2022-04-08 Merit Appeals Board Minutes

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Merit Appeals Board April 8, 2022 these there are distinct advantages to running confidential program because we have the ability to reach back out to these folks and get back additional information. And, also, it helps us to strategize how we go in and we approach the department. The problem is that you've got one employee and one supervisor—and the employee sees something wrong and they call that in anonymously and that just comes to us. The general approach would be you go to the supervisor and you ask what's going on. Well, they're going to be able to point directly back to the person who made that claim. So, that's what you get the anonymous environment. In the confidential environment, they can report this and you can represent that as just a general concern of our department. And so, there's just some different ways that you can approach going into and following up with in getting additional information, so that you can conduct the best investigation possible when you're trying to get to the root cause. So, that is kind of where we're at with that. CHR. CABANAS be for both of you. interview is done. Okay. Thank you. How do—and this question might be for—well, it might The audit right now are being done of interview packets by DHR before the Correct, Waylen? MR. LEOPOLDINO: Correct. CHR. CABANAS: Okay. That's how it was designed. How do you address the security factor once the interview is done. And the reason why I ask that is because there may be times that interview packets are sitting on someone's desk for a prolonged period—more than a day, sometimes two days, sometimes even three days. Now, the instructions that we used to give the departments that does not occur, right? That does not occur. We keep the material, the interview questions secured, right, Waylen? MR. LEOPOLDINO: Correct. CHR. CABANAS: Right. So, but how do—how does DHR ensure the departments are actually doing that because if an applicant follows up with the HR rep. of that particular, a particular department, their response was, "Oh, it's sitting on the department heads desk"—sitting at the desk for several days. So, are they retrieving the folder at the end of the day to keep it under lock and key until the next day where the department head can sign it. Or is it sitting there for two days, maybe three days—so that's a little that's a concern. And how does DHR ensure that they're not doing that because now the audit of the interview packet was done prior, but then how do you ensure protocols are being followed or instructions are being followed, directives are being followed and it might not be followed. So, can you address that, Waylen, it's more for you. Page 23