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Workforce Planning Toolkit
Tools For Recruitment And Retention
Pay for Recruitment and Retention
Chapter 6 of the Civil Service Rules provides a variety of flexible pay options that agencies can use to recruit the best new employees and retain the most knowledgeable and experienced current employees. These include:
SPECIAL ENTRANCE/RETENTION RATES – Rule 6.5(b)
Special entrance rates of pay are critical in helping agencies manage geographical differences in competition for employees. These differ from other pay options in that they are market driven rather than driven by the employee’s qualification requirements or special job requirements that require additional pay as a premium pay. For many jobs, there are special entrance/retention rates that have been pre-approved and are available for use by any agency at any time. In cases where there is no pre-approved special entrance/retention rate, or in cases where the pre-approved rate is not sufficient, an agency may request the establishment of a special entrance/retention rate. The agency Human Resources Offices is urged to obtain the assistance of their Civil Service Assistance Coordinator if a special entrance rate is needed.
PAY ABOVE MINUMUM FOR EXTRAORDINATORY QUALIFICATIONS – Rule 6.5(g)
This rule allows an agency to pay an employee a higher than minimum rate of pay upon hire or within one year of hire, up to the third quartile of the range for the job. This pay is driven by the qualifications or credentials above the minimum required that are brought to the job by the employee, and payment must be made in accordance with written agency policy.
PREMIUM PAY – Rule 6.16(a)
Upon agency request and with sufficient justification, the Civil Service Commission may authorize special pay that is not part of an employee’s base pay, in situations where employment conditions are unusual or in circumstances where an employee is performing extraordinary duty that is not an integral part of the employee’s regularly assigned duties. A Human Resource office wishing to use this rule is urged to contact their Compensation team member.
INDIVIDUAL PAY ADJUSTMENT –Rule 6.16(c)
Upon agency request and with sufficient justification, the Civil Service Commission may authorize base pay adjustments for individual employees. See Civil Service Rule 6.16(c) and contact your Compensation team member for additional information on criteria.
OPTIONAL PAY for RETENTION – Rule 6.16.2
After receiving approval from the Civil Service Commission for its written policy, an agency may, at its own discretion, grant individual pay adjustments as a lump sum or as a permanent base pay increase to permanent employees to:
• provide for the retention of an employee whose loss would be detrimental to the State (for instance, to match a private job offer), or
• adjust pay differentials between comparable employees, or
• compensate employees for performing additional duties, or
• recruit new employees into positions for which recruiting is difficult.
There are some restrictions on the use of optional pay under this rule; agency Human Resource offices are urged to get the advice and assistance of their Compensation team member to develop appropriate and meaningful policies.
REWARDS & RECOGNITION – Rule 6.16.1
After receiving approval from the Civil Service Commission for its written policy, an agency may, at its own discretion, implement a program of monetary and/or non-monetary rewards and recognition for individual employees. Monetary awards shall be made as a lump-sum reward and shall not be part of an employee’s annual base pay.
Human Resource offices are urged to get the advice and assistance of their Compensation team member to develop appropriate and meaningful policies for the use of Rewards and Recognition.
DUAL CAREER LADDER PROGRAM – Rule 5.9
After receiving approval from the Civil Service Commission for its written policy, an agency may implement a “dual career ladder” program for selected job series. The “dual career ladder” program provides an alternate path for upward mobility to employees in scientific, medical, information technology or engineering professions by allowing upward progression for employees in these highly technical occupations without requiring that they be placed into supervisory or managerial positions.
Assessment and Selection
The Department of Civil Service embraces a two-fold recruitment effort – one focused on state agency program assistance, and the second toward applicant services. The applicant services program includes external as well as internal recruiting efforts that provide processes and policies that enable state agencies to fill vacant positions with highly qualified applicants in a timely manner and in accordance with legal and professional standards.
RECRUITMENT VIDEO
In the fall of 2004, the Department of Civil Service launched a “Recruiting Tomorrow’s Leaders – Today” video campaign that focused on state government recruiting efforts. The video features a variety of state employees talking about the rewarding challenges of their jobs and their positive impact on our citizens. This video was originally aired on the cable television systems statewide. Copies of the video are available to agencies for use in recruitment programs. It can also be viewed online at http://www.civilservice.louisiana.gov.
ON-LINE JOB SEARCH AND VACANCY POSTING SYSTEM
The Job Search system allows agencies to announce their vacancies immediately through posting on our on-line system. Applicants are afforded the opportunity to enroll in a subscription notification system which informs the applicant daily of updated job vacancy information that meets the applicant’s search criteria. The system includes comprehensive applicant information on job pay, minimum qualification requirements, test requirements and “how to apply”. This system can be accessed at www.yourfuture.louisiana.gov.
QUALITY EXPRESS STAFFING (QUEST) MODEL
The hiring process has been effectively decentralized directly to agency human resource and management staff. The QUEST model includes jobs in four areas that encompass a large percentage of the state’s hiring:
• Professional Entry
• Clerical Office and Administrative Support
• Law Enforcement and Protective Services
• Law Enforcement and Protective Services Supervisor
DELEGATED DIRECT HIRE
Agencies may enter into written agreement with this Department that allows them to post specified job titles directly to the on-line Job Search for recruiting for jobs not covered under the QUEST model.
ELIGIBLE RANKINGS
The Department of State Civil Service maintains a list of qualified applicants on an unranked list for several selected job categories; agencies are allowed to rank the individuals based on the duties of a specific vacancy, allowing agencies to select candidates with the required skills and competencies for specific positions.
NON-COMPETITIVE and SHORTAGE JOB CLASSES
Under Civil Service Rule 7.20, an agency may appoint any qualified individual to certain jobs that have been declared to be non-competitive due to the nature of the work, or “shortage” due to a lack of a sufficient number of qualified applicants to provide a competitive list.
PREFERRED QUALIFICATION REQUIREMENTS
This has been implemented for jobs in the Clerical and Administrative Support category. This tool allows agencies flexibility to hire candidates that have experience or education directly related to the duties of a specific position in this job category.
HIRING FLEXIBILITY
There are numerous processes that allow agencies greater hiring flexibility, including:
• Certifiable Scores (any applicant who attains the predetermined score on a test is eligible for hire)
• Direct appointment of candidates with a 3.5 GPA without a Civil Service test score
• Direct appointment of applicants with a CPA to professional accounting or auditing jobs without a Civil Service test score
RECRUITING AND CAREER COUNSELING
The Department of Civil Service operates an Information and Testing Center in Baton Rouge that offers convenient walk-in testing and counseling services. In addition, we offer walk-in Saturday testing at five satellite testing locations across the state. Applicant services are enhanced through a One Stop Job Information and Test finder offered on our web-site, www.civilservice.louisiana.gov. In addition, consultants from our Information and Testing Center participate in annual recruiting activities that include two State Agency Career Days each year, plus University and College Career Days, Veteran Job Fairs and other targeted recruiting efforts.
RETIREE REHIRE DATABASE (NOW ONLINE!!!)
The Department of State Civil Service has established a database to assist agencies to identify state retirees who are interested and qualified to return to the workforce for part-time and project work. This system helps capture and preserve institutional knowledge of the aging workforce by returning these employees to temporary and/or part time positions where they can work with newer employees. See General Circular 1688 for details. The database can be found on the HRinfo site.
WEB-BASED SUPERVISORY POTENTIAL ASSESSMENT (COMING SOON!!!)
This web-based tool will soon be available to assess supervisory potential of employees. The assessment will identify training needs for employee development and provide realistic job previews for employees interested in preparing for supervisory duties.
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