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HomeMy WebLinkAboutFIRE DEPARTMENMT HIRING PROCEDURES Final Fire Devartment Hirin2 Procedures Provosal Overview: The hiring practices and the International Public Management Association (IPMA) Test utilized by the Augusta-Richmond County Fire Department have been placed under scrutiny in relation to minority hiring. In response, the EEO Office assembled a working team including the following individuals: Chief Willis, Fire Department Chief Chris James, Fire Department Training Chief . James Freeman, Fire Department Battalion Chief Charles Masters, Fire Department Sergeant Robby Bums, Interim HR Director Moses McCauley, HR Employment Manager Richard Burts, Fire Department Battalion Chief Diana Darris, EEO Coordinator The team agreed upon the use of a new test and updated the hiring procedures. The detailed recommendations for changes are outlined in this proposal. Synopsis: . The work team recommends changing the test from the current International Public Management Association (IPMA) Entry-Level Firefighters Test to the Selection Solutions Entry-Level Firefighter Written Test administered by the CWH Company. The CWH Test has been recommended by the Department of Justice due to its high validity and low minority adverse impact. The test is also endorsed by the International Association of Fire Chiefs. Candidates do not need prior firefighter knowledge to do well on this test. Exam study guides will be provided for each candidate prior to taking the test. . The recommended testing company (CWH) generates candidate profiles and disparagement data for each testing pool. HR will use the testing company data to gather minority adverse impact reports and other minority candidate profiles after each test session to reflect what (if any and to what degree) disparagements existed during the exam process. HR will store applicant pool data for a period of ten-years and have such information readily available for review. Applicant test scoring and analysis cost $11.00 per candidate. The test study guides cost $1.50 each. . A Jr. Cadet Program for Youth will be facilitated by the Fire Department. . More targeted ongoing recruitment efforts will take place to generate a larger pool of qualified women and minorities. . The Fire Department's Oral Interview Panel will be made up of Augusta Fir.e Department Personnel with the rank of Captain and below, and a representative from the Augusta-Richmond County Human Resources Department. The five-member multicultural interview panel will include at least one female, and one individual from a historically under-represented ethnic group. Challen2es and Solutions Identified Challenge #1 Some individuals alleged that the IP MA test was unfavorable towards minorities, while others claimed that it was not necessarily bias. No detailed data to support or disclaim any alleged test bias was maintained over a long period of time. Solutions: -After group discussion, a recommendation has been made to use the CWH Test* as opposed to the IPMA Test. -Each applicant will be given a study guide for the test in advance. Reasoning: -Due to internal issues, the previously used IPMA Test has become too controversial for our organization. - The CWH Test was one that multiple internal constituents could agree upon. - The CWH Firefighter Test that is administered by the Selected Solutions Company does not measure prior job knowledge, but rather one's ability to do the job well once firefighter training is received. -The CWH Test measures basic skills such as reading-comprehension and math. -The CWH Test is in traditional multiple choice or short answer format. -The recommended CWH test also measures the personality traits needed to perform well as a firefighter such as extroversion and conscientiousness. - The use of the CWH Study Guide should better equip candidates who take the test. -HR will maintain data to reflect test disparagements (if any) and candidate demographics for each testing pool. * The CWH Selected Solutions is an award-winning entry-level test. It has been nationally validated in Fire Departments across the country. The test has been recommended by the Department of Justice in a landmark 2001 lawsuit due to its high validity and low adverse impact. It has also been endorsed by the International Association of Fire Chiefs and is the only entry-level written exam to receive an endorsement by this association. Identified Challenge #2 Increase the number of qualified multicultural applicants. Solutions: -Advertising in diversity targeted locations in advance. -Link to local university Student Career Service Offices to attract a more diverse applicant pool. - The Fire Department will create a cadet program for youth to develop an ongoing career interest. Identified Challenge #3 Create a more equitable and smooth hiring process for all applicants. See the attachment under the Hiring Procedures Section of this report. Identified Challenge #4 The oral interview committee composition. The Fire Department Chief will set up a rotating list of individuals to sit on the oral interview panel to ensure that different individuals from the Fire Department are included in the candidate screening process. The multicultural five-member interview panel should include at least one female and one individual from a historically under-represented ethnic group. Fire Devartment Hirin2 Procedures Step One Recruitment and hiring for firefighters will take place annually. For a period of at least thirty-days, the Human Resources Department is required to advertise open positions in a variety of locations (websites, newspapers, university sites for student careers, radio, or magazines), including at least three separate venues which directly target multicultural populations. Step Two Candidates will submit applications and are required to attach proof of High School graduation or the equivalent. Step Three Candidates who have the minimum qualifications are sent a packet including, a letter inviting them to take an upcoming Selections Solutions Entry-Level Firefighters test, a test study guide and a test registration form. Candidates who do not have the minimum qualifications of a High School Diploma or equivalent are eliminated from the process and sent a regrets letter within sixty-days of applying. Step Four HR will administer a written test and forwarded the completed test to the CWH Testing Company for scoring. Step Five Candidates must score seventy-percent or better to pass the written test. Once scored and received back by HR, the names of the candidates who passed and their test scores will be forwarded to the Augusta Fire Chief. Step Six Within two-weeks of the receipt of the exam scores in the HR Office, candidates who score seventy-percent or above will be notified of the date, time and place that the physical agility exercise will be administered. Notice will be sent out by HR in collaboration with the Fire Department. This is a pass or fail assessment of the candidate's physical ability to perform the work of a firefighter. The final pass or fail score should be forwarded to HR from the Fire Department within seven-working days. Step Seven After the physical agility exercise scores are received by the Fire Department, HR will compile a list of candidates who pass the written test and the physical agility exercise. HR will then extend the opportunity for oral interviews to all qualifying candidates. The Fire Department Chief will set up a rotating list of individuals and a Panel Coordinator to sit on the oral interview panel to ensure that different individuals from the Fire Department are included in the candidate screening process. The Panel Coordinator will serve as a non- grading member of the panel. The multicultural five-member interview panel should include at least one female, and one individual from a historically under-represented ethnic group. Members of the interview panel from the Fire Department should be below the rank of Captain. The interview panel will rate each applicant under the same process on a scale of one-to-six with six being the highest score. The totals of each member of the panel will be averaged together for a final interview score for each candidate. Step Eight Candidates will receive an average score based on the following formula: the test score + the oral interview score average, divided by two= the total ranking score. The Panel Coordinator will collect the score sheets and average group score total for each candidate. The Coordinator will then generate a list of candidates ranked from the highest to the lowest scoring candidates. This list will be submitted to the Fire Department Chief for final hiring selections to be made with the highest scoring candidates being selected first. Candidates are required to meet all of the physical exam and substance abuse screenings outlined by HR. Candidates who do not meet the minimum qualifications and/or requirements will be sent a regrets letter by HR. If a candidate declines a job offer, the next highest scoring candidate on the list will be selected. Each candidate ranking list can be maintained for a period of six- months. After a period of six months, a new candidate pool and list must be generated. HR is required to notify each pending candidates of their current status every three-months. Step Nine As an agreed upon condition of employment, hired employees have up to I8-months to complete the Georgia Emergency Medical Technician (EMT) Intermediate Certification requirements. Candidates who fail to meet the EMT requirement will be terminated. During this I8-month period, employees can take the exam multiple times. Online exams are also available in the local community. Firefighters who remain in service will receive on the job training and support to assist in improving their skills. Step Ten Demographic data will be collected on the entire applicant pool. HR is responsible for collecting and maintaining data in relation to applicant demographics, race-scoring comparisons, testing percentages and evaluations to screen for any possibly test disparagements must be received from the testing company. On behalf of Augusta Richmond County, HR will maintain demographic data for each candidate for a period of ten-years. After each hiring pool process has ended, HR should send copies of such data (the ethnic and gender breakdowns of each pool, and how each candidate scored at each level of the application process) to the Fire Department and the EEO Office.