2.7 Recruitment and Hiring

NKY Health relies upon the accuracy of information as reported by the applicant, as well as the accuracy of other data presented throughout the hiring process and employment. Any misrepresentations, falsifications or material omissions in any of this information may result in the exclusion of the individual from further consideration for employment or promotion, or if the person has been hired, in dismissal (see section 8.4.)

All vacancies for regular job appointments will be posted except those filled within the last ninety (90) days when an eligibility list (see section 2.7.4) containing a sufficient pool of qualified applicants already exists.

Positions available for transfer to the same position at a different location will be posted internally for two (2) business days before being made available to the general public.

Regular job appointments not filled through transfer, reclassification or reinstatement will be open by posting to the general public, including current employees.

Emergency and interim appointments (see section 2.5) may be made without posting.

The following are requirements for employment applications:

1. Initial application for employment must be made in the manner prescribed in the vacancy posting, usually via Indeed (as of July 2023) for external applicants and by submission of a resume or completed Application for Employment form for internal transfer opportunities

2. A separate form must be submitted by each applicant for each vacant position

3. An applicant must complete and sign an official Application for Employment form before an interview

4. Human Resources must receive applications on or before the deadline stated in vacancy posting

5. Applications must be submitted according to the instructions in the posting

6. Human Resources may require an applicant to provide proof of any claim made on the application

For each vacant position, Human Resources will establish an eligibility list. 

The eligibility list will include the following:

1. The name of each eligible candidate

2. The application materials submitted by each eligible candidate

3. The date the application was received

4. Any brief notes pertaining to the applicant’s status pertaining to the position

(Supervisors, see Best Qualified (BQ) Lists for details about .)

To qualify for the eligibility list, each applicant must:

1. Meet all application requirements as posted

2. Meet the minimum qualifications as posted

3. Be in good standing with NKY Health

4. Be legally authorized to work in the United States without employer sponsorship

Human Resources may disqualify an applicant from the eligibility list. The following are some, but not necessarily all, the reasons an applicant may be disqualified:

1. Failed to meet application requirements as posted

2. Failed to meet the minimum qualifications as posted

3. Made a false statement on the application

4. Used or attempted to use pressure or bribery to secure an advantage in selection

5. Directly or indirectly obtained confidential information to secure an advantage in selection

6. Participated in the compilation, administration or correction of a selection examination she/he would be required to take

7. Was found cheating or falsifying information in any way on a job-related interview or examination

8. Established an employment record of such a nature as to demonstrate unsuitability for employment according to NKY Health standards

9. Was convicted of a job-related felony or misdemeanor

10. Violated any provisions of NKY Health’s policies and procedures

11. Is not eligible for rehire with NKY Health

12. Is not eligible to work in the United States without employer sponsorship

Any applicant found to be disqualified from the eligibility list post-hire may be terminated without notice.

Human Resources may remove an applicant from the eligibility list. The following are some, but not all, reasons an applicant may be removed:

1. Declines an appointment for an interview

2. Fails to appear as scheduled for an interview

3. Fails to appear on hire date

4. Fails to respond to a request for interview within the designated time period

5. Is unavailable based on the contact information provided

6. Has been interviewed for the same position three (3) times without being offered the position

After an eligibility list (see section 2.7.4) has been established for a given position, a job candidate may be selected and scheduled for an interview.

At a minimum, each employment interview will consist of the head of Human Resources or her/his designee and the supervisor of the position or her/his designee.

Others who have a business interest in the position may attend the interview with the permission of the head of Human Resources. The same individual(s) must interview each candidate for a vacant position.

Members of a candidate’s immediate family (see section 9.1) must not be involved in the interviewing process for a position.

For each vacant position the supervisor will forward to the head of Human Resources a list of candidates whom she/he considers to be best qualified from the eligibility list based on the application materials submitted. The list of best qualified candidates shall contain the name(s) of the candidate(s) and the business criteria for adding each candidate to the best qualified list.

The supervisor or her/his designee will make a reasonable attempt to contact each candidate on the best qualified list to set up an interview and will document all failed attempts for those not contacted and send this documentation to Human Resources.

Except when a reasonable accommodation is requested and approved in advance by the head of Human Resources or her/his designee, the interviewee must not be accompanied by another party during the interview.

(See Best Qualified List for tips on preparing the list.)

Each candidate interviewed will receive an interview packet at the start of the interview. At a minimum, the packet will contain the following:

1. A copy of the posting for the position

2. The Class Specification if the position is a merit system position

 The packet may also include information about NKY Health, including employment benefits.

The supervisor or her/his designee must use the same list of interview questions that has been approved by the head of Human Resources or her/his designee for each interviewee for a position vacancy. Follow-up questions for clarification are permitted.

Those who have been trained on appropriate interviewing practices may ask questions. Those who have not been trained may observe and provide feedback to the decision maker(s).

(Supervisors, see the Recruiting and Interviewing page of the HR Site for Supervisors for details about interviewing practices.)

Each interviewer will note the interviewee’s response to each question asked and forward the notes to the head of Human Resources or her/his designee before an offer will be extended.

Each interviewer in a decision-making capacity will be required to rate the interviewee’s responses. Other interviewers may also be required to rate the interviewee’s responses. The official file for each candidate’s interview will remain in the custody of Human Resources.

(Supervisors, see the Recruitment and Hiring Guidelines page of the HR Site for Supervisors for specifics about interview notes and ratings.)

Prior to hire, all candidates who accept an offer of employment will undergo a job-related reference, background, record and/or licensure check conducted by the head of Human Resources or her/his designee. The head of Human Resources or her/his designee may conduct job-related background, licensure and records checks at any time.

No other employees may conduct background and/or records checks.

(Supervisors, see the Verification of Staff Qualifications page of the HR Site for Supervisors for details.)

The District Director of Health and/or her/his designee may extend offers of employment. The head of Human Resources or her/his designee may extend offers of employment upon approval of the District Director of Health and/or her/his designee. 

No other employees may extend expressed or implied offers of employment.

Employment offers will be made based on the following:

1. New hires will enter the pay plan at rates commensurate with their estimated ability to perform based on evaluation of their prior work experience (how many years and how similar it is to the position they are starting).

2. Prior experience will be credited according to how similar it is to the current position using one of the following percentages:

   • 100% = same job at another health department

   • 75%

   • 50%

   • 25%

3. The number of years of full-time prior experience will be factored by the percentage and rounded up to the nearest number, then 3% subtracted to determine the starting pay rate for new hires who are not current NKY Health employees or current NKY Health employees who have not completed their first introductory period (see section 2.9).

4. No new hire will enter the pay plan at a rate higher than the midpoint for the assigned band without first submitting written proof of her/his track record of excellence in performing essentially the same job as NKY Health’s for the full-time equivalent of at least seven (7) years. Documentation must be submitted and reviewed prior to hire. Upon review of submitted documentation, the District Direct of Health may assign the new hire to a pay rate higher than the midpoint for the assigned band.

NKY Health is committed to employing only United States citizens and foreign nationals who are authorized to work in the United States and does not unlawfully discriminate on the basis of citizenship or national origin.

In compliance with the Immigration Reform and Control Act of 1986, each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. Former employees who are rehired must also complete the form if they have not completed an I-9 within the past three (3) years, or if their previous I-9 is no longer retained or valid.

Employees with questions or seeking more information on immigration law issues are encouraged to contact Human Resources. Employees may raise questions or complaints about immigration law compliance without fear of reprisal.