2021-09-15 Merit Appeals Board Minutes

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Merit Appeals Board September 15, 2021 MR. LEOPOLDINO: That is correct. And if you refer back to our quarterly reports for recruitment, we have through April through June, we did complete three of those audits. I do want to add to that—it has been challenging only because we are trying to limit the in-person meetings. However, we are working through using alternate means to include Zoom—our department and the rest of the departments have been comfortable with using alternative methods in meetings. So, we have started up again those departmental audits. CHR. CABANAS: So, as part of the audit, I this is Chair Cabanas asking. Part of the audit is actually reviewing the interview packet itself. So, are the departments—can you explain the process to the Board so that they are aware of what's involved. MR. LEOPOLDINO: Sure. CHR. CABANAS: The packets are coming to—hard copy to DHR—and then, can you explain that. MR. LEOPOLDINO: Sure, no problem. So, the audit process begins with a req the department—we initiate these audits from the time we receive a request to fill from the department we are going to audit. For example, if we get a request to fill from a department for, let's say, a Clerk III—and they are on the list to be audited, which all departments are, we will initiate the audit process which starts off with asking the department to submit aan interview packet—and we will thoroughly review that interview packet primarily focusing on the interview questions and assessments. They're given back in 2018, all departments were given notice that we were going to be conducting these annual audits with a list of specific items we would be auditing. That list of items we would be auditing is they're reminded when we request the interview packets. So, the interview packets are hand -delivered to our office and there's an acknowledgement form at that point. And we have three days to review that packet and request a meeting with the department to come back, and we would review with them our results and our findings. I don't have the list of items that we specifically look for but it is a specific list of items that we look for when we're reviewing the interview questions at—the assessment that—if an assessment is used and the assessment as well. If there are any corrective items which, we, in DHR feel violates any of our policies and procedures, we will note that and we will not let the department proceed with filling that position until all items are corrected. And therein several instances, we've had departments where we had back and fortha back and forth communication with fixing some of the items that we've identified were not acceptable. Page 14