HomeMy WebLinkAbout2000_01 Interview and Selection Procedure Draft 20230329COUNTY OF HAWAI'I
HAWAI'I FIRE DEPARTMENT
INTERVIEW AND SELECTION PROCEDURES
Effective March 29, 2023
I. REFERENCES
Hawai'i Revised Statutes, Chapter 76; Department of Human Resources, County of
Hawai'i Administrative Rule Chapter 3.
II. PURPOSE
To establish a uniform method of interviewing and selecting applicants for civil service
positions in the Hawai'i Fire Department in conformance with the merit system principle
and applicable statutes, rules, policies and procedures, and collective bargaining
agreements.
III. POLICY
The Department shall fill its civil service positions with the most suitable applicants
available for the positions based on the merit principle and utilizing lawful, fair, and
uniformly administered procedures.
Selections for the positions shall be impartial and based on the needs of the Department,
free from coercive political influences, as well as applicants' fitness and ability for public
employment.
IV. APPLICABILITY
These procedures shall apply to appointments to civil service positions that are subject to
the County's position classification plan, in accordance with Chapter 76, Hawai'i
Revised Statutes, as amended.
'^Sy^^' ^ MAR_2j^2023
Fire an«^ Date
Approved by:^ _ ^-:»-^y^s
Director of Human B^souijeps Dat(TZi:m!lE3L_ uRy?
Managing Director Date
COUNTY OF HAWAI'I
HAWAI'I FIRE DEPARTMENT
INTERVIEW AND SELECTION PROCEDURES
Effective March 29, 2023
V. PROCESS
A. Method
The Fire Chief or designee shall coordinate recruitment(s) for current and/or
anticipated vacancies with the Department of Human Resources.
The Fire Chief or designee shall select from any of the following options to fill a
vacancy (provided there is no County priority job placement):
1. Intra-departmental transfer;
2. Intra-departmental demotion;
3. Internal recruitment with the department;
4. Inter-departmental transfer;
5. Inter-departmental demotion;
6. Internal recruitment within the County of Hawai' i;
7. Intergovernmental movement;
8. Re-employment list;
9. Open-competitive recruitment;
10. Any other means provided for by statute and/or the Department of Human
Resources Administrative Rules or Procedures.
The Fire Chief or designee shall develop the desired skill set for the position in
relation to the up-to-date position description and class specification.
The Fire Chief or designee shall complete and submit the Request to Fill, Form
DHR-RE-544, to the Managing Director for approval with the desired skill set.
Upon approval by the Managing Director, the Fire Chief or designee shall proceed
with the process for filling the position.
COUNTY OF HAWAI'I
HAWAI'I FIRE DEPARTMENT
INTERVIEW AND SELECTION PROCEDURES
Effective March 29,2023
An interview and/or assessment center evaluation/exercise(s) may be included as part
of the interview and selection process. The Fire Chief or designee may develop
lawful criteria and weights for the selection process in relation to the essential job
duties identified on the position description to include any combination of the
following: oral interview, performance test(s), assessment exercises(s), driving
exercise, personnel management exercise(s), employment reference checks, and as
applicable to the position: criminal background check, drug screening, and pre-entry
medical examination. Results of these assessment exercise(s) shall be incorporated
into the selection process.
B. Internal Recruitment
Job postings will be conducted by the Department of Human Resources and the
recruitment period shall be for ten (10) calendar days. The Fire Chief may extend the
recruitment period with Department of Human Resources' approval and action or
may approve a late filing request, as appropriate. Applications must be electronically
submitted by 11:59 p.m. HST of the closing date. Department of Human Resources
may cancel a recruitment or scheduled testing at the request of the Fire Chief. In such
an event, all applicants shall be notified of the Department of Human Resources'
action to cancel.
All verifying information (certificates, licenses, official college transcript, etc.) shall
be submitted with the application.
After the close of an internal recruitment period for uniformed positions, the Hawai'i
Fire Department's Human Resources Specialist or Technician shall review all
applications to determine whether or not applicants are eligible for the internal
recruitment and whether they meet the minimum qualifications for the vacant
position. Applicants who are not eligible and who do not meet the minimum
qualifications of the position shall be deemed "not qualified" and shall be excluded
from testing and further consideration for the recruitment.
Applicants shall be allowed seven (7) calendar days to submit additional verification
information. The Hawai'i Fire Department's Human Resources Specialist shall be
responsible to inform affected applicants of their non-qualification.
COUNTY OF HAWAPI
HAWAI'I FIRE DEPARTMENT
INTERVIEW AND SELECTION PROCEDURES
Effective March 29, 2023
The Fire Chief or designee may request the Department of Human Resources to
conduct a written examination for positions within the department. The results of a
written examination shall be incorporated as part of the selection process of the
applicant(s). It shall be the responsibility of the Department of Human Resources to
notify applicants of the written examination results.
For designated uniformed positions such as Battalion Chief, Fire Captain, Fire
Equipment Operator, Fire/Emergency Medical Services Specialist III,
Fire/Emergency Medical Services Specialist II, Fire Prevention Inspector II, Fire
Prevention Inspector I, Fire /Hazardous Materials Specialist, Fire Training Specialist,
and Fire Rescue Specialist, Water Safety Officer III, and Water Safety Officer IV, the
Education and Experience (E&E) scores shall be computed based on a point system
defined by the department prior to the recruitment. The E&E scores shall be
computed by the Hawai'i Fire Department's Human Resources Specialist I.
Applicants for designated uniformed positions such as Fire Captain, Fire Equipment
Operator, Fire Prevention Inspector I and Fire/Hazardous Materials Specialist will be
interviewed and/or participate in an assessment center exercise according to their
passing written examination score. Qualified applicants for Battalion Chief, Fire
Captain (Prevention), Fire Prevention Inspector II, Fire/Emergency Medical Services
Specialist III and Fire/Emergency Medical Services Specialist II, and Fire Training
Specialist positions will be interviewed and/or participate in an assessment center
exercise based on meeting the minimum qualifications for that particular
classification. Qualified applicants for the Fire Rescue Specialist, Water Safety
Officer III, and Water Safety Officer IV positions will participate in the physical
ability exercise, interview, and/or assessment center exercise.
The number of applicants interviewed shall be based upon a pre-selected range of
scores as deemed necessary by the Fire Chief or designee based on projected staffing
needs. If no written exam is administered, applicants may be interviewed in
accordance with the department's skill set criteria, which has been developed by the
management staff, for the position and management's review of the applicants'
qualifications.
For the rank of Fire Captain, Fire Equipment Operator, Fire Prevention Inspector I,
and Fire/Hazardous Materials Specialist, applicants will remain eligible for a
minimum of one year from the completion of the scoring of the written examination
COUNTY OF HAWAI'I
HAWAI'I FIRE DEPARTMENT
INTERVIEW AND SELECTION PROCEDURES
Effective March 29,2023
in which the internal list is established. The eligibility period may be extended upon
the request of the Fire Chief and approval by the Director of Human Resources for a
period not to exceed six (6) months.
For the rank of Battalion Chief, Fire Captain (Prevention), Fire Prevention Inspector
II, Fire/Emergency Medical Services Specialist III, Fire/Emergency Medical Services
Specialist II, Fire Training Specialist and Fire Rescue Specialist, Water Safety Officer
Ill, and Water Safety Officer IV, applicants will remain eligible for a minimum of
one year from closing date of the recruitment in which the internal list is established.
The eligibility period may be extended upon the request of the Fire Chief and
approval by the Director of Human Resources for a period not to exceed six (6)
months.
For uniformed classes of work other than those listed above, recruitments may be
conducted as vacancies arise.
If an applicant who was selected for a promotional opportunity does not satisfactorily
complete the new probationary period, the Fire Chief may use the previously referred
internal list in filling the position.
The Fire Chief shall endeavor to provide for timely and consistent annual periods of
recruitment in collaboration with the Department of Human Resources.
Applications for internal recruitments for non-uniformed positions will be reviewed
by the Department of Human Resources. Notices to applicants regarding their
application status will sent by the Department of Human Resources.
C. Open Competitive Recruitment
For Fire Fighter Recruit and Fire/EMS Recruit Applicants
To determine suitability for employment, the Hawai'i Fire Department may conduct
criminal suitability checks to include background and character appraisal checks for
Fire Fighter Recruit and Fire/EMS Recruit applicants.
Individuals referred by the Department of Human Resources from a Fire Fighter
Recruit or Fire EMS/Recruit open-competitive eligible list shall be subject to
suitability checks.
COUNTY OF HAWAFI
HAWAI'I FIRE DEPARTMENT
INTERVIEW AND SELECTION PROCEDURES
Effective March 29, 2023
Suitability checks may include information on the applicant's:
1. Personal History questionnaire
2. Employment history
3. Criminal conviction history
4. Character references
5. Traffic abstract
6. School transcripts
7. Military records
For Water Safety Officer I Applicants
To determine suitability for employment, the Hawai'i Fire Department may conduct
criminal suitability checks to include background and character appraisal checks for
Water Safety Officer I applicants.
Individuals referred by the Department of Human Resources from a Water Safety
Officer I open-competitive eligible list shall be subject to suitability checks.
In addition to the requirements identified for Fire Fighter Recruit and Fire EMS
Recruit, applicants for Water Safety Officer I will be required to complete and pass a
Performance Assessment Exercise in order to proceed on to the interview. The
process for a Water Safety Officer I open recruitment shall be as follows:
1. Conduct an open recruitment application period.
2. Request an eligible list for the identified vacant positions.
3. Conduct a Performance Assessment Exercise for the qualified candidates.
4. Conduct an interview for those who successfully passed the Performance
Assessment Exercise - as identified in the interview section of this policy.
COUNTY OF HAWAPI
HAWAI'I FIRE DEPARTMENT
INTERVIEW AND SELECTION PROCEDURES
Effective March 29,2023
5. Submit recommendation to the Fire Chief for review and approval after
conducting a reference check as identified in this policy.
D. The Interview
An interview and/or assessment center, hereinafter referred as the interview, may be
held to fill a vacant position.
1. When to Conduct
An interview may be held to fill a vacant position. In deciding whether to
hold an interview, the Fire Chief shall consider various factors.
a. The interview shall be used to rate the applicant's suitability for the vacant
position according to factors related to the job and which can be appraised
in an interview, such as oral communication skills, or other skills or
factors which take longer than a brief orientation to acquire and which will
not be taught or acquired on the job.
If an interview is conducted, all interested applicants may be interviewed.
When there is a large applicant pool, the department's skill set criteria
may be utilized during the evaluation process to narrow the slate of
applicants to be interviewed.
b. An interview need not be held where all the applicants are departmental
employees. If an interview is not utilized, the Fire Chief or designee may
base the selection on any or all of the following (not all inclusive):
1. Work history
2. Supervisory Recommendations
3. Recommendations of other employees
4. Other public service or activities that demonstrate desirable traits (i.e.
leadership, creativity, good interpersonal dynamics, etc.)
An interview need not be held for open-competitive recruitment applicants
interviewed by the department in the past three (3) months for the same
COUNTY OF HAWAI'I
HAWAI'I FIRE DEPARTMENT
INTERVIEW AND SELECTION PROCEDURES
Effective March 29,2023
class of work provided that the method of selection (under V.A. above) is
the same.
c. An interview need not be held for open-competitive recruitment applicants
interviewed by the department in the past six (6) months for the same
position, provided that the method of selection (under V.A. above) is the
same.
d. For internal recruitments for uniformed positions, the results of the
interview and selection process will be used during the life of the internal
list or until the internal list is exhausted, whichever occurs first.
2. Scheduling
The interview should be scheduled during the Hawai'i Fire Department
Administration's working hours between 7:45 a.m. and 4:30 p.m., Monday to
Friday. The Fire Chief may elect to schedule interviews after normal work
hours when necessary to accommodate all applicants. Applicants must appear
at their scheduled interview date and time unless mutually agreed upon
arrangements are made in advance.
3. Notification and Documentation
Applicants shall be notified via email of the date, time, and location of the
interview with instructions to confirm receipt of the email within three (3),
working days from the date in which the email was sent. If the applicant fails
to call or reply to the email, the applicant is considered not interested in the
position and will be disqualified from the recruitment process.
The department shall document the applicant's response, including the date
and time of contact.
If the applicant has no interest in the position, the applicant shall indicate so in
writing to the Fire Chief.
4. Preparation
Preparation for the interview shall include, but not limited to, the following:
a. Selection of Panel and Panel Chair
8
COUNTY OF HAWAFI
HAWAI'I FIRE DEPARTMENT
INTERVIEW AND SELECTION PROCEDURES
Effective March 29,2023
The selection of the panel and panel chair shall be made by the Fire Chief
or designee. The panel should include a fair representation of ethnic
groups and gender, to the extent possible. One panel member may be the
immediate supervisor of the position. When higher level or specialized
division positions are being filled and external expertise is required, panel
members may be selected from outside of the County.
When a County employee serves on the panel, his/her job classification
should be equal to or higher than that of the position being filled, unless it
is determined by the Fire Chief that this is not practical.
b. Job Review
The most current job description (which includes the identification of
essential duties in accordance with the Americans with Disabilities Act),
class specification, and department's skill set criteria shall be reviewed by
the panel members to familiarize themselves with the essential functions
of the position and to determine the skills, knowledge, and ability required
to perform the position. Members may also interview the respective
supervisor and former incumbents who performed the same duties to learn
more about the requirements of the position.
c. Interview Questions and/or Exercises
A list of questions and/or exercises and model answers shall be developed
by the Fire Chief or designee to indicate the suitability of the applicant for
the position.
Generally, questions should be designed to elicit qualities other than
technical knowledge. Questions should not call for true-false, multiple
choice, or one-worded answers since those types of questions often reward
memorization rather than analytical ability. The Department of Human
Resources and the Hawai'i Fire Department's Human Resources Specialist
will provide assistance as requested.
Questions and/or exercises must be reviewed with panel members prior to
the first interview. Guidelines on what may or may not be asked in the
COUNTY OF HAWAI'I
HAWAI'I FIRE DEPARTMENT
INTERVIEW AND SELECTION PROCEDURES
Effective March 29, 2023
interview should also be reviewed. Panel members should read and sign
the Interview Panelist Duties and Responsibilities Acknowledgement
Form, Form DHR-RE-703, before the start of the interview.
5. Conducting the Interview
Interviews shall be conducted in a manner that ensures that applicants are
evaluated onjob-related factors and that they are given equal opportunity to
express or demonstrate their competency to perform the duties of the vacant
position.
a. Interviews shall be facilitated by the panel chair.
b. Each applicant shall be told that notes will be taken during the interview.
c. Each applicant shall be given an orientation (written or oral) of the duties
of the position.
d. Each applicant shall be afforded the opportunity to clarify, comment, or
elaborate on any information obtained through a suitability check of the
applicant's work experience, training, or work history.
e. Each applicant shall be informed of the approximate date of selection or
non-selection and method of notification.
6. Findings
Findings shall be recorded by individual panel members after each interview.
A meeting to discuss the findings may be held after all interviews to
recommend a person(s) to fill the position(s). The panel members shall
submit their findings with a short statement explaining the basis for that
recommendation to the Fire Chief. At the conclusion of the interview process,
the Fire Chief or his/her designee shall collect and secure all materials.
10
COUNTY OF HAWAPI
HAWAI'I FIRE DEPARTMENT
INTERVIEW AND SELECTION PROCEDURES
Effective March 29, 2023
E. Reference Check
The Fire Chief or designee shall obtain the selectee's permission to conduct the
employment reference check of at least three (3) employers. Selectee shall complete
the Authorization to Release Personnel Information, Form DHR-RE-548. Ifselectee
does not grant authorization, the selection process for selectee cannot continue. In
this case, the department shall explain to the selectee the impact of applicant not
allowing the authorization.
A reference check may be conducted via telephone from a list of references,
current/former employers, and other professional references provided by the
applicant. The Pre-Employment Written Reference Check, Form DHR-RE-500, may
be used to conduct the written reference check. The Pre-Employment Telephone
Reference Check, Form DHR-RE-502, may be used to conduct the telephone
reference check.
If applicant has no paid work experience, the department may choose to conduct a
Personal Reference Telephone Reference Check and complete Form DHR-RE-501 to
document the information obtained.
Questions shall be designed to elicit pertinent information relevant to the applicant's
work performance history and a pattern of problematic behavior and/orjob
performance issues.
These score sheets shall be turned in to the Fire Chief or designee and shall be
retained with the interview/assessment exercise(s) rating sheets.
F. Fire Chiefs Review
Prior to selection(s), the Fire Chief or designee shall review all findings.
1. The selection(s) shall be based onjob-related factors. These factors may
include, but are not limited to, work experience pertinent to the position being
filled, training and experience, performance evaluation(s) (for current
employees), specific skills demonstration, interview scores, reference checks,
and the ability to perform the essential job duties.
2. Seniority shall be considered only where collective bargaining provisions
allow for such consideration for internal recruitments.
11
COUNTY OF HAWAPI
HAWAI'I FIRE DEPARTMENT
INTERVIEW AND SELECTION PROCEDURES
Effective March 29, 2023
3. The Fire Chief will render a decision to hire or not to hire.
G. Selection and Follow-Up
Upon selection(s), the Fire Chief or designee shall:
1. Contact applicant(s) to make a conditional offer to the selectee(s). If a verbal
offer was made, the department shall follow-up with a formal letter. The
selectee(s) are required to complete the Post-Job Offer Affirmation Regarding
Performance of Duties, Form DHR-RE-569.
2. All applicants not selected shall be notified by letter (paper or email). Letters
will notify applicants of the non-selection and will briefly thank them for their
interest.
3. For an open-competitive recruitment, the selectee(s) shall be informed that the
conditional job offer is contingent upon his/her passing the County ofHawai'i
pre-entry medical examination, the County ofHawai'i pre-entry drug
screening, and/or other required testing, as appropriate for the job. The
required testing shall be scheduled by the Hawai'i Fire Department's Human
Resources Specialist. Failure to pass these required tests shall result in the
selected applicant not being hired.
4. For open-competitive and internal recruitments, the Hawai'i Fire
Department's Human Resources Technician I or Human Resources Assistant
shall record the selection and non-selection results on the referred list and
report the hire(s) to the Department of Human Resources.
H. Record Retention
Documentation of the interview and selection process shall be retained for a
minimum of three (3) years in the Hawai'i Fire Department.
12
COUNTY OF HAWAFI
HAWAI'I FIRE DEPARTMENT
INTERVIEW AND SELECTION PROCEDURES
Effective March 29,2023
Attachments
DHR RE-544 Request to Fill Form
DHR-RE-500 Pre-employment Written Reference Check
DHR-RE-501 Personal Reference Telephone Check
DHR-RE-502 Pre-employment Telephone Reference Check
DHR-RE-548 Authorization to Release Personnel Information
DHR-RE-569 Post-Job Offer Affirmation Regarding Performance of Duties
DHR-RE-703 Interview Panelist Duties and Responsibilities Acknowledgement Form
13
0 Q.n0 3 Q m4'Q p5I c3 -0 0 a(D Q am3-0 0"0)
op
-<0Q (D
03
nsHIIqS Q-
0
w
<
p
(Q
2
.
i?
M
§(
Q
(D
*
^
-r
Qoc
-
r-
(
C
(D
~
(Q
3
'
s?
;
*
^
Q
m
x
?'
S
(D
0
m
s
-
Q
<
'
3
(
D
Q.
C
T
SQ
303-
g(D-0Q 3(i
)3 I<pQQ.
co
(Q
'
:3Qc®
0Q
I?
^
(
0
5-
Q&i
IIII
3
0
'
Q.
5
Q
_
O
Q
•u
~
°
1^^Qw
3
d
Q
.
-0000
-00 0=5
(D (T
>CD (DIa.
(DD(000coQ^c-0 Q.Q ?D</>I(D
Q-0-0 n-Qg-
(D "D
%
0
30(tLfln 0 0=3
-D(D0Q ®0c 3(D3 Q Q.
nQ 03 "+
*Q
IS
Q;
(D CE
>
-
i
2
-
-Q
•
•
c<D
DD
^
0
05
0®-
0
_^
o
5
Qm8-
-
S
^5
w
~
o
n
o
.
=5
(D
(
D
3.
3
0'
^
2
C
D
"
12
-
9
9
Q
5
~3
<
1
Q
(
Q
?
i
i.
?
D
U
>
'
It
-!
-
1
i^
(D
5
DD
D
i
i
i
l?
r
3
<
D
•
~
I'
l
l
.
?-
.
<
0
§
.
'
0^
-
2
Z3
_
+
,
^
1
-"
0
o
'
o
^
s
Q a.a
w
il
l
i
11
1
!
0
Q
<
=
T
~<
(
D
-^
3
3
s
^
3
2
.
§
9
i
Q
Q
-
&
li
t
11
-
f
(D
Q
.
co
3Q3a>CO ~0
_c
(D
<
^
(DD
(D3
-0 Q-0 -0 Q^33(D3 co c a.
(03 3-
(D•o(D (D n
'3s?0 ?aI?^1^
.^
s 5 0-
(^•n
inT n;f d0 0s nSQD0<6
'I
l
l
-l
i
A
.l
i
t
!?
-
;
-
>
-
&-
<
=
.
q
"
Il
l
:l
l
i
^
I t)s niQ.^^^C3Ii •--
I
>^
>
>1
^
»
3
D
3
O
B
™a
i
'
T
O
c
/
i
-
o
d
)
(D
(
D
^
5
.
_
n
(
5
'
°
°
Q
n
4
-
3
^-
U
-
O
-
C
Q
~^
o
'
6
-
Q
ST
3
^
•<
F
T
w
i§
l
"I
s
^0
'
Q
^
^
Q
5
-
f
5
:
3
0 (D 3
§
.
>
3
5
"
<D
C
D
f
r
l
-
^
<
3
^
w
^D Q.
(D30 03
_®-0 Q
Q
.
=5
-
C
D
33
(D
Q
^5
:
D
a
a
3Q (D CD=3
1-
3
i!
^
(
D
?3
(D
(
D
n^
0c3 ~<0 Q Q
CO
(D a>0 (Da0-0 03
0'0D(Dac.
(D Q Q.0 CDn <6
.Qc cs Q.a0nc a>
^Is
-
D
y
£
?p
&
c
s
•I
?^t
'S
3
=:
li
'
Jali^S
=
5
"
S
0
il
:
IIIIQ
't
'
3
g
0
5
"s
=
1°^0>'
-
D
S.
C
D
^
5
^8
§'
3
^
-
5
^C
T
^
IV
^p'
I!II
.1
1
l?
t
It
i'
s
ns
>
'
c
?
>
,i
[
^I I
?)
0
11
0 0 CD<Q0QD0~<
0—+
t<Q0Q3n-<Q3(D 0—h 30c30-
(DD
cDaD(Q co0cria>
(D
.Qc(Dco 0 -n :y(D -0QOD 0370
=
1
D (D3-00 Q
-a0
0
0
(D
S
2
.
:
$
.
D -0
-
0
(D
(
D
Q
Q
D
D
(D
0
)
3
D
-<(D3-00
03 0
03
(D-0Q —+
.3(D3
Qc(D30-
(D
-DQ-<
o
(
Q
0
^
Q
"
a(D
0
0
w'
Q
—t
-
a>0
-<
=
-
co0c n(D
-a8 0=3 <D
'D
700)
-Qc<D
-00 3(Q Q.0"
(D
aQ (DQLO Q'3x a.
-nx33 t»
:
rv 3
03:70c(A 0zr"-<
v»0n ,1^
(Q
D
1 1
^^003-0 c5
'0Q.v'<:3
~
<T
>I3*
tQ0^-0Q (f>3
70m0cm00 d -n r-<>D>z_1^0(/
»—I0
m-0>70—I mz—I0-nIc >z?0 C/
10c:^3n
n0c:z—j 0-nI>^>
00
70(D
a
.<
±
p7
3
.~
~
~
1
7
0
N3
m
0
C
n
M
J
a
.
^
DHR-RE-500
Rev 12/05/2016COUNTY OF HAWAI'I
PRE-EMPLOYMENT WRITTEN REFERENCE CHECK
Applicant Name (Last, First, M.l.) Position Applying For
Previous Employer: _ _ Phone:
Street: Fax:
City, State, Zip:
The above applicant has applied for a position with the County of Hawaii. Attached for your information and file is
a copy of the applicant's "authorization to release personnel information". We would greatly appreciate your
responses regarding the applicant's job performance with your company as we value your input to hire the best
person for the above position. Please attach additional sheets as needed to complete the information below.
For completion by previous/current employer:
Applicant's Position Title:
Company:
Dates of Employment: From __ To
Job Duties:
Reason for leaving: D Quit D Fired D Laid off - if Fired or laid off, enter reason below:
Did applicant abuse any privileges at work? D Yes D No - If yes, explain:
How did applicant relate with others? (co-workers, customers and the public)
On a scale of 1 to 5, with 1 being the lowest and 5 the highest, how would you rate the applicant on the
following in the performance of the job duties:
• Knowledge of the job Comment
• Learning new assignments Comment
• Accepting responsibility Comment
• Following directions Comment
• Accepting criticism Comment
• Being flexible Comment
• Following through on work Comment
(continued on next page)
DHR-RE-500
Rev 12/05/2016
• Using own initiative
• Dependable
• Decision making
• Courteous
• Work attendance
• Supervisory skills (if applicable)
Would you rehire this applicant?
Additional Comments:
Completed by:
Name:
Street:
Ctty/State/Zip:
Signature:
Comment
Comment
Comment
Comment
Comment
Comment
D Yes Q No - If no, explain:
Title:
Phone:
Date:
Please return this form to the contact person below by
Name: Position Title:
Department:
Address:
City, State, Zip:
Confidential Email:
Phone: (808)
Fax:
The County ofsfawa-i'i is an equaC opportunity yrovu&r and'empfbyer.
DHR-RE-501
7/17/2014
COUNTY OF HAWAI'I
PERSONAL REFERENCE TELEPHONE CHECK
APPLICANT_ POSITION APPLYING FOR.
Introduction: "My name is_from the County of Hawai'i, Department of.
(Applicant) has applied for a _ position with the Department of _ and the applicant has granted permission to contact
you as a personal reference. We would greatly appreciate your responses regarding the applicant as we value your input to hire the best person
for this position. May I ask you a few questions regarding this applicant? Q Yes [_] No (Mark person's response)
Obtain the following information and record the information below:
Personal Reference Name: _ Telephone No.:
In what capacity do you know this person? || Friend || Coach || Teacher || Counselor || Neighbor [~] Other
If Other, state relationship:
How long have you known this person? From: _ To:
To your knowledge, has this person ever been fired from a job? || Doesn't Know || Yes II No
If yes, explain:
To your knowledge, has this person ever abused any privileges at work? [_| Doesn't Know II Yes II No
If yes, explain:
How does this person relate with others? (co-workers, customers and the public)
On a scale of 1 to 5, with 1 being the lowest and 5 the highest, how would you rate this person on the following?
• Honesty _ Comment
• Dependability _ Comment
• Accepting responsibility _ Comment
• Following directions _ Comment
• Accepting criticism _ Comment
• Being flexible _ Comment
• Using own initiative _ Comment
• Decision making _ Comment
• Courteous _ Comment
• Work attendance _ Comment
• Supervisory skills (if applicable) _ Comment
Would you recommend that this person be hired for this position? || Yes || No If no, explain:
DHR-RE-501
7/17/2014
Do you have any additional comments to share with us? [_] Yes || No
Thank you for taking the time to answer our questions! We really appreciate your input.
Recorded by:
Print Name Date/Time
DHR-RE-502
Rev 12/05/2016COUNTY OF HAWAI'I
PRE-EMPLOYMENT TELEPHONE REFERENCE CHECK
Applicant Name (Last, First, M.l.) Position Applying For
Previous Employer: _ ___ Phone:
Street: Fax:
City, State, Zip:
Introduction: "My name is _ from the County of Hawai'i, Department of
(Applicant) has applied for a _ position with the Department of_ and we have (Applicant's)
permission to verify his/her employment information with your company. We will fax the authorization to release
information to you in a few minutes. May I have your fax no. to send the authorization form? Meanwhile, may I ask
you a few questions regarding this applicant's job performance with your company as we value your input to hire the
best person for this job."
Obtain the following information from the employer and record the information below:
Previous Employer: __ Phone:
Contact Person/Job Title:
Applicant's Position Title:
Dates of Employment: From _____ To
Position Title:
Job Duties:
Reason for leaving: D Quit D Fired D Laid off -If Fired or laid off, enter reason below:
Did applicant abuse any privileges at work? D Yes D No - If yes, explain:
How did applicant relate with others? (co-workers, customers and the public)
Sfawai'i County is an equaCqpjjartunity provider cmcC empCoyer.
DHR-RE-502
Rev 12/05/2016
On a scale of 1 to 5, with 1 being the lowest and 5 the highest, how would you rate the applicant on the
following in the performance of the job duties:
• Knowledge of the job Comment
• Learning new assignments
• Accepting responsibility
• Following directions
• Accepting criticism
• Being flexible
• Following through on work
• Using own initiative
• Dependable
• Decision making
• Courteous
• Work attendance
• Supen/isory skills {if applicable)
Would you rehire this applicant? D
Additional Comments:
Recorded by:
Name:
Date:
Comment
Comment
Comment
Comment
Comment
Comment
Comment
Comment
Comment
Comment
Comment
Comment
3 Yes D No - If no, explain:
Title:
Sfawai'i County is an ecpmC oyyortunity jn-ovider ancC empCbyer.
<a
-
r
Q
'
$
w
0
b
c
1.
9
-
$°
'
0 sQ3 3'Q N<I>w-wQV*0 3*^0-
•o<BI3Q ft<B 303Q •ai»a 3an o^ST
~<0c
C/l00Q V.
(Dnc -<zc30(D I:c (1
>-D-0 0Q3 00zQ3(D 9°CO
(Q3Q c (D
l:
i
§
'
Sl
^
51
1
?2
-
$
!
^
c
T
?
^i
?
is
?
c
ji
'
^
-
o
^
-
Q
:
0
5
'
Q
li
l
l
(D
~Q
TIl
l
§
Q
^
-
I
?
^
§§
@
n
•
<
^
-
?§
1
Q-
N
"
§
Q
<
D
-
Q-
=
?
2
5
"
(
D
~3—^0
(D
5
-
Q
(
Q
3
0
Q-
6
=.
:
0
-
t/
>
-
h
o
Q
Q
0
=
?
1?
§
i^
0
3Q3
(DJ2c(D3n(D
ss
=i
-
0
Q
=
S
Q0-
(D J3
0
c
c
Q
—13
®~
<
a.
o
:
3°
'
-u
II
3.
c
T
?!?!
3
Q 0
°
.
^-
0
Q
II
?
CL
Q
^
-±
^
<
T
>
3-
0
Q
3^°
C
o
(
D
^
-
D
Q
.
Q
U
.
®
a
I
t
^&
i
1
0
<
D
Q
?
-
^
It
^
_:
-
<
?'
o
9
11
£
us
Q:
S
3
-
^Q
3
:
0 -0
3 Q.
(D
QS:
^
0
(D
0
Q
w
~
t
c
CO
T
T
5
3
0^
(
D
'
<
sj
s
,
Q (D
u-
^
;
0
01
0u-
0 -070m00m 070 m70 b-<m7000 v>
°
C
0
-a
3
ro
-
o
i.
i
m'
S
-
0
*
<
§(D
070 0z 0 70mm>t/
»70
t/
10zzm 0?0 §0z
00 0-n 3:>>
®<
0
u
^
^
7
0
>5
m
0
L
n
4^
u
c
o
DHR-RE-569
(08/15/15, rev. 04/18/16)
COUNTY OF HAWAI'I
POST-JOB OFFER AFFIRMATION REGARDING PERFORMANCE OF DUTIES
Name: Job Title:
Department: Position Number:
*Position Description Form is Enclosed D
Position is listed on Appendix C as a D Safety-sensitive position D Commercial motor
vehicle operator position
(Trint Wame)
have read the enclosed position description duties ) and attest to the following:
D I am able to perform the essential duties of the position with or without reasonable
accommodation.
D I have also read the Physical Requirements of the Position (Form DHR-CP-OOIb) if position
is identified above as safety sensitive or commercial motor vehicle operator and can
perform the essential duties of the position with or without reasonable accommodation. (If
not applicable, leave this box blank)
CERTIFICATION AND AUTHORIZATION
I hereby certify that all statements made are true and correct to the best of my knowledge.
Signature of Applicant/ Employee Date
DHR-RE-70301/31/16
COUNTY OF HAWAI'I
Interview Panelist Duties and Responsibilities
Acknowledgement Form
I hereby understand and acknowledge my duties and responsibilities as an
interview panelist for the Department.
In my role as an interview panelist, I will adhere to the training that I have
received and will not use any of the following protected categories, in
accordance with federal and state laws, in my rating of applicants for the
position being interviewed:
• Age
• Sex
• Race/Color
• National Origin/Ances+r/
• Religion
• Disability
• Genetic Information
• Gender Identity
• Gender Expression
• Marital Status
• Arrest & Court Record
• Sexual Orientation
• Military Service
• Veteran's Status
• Pregnancy
• Lac+ation
• Assignment of income for child support obligations
• Citizenship
• Victim of Domestic or Sexual Violence
I also understand that I will not discuss with anyone, not even in general terms,
the information presented in the interview, the applicant ratings, and the
recommendations of the interview panel with anyone outside of the interview
panel process, unless authorized by the appointing authority or its legal
representative. I acknowledge that I may be called to testify at grievance,
djscrimina+ion, or appeal board hearings in my role as an interview panelist in the
event there is a grievance or complaint filed.
Print Name/Signa+ure Date
3-fawai'i County is an TqnaC 'Opportunity Trovider ancf'Emp Coyer.
A_PS-CMLEIOCAI lit, AH.C10
HAWAII DIVISION
495 Manono Street
Hilo, Hawaii 96720
Telephone: 808.935.684S
Fa<.simiie;808.%1,2437 www hgea (xg
March 28, 2023
County of Hawai'i - Hawaii Fire Department CONSULTATION #23-0117
Mr. Kazuo Todd, Fire Chief
25 Aupuni Street, Suite 2501
Hilo, Hawaii 96720
RE: Proposed Amendments to the Department's Interview and Selection
Procedures
Dear Mr. Todd,
We are in receipt of your letter dated March 7, 2023, regarding the proposed amendments
to the interview and selection procedures.
After reviewing the proposal and gathering information, Hawaii Government Employees
Association (HGEA) has no objection with the request and that it is in accordance with
the collective bargaining agreements. We, however, do reserve the right to grieve any
problems that may arise.
If you have any questions, please contact me via email at jsumera@hgea.org
Mahalo,
Jodi K. Sumera
Union Agent
If A W All d 0 V [ R N ?v) f t'i I ( M Pi 0 Y ! t S A S S 0 ( 1/^11 0 ?s!
^wir^fs/>HAWAII FIRE FIGHTERS ASSOCIATION
INTERNATIONAL ASSOCIATION OF FIRE FIGHTERS LOCAL 1463, AFL-CIO
1018 PALM DRIVE, HONOLULU, HAWAII 96814-1929
TELEPHONE (808) 949-1566 FAX: (808) 952-6003
WEBSITE: www.hawaiifirefighters.org
March 23, 2023
Via E-Mail
Mr. Kazuo Todd, Fire Chief
Hawaii Fire Department
County of Hawaii
25 Aupuni Street, Suite 2501
Hilo, Hawaii 96720
RE: Interview and Selection Procedures - Proposed
Aloha Chief Todd,
The Hawaii Fire Fighters Association ("HFFA") is in receipt of your March 6, 2023-dated email
correspondence relating to the above-mentioned subject. Thank you for consulting with us over
the matter and, as these procedures currently stand, the HFFA does not foresee any adverse impact
on our Bargaining Unit 1 1 ("BU-11") membership. Nevertheless, due to the yet to be resolved
matter of a member's "length of time within the Fire/EMS position," the HFFA reserves the right
to continuous and ongoing consultation and/or negotiations pursuant to the BU-11 Collective
Bargaining Agreement ("CBA") and Chapter 89 of the Hawaii Revised Statutes to address the
"length of time" issue and/or any issues or problems that may arise.
Sincerely,
<2JL»-M^^
Robert H. Lee
President
Cc: Mr. Charles Spain - Hawaii Division Chairman - HFFA
.CS9--