-Site Activities
  • Recruitment and selection policies
  • Recruitment and selection procedures
  • Background check policy
  • Background check procedures
  • Network credentialing and verification procedures
  • Sample job descriptions from across job categories or positions
  • Relevant portion of governing body minutes when HR selection policies were reviewed and approved
  • Interviews may include:
    1. HR director
    2. Senior managers
    3. Supervisors
    4. Relevant personnel
  • Review personnel records
  • Network interviews may include: 
    1. Committee chair or person in charge of the credentialing process
    2. Managing entity staff members responsible for verifications
    3. Clinical supervisors of selected non-accredited contracted providers to verify provision of supervision
  • Review network individual provider and contractor records

 
Fundamental Practice

HR 2.01

Job descriptions and selection criteria:
  1. state the credentials, job expectations, core competencies, essential functions, and responsibilities for each position or group of like positions;
  2. include sensitivity to the service population’s cultural and socioeconomic characteristics; and
  3. are reviewed and updated regularly to evaluate their continued relevancy against the needs and goals of the organization’s programs and persons served.
Examples: Credentials can include, for example:
  1. education;
  2. training;
  3. relevant experience;
  4. competence in required role;
  5. recommendations of peers and former employers; and
  6. any available state registration, licensing, or certification for the respective disciplines.
1
The organization's practices reflect full implementation of the standard.
2
Practices are basically sound but there is room for improvement; e.g.,
  • All but a few job descriptions comply with the standard, e.g., are comprehensive and up-to-date; or
  • One of the standard's elements is not fully addressed.
3
Practice requires significant improvement; e.g.,
  • One of the standard's elements has not been implemented at all;
  • In a significant percentage of cases, the organization does not comply with the standard, e.g., job descriptions are incomplete, vague, or omit qualifications; or
  • Several positions do not have job descriptions.
4
Implementation of the standard is minimal or there is no evidence of implementation at all.

 

HR 2.02

Recruitment and selection procedures include:
  1. notifying personnel of available positions;
  2. verifying references and credentials;
  3. providing applicants with a written job description;
  4. giving final candidates the opportunity to speak with currently-employed personnel; and
  5. using standard interview questions that comply with employment and labor laws.
1
The organization's practices reflect full implementation of the standard.
2
Practices are basically sound but there is room for improvement; e.g.,
  • Procedures need greater clarity; or
  • One of the standard's elements is not fully addressed.
3
Practice requires significant improvement; e.g.,
  • Procedures are very general and/or do not provide useful guidance; or
  • Two elements are not fully addressed or one of the elements is not addressed at all.
4
Implementation of the standard is minimal or there is no evidence of implementation at all.

 
Fundamental Practice

HR 2.03

Screening procedures include appropriate, legally permissible, and mandated reviews of state criminal history records and civil child abuse and neglect registries for new employees, contractors, volunteers, and student interns who will:
  1. work in residential programs;
  2. provide direct services to, or be alone with, children, the elderly, or other persons determined by the organization to be vulnerable or at risk; or
  3. work with sensitive or confidential information such as personnel and client records.

Interpretation

 The organization is not required to conduct background checks for licensed staff if the organization has verified that background checks are conducted as part of the licensing process. The organization should assess whether there is any risk associated with not conducting background checks on staff not expressly addressed in the standard and consult with legal counsel, as needed. The requirements do not apply to current employees and contractors or to agencies with which the organization contracts for services.
 

Interpretation

 
The organization should not use criminal history records to deny employment to qualified individuals unless the nature of the conviction is related to the job duties. The organization should consult with legal counsel about any concerns regarding the appropriate use of background information.
 

FEC

Interpretation

Due to the nature of services provided, credit counseling organizations are required to conduct criminal history record checks on all staff and volunteers. The child abuse and registry checks are not applicable.
 

OST

Interpretation

 
Organizations providing OST services should conduct checks that include: (1) fingerprint-based state and federal criminal history record checks, (2) child abuse and neglect registry checks, and (3) sex offender registry checks. Furthermore, they should conduct these checks on all employees, volunteers with an ongoing role, and contractors who will provide direct services to or be alone with children and youth, including parties who may have been working with the organization before the implementation of background checks. These expectations also apply when organizations contract with outside companies to provide certain services (e.g., transportation services), unless they have verified that background checks are conducted by the outside company (e.g., if the school district that provides transportation already conducts background checks on bus drivers). Organizations should also conduct periodic re-investigations, unless they will be automatically notified by the authority that conducted the initial check if a subsequent violation occurs. 

MS

Interpretation

 Organizations providing Mentoring Services should conduct criminal history checks and child abuse registry checks on all mentors, where legally permissible. However, the organization should also ensure that the screening process is tailored to the needs and characteristics of target mentees. For example, the screening process should not disqualify prospective mentors if their criminal histories correspond with the lived experiences that uniquely qualify them to the role, such as human trafficking victimization or substance use.
1
The organization's practices reflect full implementation of the standard, e.g.,
  • Practice reflects that the organization understands the legal requirements regarding criminal records checks and review of civil child abuse and neglect registries, and conducts legally permissible reviews for new employees, contractors, volunteers, and student interns.
2
Practices are basically sound but there is room for improvement; e.g.,
•    Procedures for verifying background checks for licensed personnel need strengthening. 
3
Practice requires significant improvement; e.g.,
  • In some cases background checks are not completed prior to personnel beginning work.
4
Implementation of the standard is minimal or there is no evidence of implementation at all; e.g.,
  • The organization consistently does not screen personnel per the requirements of the standard; or
  • Screening procedures violate applicable law; or
  • Procedures are vague or non-existent.

 

HR 2.04

An organization that recruits and selects employees with specific cultural traits or other characteristics establishes that such selectivity is:
  1. legally permissible;
  2. reviewed and approved by the organization's governing body, as applicable; and
  3. appropriately considered a bona fide occupational qualification central to meeting the needs of persons served.
NA The organization does not recruit and select personnel with specific cultural traits or other characteristics.
Examples: An organization under religious auspices might seek legal advice to confirm that it may require employees to belong to a specific religious affiliation if knowledge of and commitment to the values of the religious tradition are necessary to accomplish the activities of the organization.
1
The organization's practices reflect full implementation of the standard.
2
Practices are basically sound but there is room for improvement.
3
Practice requires significant improvement; e.g.,
  • The organization has not verified that practices are legally permissible, e.g.,
    • Bona fide occupational qualification; and/or
    • Criteria based on religious affiliation.
  • Selection criteria have not been reviewed and approved by the organization’s governing body.
4
Implementation of the standard is minimal or there is no evidence of implementation at all.

 
Fundamental Practice

HR 2.05

The network has a uniform and fairly applied credentialing process that assesses and confirms the qualifications of licensed independent contractors/providers who provide network services and are not employed by a member or community partner that includes:
  1. verification of licensure, education and other relevant training and board certification, where applicable;
  2. experience delivering services to the populations served by the network;
  3. the professional judgment of at least three peer professional references with regard to competence and prior satisfactory levels of performance;
  4. information about pending challenges, provisional status, or previous suspensions or denials of licenses to practice;
  5. publicly available information or official information regarding professional liability actions and litigation relevant to the provision of network services; and
  6. information about prior involuntary termination, reduction of professional staff privileges, or discharge from professional employment obtained from prior staff affiliations or employers.
NA The organization is not a network management entity.
1
The organization's practices reflect full implementation of the standard.
2
Practices are basically sound but there is room for improvement; e.g.,
  • Procedures for verifying credentials need clarifying; or
  • One of the standard's elements is not fully addressed.
3
Practice requires significant improvement; e.g., 
•    Procedures are not well-understood or used appropriately; or
•    Two of the standard's element are not fully addressed or one element is not addressed at all. 
4
Implementation of the standard is minimal or there is no evidence of implementation at all.

 
Fundamental Practice

HR 2.06

The network verifies that personnel of network partners and network provider organizations who provide clinical services to network clients:
  1. possess relevant licenses and/or credentials; and
  2. are receiving appropriate supervision.
NA All partner and subcontracting provider organizations are accredited by COA or a COA-recognized accrediting body.
 

NA The organization is not a network management entity.
1
The organization's practices reflect full implementation of the standard.
2
Practices are basically sound but there is room for improvement; e.g.,
  • Procedures related to one of the standard's elements need clarifying.
3
Practice requires significant improvement; e.g., 
•    One of the standard's elements is not addressed at all.
4
Implementation of the standard is minimal or there is no evidence of implementation at all.