KZN Department of Public Works Recruitment Policy PDF

KWAZULU-NATAL DEPARTME NT OF PUBLIC WO RKS POLICY ON RECRUITMENT, SELECTION AND APPOINTMENT  TABLE OF CONTENTS SUBJECT PAGE I. Purpose 3...

KWAZULU-NATAL DEPARTME NT OF PUBLIC WO RKS POLICY ON RECRUITMENT, SELECTION AND APPOINTMENT  TABLE OF CONTENTS SUBJECT PAGE I. Purpose 3 2. Scope of Application 3 3. Mandatory Requirements 3 4. RECRUITMENT 4 4.1 Principles of Recruitment 4 4.2 Methods of Recruitment 4 4.2.1 Radio Advertising 4 4.2.2 Posting 4 4.2.3 Head Hunting (Skills Search) 5 4.2.4 Study Assistance 5 4.2.5 Recruitment Agencies 5 4.2.6 Print Media Advertising 5 4.2.6.1Principles applicable for the compilation ofadvertisements 6 4.2.6.2 Guidelines for the development of an advertisement 6-7 4.2.6.3 Criteria for advertising vacant posts 8 5. SELECTION 8 5.1 Principles of selection 8 5.2 Types of selection methods 9 5.3 The Selection Committee 9 -10 5.4 The Selection Process 10 5.4.1 The Shortlisting Process 10-12 5.4.2 The Selection Interview Process 12-14 5.5 Additional Selection Criteria 14 5.5.1 Practical Case Work! Presentations! Computer Competency Tests! Psychometric and Competency 15 Assessments 5.5.2 Reference Checks 15 5.5.3 Vetting of prospective candidates qualifications and 15 personal information 5.6 Assistance with travelling arrangements to attend interviews 16 6. APPOINTMENTS ! PROMOTIONS 16 7. Re-appointment of former public service employee 16-17 8. Employment of Non-South African Citizens 17 9. Employment of candidates with a criminal record 17 10. Roles and Responsibilities 17-18 II. Conclusion and Review 18 12. Approval 18 Annexure A - Undertaking in respect of selection measures 19 Annexure B - Confirmation and Acknowledgement of Invitation 20 Annexure C - Reference Check 21 2 1. PURPOSE The purpose ofthis policy is to provide a framework within the Department for recruitment, selection and filling of vacant posts, with the key objective of reaching the vast pool of potential applicants who will deliver on the mandate of the Department (especially historically disadvantaged individuals). It further seeks to promote the principles offaimess, efficiency and effectiveness when selecting and appointing employees to vacant posts. 2. SCOPE OF APPLICATION This policy applies to all employees ofthe Department ofWorks who are appointed in terms of the Public Service Act, 1994, as amended and to all prospective employees as defined by the Labour Relations Act, 1995. 3. MANDATO RY RE QUIREMENTS The Constitution, 1996; Public Service Regulations, 2001 as amended; Public Service Act, 1994 as amended; Labour Relations Act, 1995; Employment Equity Act, 1998 White Paper on the Transformation of the Public Service, 1995; White Paper on Human Resource Management, 1997; Provincial Policy Framework on Recruitment & Selection -3­ 4. RECRUITMENT Recruitment is fundamental to ensuring that the Department meets its human resource capacity requirements in order to achieve its strategic objectives. Methods used in recruitment must uphold the accessibility of the Public Service to all potential candidates. It must also contribute to the reprentativeness ofthe Department ofWorks and must recognize the principle of equal employment opportunities. 4.1 PRINCIPLES OF RECRUITMENT The following principles apply and must be adhered to during the recruitment process: a) Recruitment should be targeted for maximum accessibility, reaching as far as practically and financially possible the broadest pool of available human resources within a specific target group. b) The image of the Public Service and the Department must be promoted in order to foster the applicant's interest in the Public Service as an employer. c) All recruitment actions should be undertaken with the aim of obtaining the ideal applicant with the necessary training, skill, competence, potential and knowledge relevant to the requirements of the post, from the relevant available target group. d) Recruitment strategies must be underpinned by the principle ofemployment equity and retention. 4.2 METHODS OF RECRUITMENT This Department shall use the following recruitment methods to attract a pool of suitable candidates to select from, subject to approval from the Executing Authority or her or his delegate. 4.2.1 RADIO ADVERTISING This method may be used to inform members ofthe public about the vacancies especially in rural communities where newspapers and other forms of communication are not easily available. 4.2.2 POSTING This method may be used to reach communities, which cannot be easily accessed through other forms of recruitment. Local authority institutions may be used for the display ofposters at places that are accessible, known and frequently visited by communities. Language used should be relevant to that community. 4 4.2.3 HEAD HUNTING (SKILLS SEARCH) (a) This method may be used to seek and identify suitable candidates for positions where difficulties are experienced to recruit. It should be used in conjunction with media advertisement i.e. an identified suitable candidate should be requested to apply for the advertised post, where after the normal processes will apply. (b) Where no suitable candidates are identified during short listing or after interviews, further head- hunting can be undertaken without re-advertising. Such identified candidates must be assessed in order to establish their suitability. This process can be undertaken through the use of a service provider procured through the relevant procurement processes. (c) This method of recruitment shall be restricted to vacant posts in the Professional and Senior Management Services Cadre. 4.2.4 STUDY ASSISTANCE This method shall be applied to those Departmental bursaryholders who upon obtaining of their qualification and are required to render service to the Department equal to the number of years for which bursary assistance was provided to the bursaryholder. Qualifying candidates may be offered permanent appointment to an appropriate post identified by the Department or be released from their contractual obligations without penalties should a post not be available. 4.2.5 RECRUITMENT AGENCIES (a) Recruitment agencies may be used to act as intermediaries between the department and the prospective employee, subject to the availability of funds by the respective responsibility manager. (b) Recruitment agencie s can be used to identify candidates from designated groups i.e. disabled individuals where after normal procedures shall apply as well as in the recruitment of temporary contract employees. 4.2.6 PRINT MEDIA ADVERTISING Print Media Advertising is an important part of the recruitment process because the requirements stated therein , often form a basis for attraction and selection ofthe most suitable candidate for the advertised post. -5­ 4.2.6.1 PRlNCIPLES APPLICABLE FOR THE COMPILATION OF ADVERTISEMENTS a) The advertisement should not favour, prejudice or discriminate unless it is within the legal employment equity parameters; b) The advertisement should be fully aligned with the inherent requirements of the job, the job description, the provisions of the job evaluation process conducted on the post and the applicable Code of Remuneration (CORE). c) Advertisements must provide a clear indication ofthe requirements that must be met. d) The widest pool ofprospective candidates must be attracted in the most cost-effective manner. e) Advertising should promote staff mobility, utilization and career development opportunities. f) The language and style of advertisements must be clear and simple in order to enhance employment equity. g) Where advertising takes place simultaneously in more than one media, care should be taken to ensure that the content and closing dates of the advertisement are the same. h) The placement ofthe advertisement in the media should consider the most economical means possible, in terms of size, font, spacing and format of the advertisement. Wh ere possible block advertisements, including more than one post in an advertisement, should be encouraged to promote cost-effectiveness. The final draft of the advertisement should be carefully checked before written confirmation is provided by the Department to the advertising agency for the placement in the relevant media, to avoid erratums /retractions from occurring. 4.2.6.2 GUIDELINE FOR THE DEVELOPMENT OF AN ADVERTISEMENT The line manager is responsible to develop an advertisement for a vacant post within his/her jurisdiction immediately once a post becomes vacant. To promote uniformity in the advertisements generated by the Department the following guideline is provided to assist line managers regarding the format and content of an advertisement; a) Name of Department and Province b) The job title as indicated on the approved organizational structure and the number of posts if more than one post is being filled and an appropriate reference number c) If the appointment is for a specific term, this should be clearly stated d) The all-inclusive remuneration package or the salary notch where applicable, aligned to the approved job evaluation results for the post 6 e) The appointment requirements applicable to the post, experience requirements may not be described in terms of years but should rather be expressed for example as extensive appropriate experience. The contents ofexternal and internal advertisements must correspond. The inclusion of computer literacy and a driver's licence should also be carefully considered and only where posts would require duties exceeding 50% ofthe time working on computers or driving, should computer literacy and/or driver's licence be included as appointment requirements. Where the duties are below 50%, they should rather be reflected as a recommendation or not at all. f) The key performance areas relevant to the post g) Any specific recommendations relevant to the post h) The contact person and details of the person to whom enquiries can be addressed i) The closing date, which should not exceed three weeks from date of placement j) Clear directions to prospective applicants, which include a specific postal and/or physical address and details of the official to whom applications must be forwarded too. The directions should be specific and clear as it is serves as criteria during shortlisting process to determine suitability of applications. The direct ions should include over and above the postal details the following: "Applications must be submitted individually on the prescribed Z83 form obtainable from any Public Service Department and shall be accompanied by a comprehensive curriculum vitae together with certified copies of qualifications, skills or competencies to substantiate compliance/adherence with the advertisement appointment requirements plus a certified copy of the Identity Document. Copies of copies or copies certified on the blank side ofthe copy shall not b accepted Faxed or electronic copies shall not be considered. Candidates are also advised not to send their applications through registered mail as the Department will not take responsibility for non-collection thereof. It is the applicant 's responsibility to have foreign qualifications assessed for equivalence by the South African Qualifications Authority (SAQA). Applications that do not comply with the abovementioned instructions shall be disqualified. Please note that due to the large number of applications we envisage to receive, applications will not be acknowledged. Should you not be advised by this office within three (03) months of the closing date of this advert thereof, kindly consider that your application was not successful." k) The advertisement must also include that "Female Persons and People with Disabilities are encouraged to apply" and that "The Provincial Administration: Kwazulu-Natal is an equal opportunity, affirmative action employer.". 1) Advertisements being re-advertised can state in the advertisement that the post was previously advertised, but it is incorrect to inform candidates that those who previously applied may not re-apply as their applications will still be considered. Any new advertisement or re-advertisement should call for new applications, which automatically nullify the previous applications. -7­ 4.2.6.3 CRITERIA FOR ADVERTISING VACANT POSTS The following criteria shall apply with regards to medium to be used for the placement of advertisement/s, subject to approval by the Executing Authority or her or his delegate as per the Human Resource Delegations of Authority for appointments. a) POSTS FROM SALARY LEVEL 9 AND HIGHER These posts shall be advertised nationally and locally both within and outside the Public Service. It must also be advertised in the DPSA vacancy circular in order to accommodate applicants within the Public Service. The following external media are to be used ; Sunday Times , Illanga , Natal Mercury and the Natal Witness and one local widely read newspaper if it is not already covered by those mentioned. b) POSTS FROM SALARY LEVEL 4 TO 8 These posts shall be advertised within the Province using one local newspaper most widely distributed in that particular Region/Office plus one IsiZulu newspaper most widely read in that particular Region/Office. c) ALL POSTS FROM SALARY LEVEL 1 TO 4 These posts shall be advertised using Departmental Circulars which would distributed across the Department and placed on Departmental Website and notice-boards, applicable to both serving employees and qualifying prospective employees. 5. SELECTION The selection process commences after the closing date of the advertisement and is concluded when a recommendation is made regarding the selection of the most suitable candidate to the position. To ensure that the most suitable candidate is appointed to a position, the following principles should be applied. 5.1 PRINCIPLES OF SELECTION (a) The Department is committed to achieving a workforce that will be broadly representative through human resource management practices that are based on transparency, objectivity, fairness and efficiency. (b) The suitability of a candidate for a vacant post shall be determined by applying merit , efficiency, skill and employment equity principles with due consideration to the specific appointment requirements as stipulated in the advertisement. 8 (c) Qualifications, level oftraining, appropriate experience, suitability and potential for a specific post, including compliance to the advertisement directions serve as additional important criteria that must be taken into consideration during the selection process. (d) Uniform standards have to be maintained during the selection process in order to ensure equal treatment and fair competition amongst all selected candidates. 5.2 TYPES OF SELECTION METHODS The Department may consider the following selection methods to determine the suitability of a candidate, although no specific technique is prescribed, the selection interview is still the most common; 1) Selection Interviews 2) Computer or written tests 3) Practical case work and presentations 4) Interview questionnaires 5) Psychometric testing 6) Competency Assessments 7) Reference checks 8) Vetting of candidates information 5.3 THE SELECTION COMMITTEE (a) The line manager is responsible for proposing a selection committee, via Human Resource Management, for approval by the Executing Authority or herlhis delegate, who will conduct both shortlisting and selection interviews for the vacant post concerned. (b) The selection committee shall consist of at least three but not more than five members who are employees of a grading equal too or preferably higher than the grading of the post to be filled. The Committee must be representative in both race and gender. At least one panelist should be fully familiar with the nature of the duties attached to the post. The chairperson shall be an employee of a grading higher than the post to be filled. A quorum to proceed with either the shortlisting or selection interviews shall be constituted if membership which includes the members and Chairperson but excludes the Secretary and Human Resource Representative is 50% plus 1. (c) It should be noted that due to the nature of shortlisting and selection interview processes the conduct of all roleplayers in the selection committee should be beyond reproach, open, transparent and lack any prejudice, personal gain, bias or benefit, if roleplayers feel that they cannot be objective then they should rather recuse themselves immediately. (d) Where a conflict of interest exist by any of the roleplayers concerned with regards to the other members or applicants, such conflict of interest should be brought to the attention of the Chairperson as soon as the conflict of interest is detected and based on the nature of the conflict the Chairperson has the right to ask the respective roleplayer to either recuse herselflhimself from the proceedings in total or from that particular discussion/decision. In situations where applicants are related or friends to any of the roleplayers, it is advisable for such roleplayer/s to rather recuse herselflhimselffrom the entire process to avoid allegations of favoritism and/or nepotism. -9­ (e) Where members have been recused, the process shall continue provided that a quorum exists. However, if the Chairperson is recused, then the proceeding should be abandoned and approval must be obtained to appoint an alternate Chairperson. (f) All roleplayers should note that the proceedings of both the shortlisting and selection interview processes are confidential and communication with applicants/ candidates should be limited to invitation confirmations only by the Secretary. (g) To ensure consistency and continuity roleplayers should remain unchanged for the full duration of both the shortlisting and selection interview processes. (h) To avoid cases involving conflict of interest and breaches in confidentiality all roleplayers shall declare in writing during both the shortlisting and selection interview processes that they have no personal interests /gain/benefit in the process and further abide to maintain confidentiality during the process, using the Undertaking Form marked as Annexure A, which shall be administered by the Secretary and filed on the appropriate selection file for record purposes and may be used as evidence in disciplinary matters where irregularities in the selection process have been identified. 5.4 THE SELECTION PROCESS Upon approval of the selection committee by the Executing Authority or her or his delegate, the shortlisting and selection interview processes can be arranged and finalised. 5.4.1 THE SHORTLISTING PROCESS a) The shortlisting process follows the advertisement and closing date of the advertisement. (b) A grace period of three working days shall apply to receive late applications received provided the applications are dated on or before the closing date. (c) The shortlisting process shall commence once a quorum has been established. The absence of any of the roleplayers should be formalized with a written apology, at least two working days prior to the process to ensure that the necessary approvals are obtained from the delegated authority for alternate roleplayers where a quorum cannot be achieved. (d) The shortlisting committee reserves the right not to shortlist an individual/s who do not meet the requirements of the post advertised or who fail to comply with the directions specified in the advertisement. (e) The shortlisting committee must to go through each application to ensure that a correct decision has been made with regards to each application. The application form should be further initialed and signed during every phase of the shortlisting process by the respective members who goes through the application, which should also be verified by the HR Representative during the process. (f) Applications may be disqualified during the shortlisting process for the following reasons; incomplete applications in respect of signature and date , faxed applications, absence of curriculum vitaes (CV 'S) or incomplete cv's, absence of required supporting documents, non certification or copies of certified supporting documents or supporting documents which have been certified on the blank side of the page, failure to prove required 10  competencies or applications received after the closing date. It should be noted that all criteria indicated in the requirements of the advertisement should be substantiated with certified copies of the necessary supporting documents except for proof of computer literacy which can be accepted provided it is indicated in the CV as a minimum. Candidates younger than 16 years of age or who are 65 years and older shall not be shortlisted. Those candidates who have taken a voluntary severance package, were medically boarded, took early retirement or was dismissed on account of misconduct shall also not be shortlisted. (g) Where posts include duties which exceed 50% of the time working on computers, provision may exist for shortlisted candidates to be subjected to computer competency tests. (h) To ensure consistent understanding of a detailed CV with regards to work experience, CV's should clearly indicate the Employer, position held, clear starting dates where as a minimum the month and year should be indicated, duties performed and clear termination dates where again as a minimum the month and year should be indicated. Should cv's not meet with this criteria then such applications should be eliminated. This provision shall not apply in posts where experience is not a requirement. (i) Additional specific criteria for shortlisting shall be determined by the shortlisting committee in terms of appropriate qualifications and experience which can be divided into phases and which should be based strictly on the content of the advertisement. U) The proceedings of the shortlisting shall be recorded through minutes which should clearly indicate the criteria which had been agreed too. (k) The Secretary and HR Representative is also responsible to go through all applications reviewed during the shortlisting process, to ensure that no mistakes were made during the shortlisting process and where mistakes are detected , they should be brought to the attention of the Chairperson for review. (1) Where a large number of applications still exist, normally greater that fifteen in total, after all applications have complied to the set criteria, additional criteria may be considered based on recommendations of the advertisement or employment equity targets. (m) Once all shortlisting criteria has been exhausted, all qualifying applications shall be invited to the selections interviews, it should be noted that selection interviews shall continue even if only one candidate has been shortlisted in order to determine his/her suitability. Where no suitable applications were found, the shortlisting committee shall recommend for the post to be re-advertised. (n) In circumstances where no suitable candidates have been shortlisted, but applications exist where they have been disqualified on account of failing to comply with the directions specified but meet with the requirements of the post, then such applications should be shortlisted and invited to the selection interviews on condition that the reason for which the application was initially disqualified, is verified during the selection interview process before a recommendation is made, in an effort to promote cost­ effectiveness and efficiency. -11­ (0) The proceedings of the shortlisting process must be recorded in the form of minutes and should be signed by all attending roleplayers prior to the selection interview process commencing and filed on the appropriate recruitment file for record purposes. 5.4.2 THE SELECTION INTERVIEW PROCESS (a) Those applications which were shortlisted during the shortlisting process should be granted at least five (5) working days notice prior to the selection interview date and invitations should be in writing. All invitations should be confirmed and acknowledged by the candidate at least five working days prior to the selection interviews, using Annexure B, which should accompanied with the invitation letter to the candidate. (b) Where contact details are not up to date or relevant and where the candidate cannot be contacted, such candidate shall be disqualified. (c) The entire proceeding of the selection interview process must be recorded using appropriate recording equipment and be further documented with minutes signed by all roleplayers at the conclusion ofthe process and safely kept at the conclusion of the recruitment process. (d) Those candidates who are unavailable on the scheduled date of the interview, on account of written valid reasons, should be rescheduled for an alternate date and time, preferably within five working days after the scheduled selection interviews. Candidates who fail to report on the scheduled time or attend the interview, shall at the discretion of the selection panel be disqualified. (e) At the commencement of the interviews, the selection interview committee shall develop questions to be posed to the candidates based on the content of the advert. The questions shall be made available to the candidate during the interview process , but are not to leave the interview room, during the interviewing process. 1) SETTING OF SELECTION INTERVIEW QUESTIONS. a) Questions shall be prepared and adopted by the selection interview committee on the day of the interview and shall not be deliberated or discussed with anyone outside of the committee. b) Questions shall be determined from the advertisement of the post. c) Questions should be developed to obtain as much information about a candidate and should not be intended to confuse or entrap a candidate. They should be developed in line with the competencies and knowledge required ofthe post. 12 (f) The selection interview process shall be undertaken in a structured manner thereby preventing any follow-up or probing questions or the provision of additional clarity which can be misconstrued as assisting the candidate. All interviews are to be conducted in English. If the interview cannot be undertaken in English then arrangements must be made for an interpreter, to afford the candidate an equal opportunity. This provision shall only apply to the official languages of the Country. Questions shall not be amended during the interview process, especially if some candidates have already undergone the interview process. (g) The interview process should be specific and to the point and the duration will be determined by the number of questions posed. The interview process should ideally, not exceed one hour, unless the process includes a practical aspect as well should accommodate both able and disabled candidates equally. (h) All roleplayers should maintain confidentiality and discretion during the selection interview process and avoid any contact or communication with any of the candidates. (i) The Chairperson must ask the candidate at the commencement of the interview whether they have an objection to any panel member and should the candidate indicate an objection to a member of the panel and should such objection be deemed to be valid or if any panel member declares an interest in any candidate, then the Chairperson should recuse such member from the interview of that particular candidate and the scores of the remaining candidates should be averaged to determine a final score for that particular candidate. If a member declares a personal interest at the commencement of the interview process, then such member should be recused from the entire interview process and before the structuring of questions can commence. The interview process should continue if a quorum exists or be aborted if a quorum does not exist. U) Where the objection lies with the Chairperson, and if the objection is deemed to be valid by the members of the panel, then the proceeding should be abandoned with a recommendation for a new panel to be constituted. (k) The Chairperson, with the concurrence of the members, may terminate an interview in the event that the applicant is not cooperative and is exhibiting disruptive behaviour that stifles the objective of the process. Before this action can be taken, the candidate must be given a prior warning and the nature of the transgression and reasons for the decision taken must be clearly recorded. (1) The responses of candidates to questions posed shall be rated using the following rating; o=No response 1 = Poor 2 = Weak 3 = Satisfactory 4 = Good 5 = Very Good -13­ (m) After a candidate has been interviewed, the candidate must be given an opportunity to ask questions or make a statement relevant to the interview process should he/she wish too. Once the candidate has left the interview room, the secretary shall record the individual scores of members, average the score and convert the score to a percentage and inform all members and thereafter record the deliberations of the panel. Any candidate scoring below 50% shall be deemed to be unsuitable for the post. (n) The deliberations should focus on the responses of the candidates to the questions posed and also include the suitability of the candidate, which is duly recorded in the minutes, before proceeding to the next candidate. Discussions of the candidates prior to the interview and during the deliberation stage of the interview process which does not relate to the interview process must be avoided. (0) At the conclusion of the interviews, the panel members should make a determination regarding the suitability of candidates for appointment to the post, guided by; the scores allocated, employment equity targets of the Component/ Department, results of the reference check and the results of any other testing method used. Any deviations from employment equity targets must be fully motivated in the minutes to assist the decision­ maker in taking an informed decision. (p) Should no suitable candidates be found, the minutes should be reflected accordingly with a recommendation to readvertise the post together with proposed shortlisting and selection interview panels. (q) The recommendations of the selection panel must be approved by the executing authority or her/his delegate and any deviation to the recommendation must be recorded in writing. (r) All records pertaining to the shortlisting and selection interview processes are maintained on file for record purposes, with the file being closed on the appointment and assumption of a suitable candidate and placed in the respective HR Registry. All unsuccessful candidates are to be notified in writing of the outcome of the interview after a suitable candidate has assumed duty, at least five working days thereafter. (s) Care should be taken to ensure that the selection interview process is undertaken in a professional, objective and dignified manner and that candidates attending should not feel abused, threatened or disrespected at the conclusion of the process. 5.5 ADDITIONAL SELECTION CRITERIA To ensure that the best candidate is appointed for every position in the Department, the Department may also utilize the following criteria/techniques in determining the suitability of a candidate; 14 5.5.1 PRACTICAL CASE WORK! PRESENTAT IONS/ COMPUTER COMPETENCY TESTS / PSYCHOMETRIC AND / OR COMPETENCY ASSESSMENTS (a) The abovementioned criteria/techniques may be undertaken to determine candidates skills, knowledge and/or competence in specific areas relevant to the post and to determine if the candidate is able to perform the duties required ofthe post, as directed by the respective line manager or respective prescripts. (b) Care should be undertaken to ensure compliance to the relevant supply chain management (SCM) procedures when utilizing criteria/techniques requiring external service providers and which have a financial implication to the Department. 5.5.2 REFERENCE CHECKS (a) Checks to determine candidates character references must be undertaken on at least two references as provided by the applicant, using Annexure C, before an offer of appointment can be made. Reference checks must be undertaken with the references as provided by the applicant on his/her application form and should any additional information be required outside of the references provided, then such information can be obtained only after the necessary written consent has been obtained from the candidate. (b) The Department reserves the right to disqualify a candidate for employment should he/she obtain a negative remarks during the reference check. 5.5.3 VETTING OF PROSPECTIVE CANDIDATES QUALIFICATION/S AND PERSONAL INFORMATION (a) The Department shall verify the authenticity of all candidates educational qualifications and personal information, where applicable and with the consent of the respective candidate, before the successful candidate commences duty. Should it be determined that the educational qualification/s is invalid or the information that has been provided is false, the Department shall withdraw the offer of employment quoting the reasons thereof. The costs incurred for the vetting of qualifications and personal information shall be borne by the Department. (b) Care should be undertaken to ensure compliance to the relevant supply chain management (SCM) procedures when the authenticity of educational qualifications and personal information is being vetted which would require external service providers and which have a financial implication to the Department. (c) Applicants in possession of foreign qualifications or requiring recognition ofprior learning to apply for advertised posts are directly responsible for ensuring that all such documentation is assessed by the South African Qualifications Authority (SAQA) before advancing an application and in compliance with the adverti sement closing date. The costs incurred for such assessment shall be borne by the applicant. -15­ 5.6 ASSISTANCE WITH TRAYELLING ARRANGEMENTS TO ATTEND SELECTION INTERVIEWS (a) The Department shall arrange where necessary the most appropriate, economical and effective travel and accommodation arrangements for candidates attending an interview. (b) Where a candidate has utilized his/her personal vehicle to attend the interview, the Department shall reimburse the candidate in terms of the applicable tariffs issued by the Provincial Department of Transport, but not exceeding a vehicle engine capacity of 1600 cubic centimeters and provided the total distance travelled is in excess of 100 kilometres. (c)Where a candidate has utilized/arranged personal accommodation to attend the interview, the Department shall reimburse the candidate in terms of the applicable daily tariffs for subsistence and travel (S&T). (d)All claims for reimbursement must be substantiated with documentary evidence and shall be subject to verification and the total expenditure incurred shall be borne by the responsibility where the post resorts. 6. APPOINTMENTS / PROMOTIONS (a) An appointment and/or promotion may not take effect before the first day of the month following the month which the executing authority / delegated authority approved the appointment and or promotion and in the case of an appointment shall also only apply upon assumption of duty of the successful candidate. (b) An employee/candidate has no right to a promotion or appointment to a vacant post until he/she has been advised in writing that the executing authority/ delegated authority has granted approval thereof. The employee/candidate has five (5) working days to accept or decline the offer of employment, should the employee/candidate fail to respond within the five (5) working days the offer of employment shall lapse and an offer will be made to the next suitable candidate. (c) The Department reserves the right to appoint the next suitable candidate recommended for a post should the appointed candidate vacate the post within a period of six (6) months from date of appointment, without re-advertising the post, in an effort to promote continuity and delays in filling of vacant posts. 7. RE-APPOINTMENT OF FORMER PUBLIC SERVICE EMPLOYEES (a) The Executing Authority or her/his delegate may not re-appoint a former public service employee where the original grounds for termination of service militate against re­ appointment or where the former employee left the public service due to ill-health and cannot provide recent and conclusive evidence of recovery. 16 (b) Those former employees who left the Public Service earlier on the condition that she or he would not accept or seek re-appointment, may be reappointed, but on the following conditions; 1) the appointment is in the public interest; 2) the appointment is made in accordance with the prescripts of recruitment and selection procedures and no other suitable candidate could be recruited. 3) the appointment is made for a fixed tenn not exceeding three years and that the term may be extended only once for a further term not exceeding three years, and 4) the employee has not previously been appointed in terms of these conditions. 8. EMPLOYMENT OF NON-SOUTH AFRICAN CITIZENS (a) Non-South African Citizens issued with pennanent residence permits should be treated similarly to South African citizens for employment purposes. (b) The provisions of paragraph 8(a) above does not apply to non-South African citizens holding temporary residence pennits. 9. EM PLOYMENT OF CANDIDATES WITH A CRIMINAL RECORD Suitable candidates who have been convicted of a criminal offence and who have fully served the sentence imposed on them, may be considered for employment in the Department. 10. ROLES AND RESPONSIBILITIES 10.1 Senior Manager / Line Managers (a) To ensure that valid job descriptions exist for every post under jurisdiction, (b) Provide draft advertisements, motivations and nominations for shortlisting and selection interview panels to Human Resource Management timeously; (c) Provide guidelines or lead in parameters in interview questions to be set, (d) Ensure availability and participation in shortlisting and selection interview processes. 10.2 Heads of Human Resources (a) Ensure that posts being filled are provided for on the approved organizational structure, (b) Ensure compliance to recruitment and selection prescripts, (c) Provide advice and guidance to line managers during the recruitment and selection process, (d) Ensure the development and maintenance of the Human Resource and the Human Resource Provisioning Plans, -17­  (e) Assist line managers with all human resource processes attached to recruitment, selection and appointment, (f) Ensure the maintenance of records and statistics attached to recruitment, selection and appointment. 10.3 Selection Committee (a) Chairperson The Chairperson is charged with the responsibility ofdirecting and guiding members during the selection process and ensuring that the process is objective, procedural and fair. (b) Members To apply their knowledge, exposure and experience of the post and processes and to objectively make recommendations on the suitability of all candidates. (c) Human Resources Representative The human resource representative is responsible for the provision of advice on the application ofprescripts and procedures during the shortlisting and selection processes. The HR Representative is also responsible for ensuring that all applications have been accurately assessed during the shortlisting phase. He/she is also responsible for highlighting any anomalies or inconsistencies in the process undertaken to the shortlisting and selection interview committees. (d) Secretary The secretary is responsible for registering all applications received in response to an advertisement. He/she shall also coordinate all logistical arrangements related to the shortlisting and selection, including the taking of minutes and recording the proceedings during the process. The Secretary shall also undertake reference checks with referees provided by the candidates. 11. CONCLUSION AND REVIEW Compliance to the provisions of the Policy shall be undertaken by the Human Resource Management Directorate at Head Office, and the necessary corrective action shall be applied where non-compliance has been observed. This Policy shall be reviewed as and when the changes occur and shall remain valid until such time as changes might occur. APPROVED - c>-z-- Q PUBLIC WORKS 18  ANNEX URE A DEPARTMEN T OF PUBLIC WORKS UNDERTAKING IN RESPECT OF SELECTION MEA S URES This serves to confirm that I, , serving as Chairperson! Member! HR Representative/Secre tary for the post of.. undertakes to adhere at all times to the following values and principles pertaining to the selection procedures applicable to the Department of Public Works; Maintain and promote a high standard of professional ethics Promote and implement efficient, effective and economic use of resources Deliver services impartially, fairly, equitably and without bias Be accountable and responsible at all times Be open, honest and transparent Be considerate, respectful and treat others with dignity Maintain a strict sense of confidentiality to the entire selection process. I accept that should I breach any of the abovementioned principles, I shall be liable for the appropria te disciplinary action being taken against me. NAME :.. SIGNATURE: DATE -19­  ANNEXURE B TO : Head: Public Works (Include relevant addres s, fax and telephone details of either Head Office/Region) CONFIRMATION AND ACKNOWLEDGEMENT OF INVITATION TO ATTEND THE SELECTION INTERVIEW FOR THE POST OF. I, (name) hereby acknowledge receipt of your invitation for the selection interview for the abovementioned post and further confirm that I will be availabl e/unavailable/place on record my withdrawal (delete whichever is not applicable) for the scheduled selection interview. My reason s for unavailability are as follows; NAME:. DATE:. SIGNATURE:.. (To be returned at least five working days prior to the scheduled selection interview, preferably via facsimile to the writer of the invitation) 20  KZN DEPARTMENT OF PUBLICWORKS : REFERENCE CHECK ANNEXURE C ~ POST: _ CENTRE: To becompleted byreferee/HR Practitioner To becomplete byHRM : Public Works Candidate's name Position applied for Name of person contacted Basic outline of duties , Organ ization Date of reference check , Relationship to cand idate Reference done by (Name & Signature) AREA COMMENTS Duties performed Job performance e.gquality of work, meeting deadlines Personality of candidate Interpersonal relations ofcandidate Strengths / Weaknesses of candidates Any misconduct / disciplinary matters (Yes/No and brief summary if yes) Reasons for leaving Is re-employment recommended (if not why) -21­