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KOUKAMMA MUNICIPALITY
RECRUITMENT, SELECTION AND
PLACEMENT POLICY
Adopted by Council
15 December 2009
Table of contents
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NO Topic Page
1 Objectives of the Policy 3
2 Application of the Policy 3
3 Definition 3-4
4 General Principles 4-5
5 Policy statements 5-7
6 Authority to recruit 7
7 Recruitment sources 8
8 Elements of Recruitment and Selection Process 8
9 Identify sources of recruitment 9
10 Advertisement of vacancy 9
11 Gather applicant data 9
12 Compile short listing according to approved criteria 10
13 Conducting interviews 10-11
14 Selection and Assessment Methodology 11
15 Rating 11
16 Record keeping 12
17 Selection decision 12
18 Head hunting 12
19 Feed back to Line Management and Human Resources 12
20 Appointment of suitable candidate 12
21 Induction of the appointee 12
22 Confirmation of probation 13
23 Audit and Measurements 13
24 Promotion of internal candidates ahead of external applicants 13
25 Nepotism and/ Favouritism 13
26 Cause for non selection 13-14
27 Unsolicited applications 14
28 Adoption and approval of the policy 14
1. RECRUITMENT, SELECTION AND PLACEMENT POLICY
1.1. OBJECTIVES OF RECRUITMENT, SELECTION AND PLACEMENT
POLICY
Ca) To apply consistent, transparent, procedurally and substantively fair
recruitment and selection procedures;
(b) To give effect to fair recruitment and selection processes;
(c) To ensure that the recruitment process complies with the relevant
legislation.
(d) To provide an effective system that is to be used by Koukamma Local
Municipality in filling vacant positions;
(e) To provide guidelines for the systematic process through which line
managers can request the approval for filling of vacancies;
(D To ensure that all candidates are selected objectively and on merit;
(g) To attract, obtain and retain people with the required competencies;
(h) To ensure that a continuous supply of high quality human material is
available to meet the Municipality's immediate and future human
resource needs;
(i) To establish or cultivate a positive image of Koukamma Local
Municipality as an employer in the labour market;
(i) To market the Local Municipality's careers in order to attract
sufficient number of potential employees for selection.
2. APPLICATION OF THE POLICY
(a) This policy is applicable and binding to both the Municipality and all
candidates, and shall become operative on the date that it is approved by
Council.
(b) This policy shall not be applicable to positions specifically created for the
purpose of pursuing a special project undertaken by the Municipality.
3. DEFINITION OF TERMS.
In this policy, unless the context indicates otherwise:
3.1 "Candidate" means an applicant for a post.
3.2 "Council" means the Executive Council of Koukamma Local
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Municipality.
3.3 "Municipality" means the Koukamma Local Municipality.
3.4 "Recruitment" refers to the set of activities undertaken by the Human
Resources Management Department to attract sufficient job candidates who
have the necessary potential and competencies needed to assist the
Municipality achieve its objectives.
3.5 "Competency" refers to knowledge, skills, attitude or behaviour of the
candidate.
3.6 "Reference check" means the process of gathering information about the
candidate's work history from people/institutions/organisations with whom the
candidate has been associated.
3.7 "Selection" is the process of making a choice from a list of candidates, the
person or persons who best meet the selection criteria or the set performance
standards for the available position.
3.8 "Placement" refers to the process of placing or putting the selected
people into jobs.
3.9 "Union" refers to a trade union or employee association recognised by the
Municipality.
3.10 "Disability" means long term or recurring physical or mental impairment
which substantially limits a person towards performing his/her duties
3.11 All terminology not defined under clause 3 of this Policy shall bear the same
meaning as in applicable legislation.
4. GENERAL PRINCIPLES OF RECRUITMENT
4.1 Recruitment of candidates shall be done only when a vacant post exists in
the approved organisational structure and shall be undertaken by Council.
4.2 Candidates shall be employed purely on the basis of job-related
requirements; personal attributes, competencies and abilities, and that,
individuals shall be given equal opportunities to be recruited.
4.3 Local communities shall be preferred; however this should not be
misconstrued to mean that other communities shall be excluded.
4.4 Affirmative Action, Equity strategies and targets shall be taken into
account when recruiting.
4.5 Labour relations legislations shall be taken into account to ensure fair
and equitable recruitment.
4.6 Any candidate believed or found to have canvassed support with the
view to be recruited in the service of the Municipality shall be disqualified
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for such recruitment.
4.7 Vacancies arising as a direct result of the introduction of a special project
to be undertaken by the Municipality shall be filled in consultation with the
Unions in a manner determined by the Council. The recruitment for such
vacancies shall not necessarily be subjected to this policy.
4.8 Recruitment shall be undertaken in terms of the Municipality's value
system (e.g. the Code of Conduct).
4.9 Recruitment shall also be attuned in such a manner that it establishes a
positive image of the Municipality as an employer in the labour market.
4.10 Recruitment actions shall ensure that a continuous supply of high
quality human material is available to meet the Municipality's
immediate and future human resource needs.
5. POLICY STATEMENTS
5.1 FOUNDATIONAL PRINCIPLES
5.1.1 The staffing policy and its implementation will be fundamentally aimed at
matching the human resources to the strategic and operational needs of the
Municipality and ensuring the full utilization and continued development of these
employees.
5.1.2 Each appointment must be rationally and objectively justifiable by reference to
the strategic and operational needs of the Municipality.
5.1.3 All appointments will be permanent, except fixed term contracts,
Learnerships, internships, in-service training, and temporary appointments-
which should not exceed a maximum period of 12 months.
5.1.4 The responsibility of the Municipality is to determine the strategic and
operational needs of the Municipality, and the relevant reporting and
Manager or Departmental Head structures of the Municipality.
5.1.5 All aspects of the staffing, structuring, recruitment, selection, interviewing and
appointment of employees will be non-discriminatory and will afford
applicants equal opportunity to compete for vacant positions, except as
provided in this policy with reference to affirmative action and employment
equity.
5.1.6With reference to the Constitution of South Africa,1996 (Act 108 of 1996)
as amended and the provisions of Chapter 11 of the Employment Equity Act
55 of 1998, under no circumstances should any person be refused
employment on any arbitrary or discriminatory basis, including but not limited
to race, gender, sex, pregnancy, marital status, family responsibility, ethnic
or social origin, colour, sexual orientation, age, disability, religion, HIV
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Status, conscience, belief and/or opinion, taking into account the provision of
Chapter 111 of the Employment Equity Act, Act 55 of 1998.
5.1.7 The municipality is an employment equity employer, and, as such, preference
will be given to suitably qualified candidates who are members of designated
groups as defined in section 1 of the Employment Equity Act of 1998 as
consisting of black people, women and people with disabilities.
5.2 EQUITY CONSIDERATION BY EMPLOYER
5.2.1 The municipality shall take steps to promote equal opportunity in the
workplace by eliminating unfair discrimination in any employment
policy or practice.
5.2.2 It is affirmed that it will not constitute unfair discrimination to take affirmative
action measures consistent with the purposes of the Employment Equity Act
of 1998 as set out in this policy or to distinguish, exclude or prefer any person
on the basis of an inherent requirement of any job.
5.2.3 As a defined designated employer in terms of section 1 of the Employment
Equity Act of 1998, and, as such, the provisions of Chapter the Employment
Equity Act is directly applicable to the Employer.
5.2.4 As employer, municipality must take reasonable steps to consult and reach
agreement on matters listed in section 17 of the Employment Equity Act with
its employees or representatives nominated by the employees, subject to the
provisions of section 16 of the Employment Equity Act.
5.2.5 Municipality must collect information and conduct an analysis in the
prescribed form, of its employment policies, practices, procedures and the
working environment in order to identify employment barriers which adversely
affect people from designated groups in terms of the provisions of section 19
of the Employment Equity Act of 1998.
5.2.6 Municipality must prepare and implement an employment equity plan which
will achieve reasonable progress towards employment equity in the
Employer's workforce, and such plan shall contain, at the very least, the
information listed in section 20[2] of the Employment Equity Act of 1998.
5.2.7 Municipality shall comply with the provisions of section 21 [reporting to the
Department of Labour], section 23 [preparation of successive employment
equity plans] and all other provisions of Chapter 111 of the Employment Equity
Act of 1998.
5.3. AFFIRMATIVE ACTION
5.3.1 As a designated employer the Municipality must, in order to
achieve employment equity, implement affirmative action
measures for people from designated groups as defined in section
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1 of the Employment Equity Act of 1998. Designated Groups
means black people, women and people with disabilities and black
people is defined in the Employment Equity Act as a generic term
meaning Africans, Coloureds and Indians.
5.3.2 Affirmative Action measures are measures designed to ensure that
suitably qualified people from designated groups have equal
employment opportunities and are equitably represented in all
occupational categories and levels in the workforce of the Employer.
5.3.3 Affirmative Action measures include, but are not limited to, the
following:
lai measures to identify and eliminate employment barriers,
including unfair discrimination, which adversely affect people
from designated groups;
[c] making reasonable accommodation for people from designated
groups in order to ensure that they enjoy equal opportunities
and are equitably represented in the workplace of the Employer;
[d] measures to ensure the equitable representation of suitably
qualified people from designated groups in all occupational
levels in the workplace of the Employer;
[e] measures to retain and develop people from designated groups
and to implement appropriate training measures, including
measures in terms of the Skills Development Act of 1999.
�042No provision in this policy should be construed as requiring the
Municipality to take any decision concerning an employment policy
or practice that would establish an absolute barrier to the
prospective or continued employment or advancement of people
who are not from designated groups.
This includes, but is not limited to, any decision relating to the
termination of employment of any employee of the Municipality for
reasons not relating to the conduct or capacity of the employee or
the operational requirements of the employer in terms of the
provisions of Chapter VIll of the Labour Relations Act of 1995 as
amended.
6. AUTHORITY TO RECRUIT
The responsibility for the appointment of personnel rests with the
Municipal Manager of the Municipality or his/her delegated
assignee(s) in terms of section 55(1 )(e) of the Local Government:
Municipal Systems Act, 2000 (Act 32 of 2000).
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7. RECRUITMENT SOURCES
a. Recruitment activities shall be dependent on the Municipality's human
resource requirements as identified through the Municipality's Human
Resource Business Plan;
b. The choice of the media for recruitment purposes shall comply with the
requirements of the Labour Relations Act, 1995;
c. Internal and local sources of recruitment shall receive priority as it is
cost effective and serves as motivation for the Municipality employees
and the local communities;
d. External recruitment may be undertaken by means of advertisements.
Use of employment agencies may be undertaken but with due
consideration of the high costs involved. This avenue shall, therefore,
only be resorted to when all other avenues have been fully exhausted;
e. Career exhibitions and visits to schools, Colleges, Technikons,
Universities, etc. may also be used as a source, depending on the
Municipality's human resource needs and the target group.
f. Due to the above avenue's time-consuming nature and the fact that it
may not be as cost-effective as the others, such visits to Technikons
and Universities shall be limited, but attempts shall be made to furnish
them with the latest career information material. However, the
Municipality shall ensure that tertiary institutions are in possession of
the Municipality's latest career information material and that employers'
days offered by these institutions are attended.
8. ELEMENTS OF RECRUITMENT AND SELECTION PROCESS
a) Determine a need to fill the vacancy. When a vacancy appears, the
necessity for the filling of the post must be considered, taking the
following into account:
b) Budgetary constraints: Is the position budgeted for, or will there be a
need for the re-deployment of money on more urgent, critical and
important needs which are core enhancing and enable quality service
to our clients;
c) The position may be kept vacant to address affirmative action through
the appointment of a candidate who might still be undergoing training;
d ) Redeployment of employees from other sections, internally.
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9. IDENTIFY THE SOURCES OF RECRUITMENT.
(a) First establish whether or not suitable candidates are available
internally by advertising the vacant post internally through the
Municipality's communication procedure/bulletin. This does not
apply to senior posts.
(b) Promote the employment equity policy as a good business practice;
(c) If there is a candidate/s in another department that may be suitable
for appointment, clear consultation must take place prior to any
offers of employment being made,
(d) Recruitment agencies should be a last resort due to the expenses
involved with their utilisation.
10. ADVERTISEMENT OF THE VACANCY
(a) To ensure a diverse pool of candidates, advertisements should be placed
in the appropriate media if no internal candidates can be identified;
b) The means of attracting applicants or the wording of the advertisements
must be done carefully so as not to constitute direct or indirect
discrimination;
c) Attracting applicants by word of mouth, relying solely on waiting lists, etc.
may constitute forms of indirect discrimination;
d) Information contained in the advertisement should be consistent with the
requirements as set out in the job specification;
11. GATHER APPLICANT DATA
Human Resource's Office must ensure that all relevant data is available and
verified. This includes:
�042Curriculum Vitae of applicants;
�042Personal documentation;
�042Educational certificates;
�042References from previous employers ( information has to be cross-
checked)
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12. COMPILE SHORT LISTING ACCORDING TO THE APPROVED CRITERIA
a. Short listing of candidates shall be the responsibility of a panel
established on an ad hoc basis for interviewing the candidates;
b. When compiling the short-list, a healthy balance must be struck
between the various items of applicant data;
c. It is unethical to promise a job prior to the finalisation of the recruitment
and selection process and the necessary consultation between
departments (where applicable). Under no circumstances should a job
offer be made at this stage.
13. CONDUCTING SELECTION ASSESSMENT OR INTERVIEWS
a. The assessment results should not be used as the only tool to decide
on the right person for a position but should form part of the selection
process and be utilised during the final decision-making phase;
b. The panel of interviewers for the positions should comprise of the
Municipal Manager; a line function Manager and a Human Resource
representative ( ideally a Human Resource practitioner).
c. For all interviews taking place in the Municipality two union
representatives from recognised union(s) must participate in an
observatory capacity. However, should there be a procedural
incorrectness during the interviews the unions representatives have
right to object the interview process in writing within forty-eight (48)
hours
d. In the case of senior management positions, short-listed candidates for
appointment must undergo a panel interview with a minimum of four
(4) panellists, (preferably the Municipal Manager and the Head of
human resources and the Head of a department). A member of the
Council must be invited to sit in the panel.
e. Impressions gained during the interview must be clearly documented.
At the conclusion of the interview, the candidate should be informed of
the next stage in the selection process. No offer of employment should
be made - verbally or otherwise, at this stage.
f. At all stages, the selection criteria used should be clearly documented
and should clearly state reasons for accepting, short-listing or rejecting
each candidate. This will assist in cases where the candidate refute the
outcome of the process or alleges discrimination or unequal treatment
g Selection criteria shall be objective and related to the inherent
requirements of the job and realistic future needs of the Municipality.
The central guiding principle for selection shall be competence in
relation to the inherent requirements of the job provided that selection
shall favour, as determined by the targets, suitably qualified applicants
as defined in section 20[3] of the Employment Equity Act.
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h. Unless formal or statutory qualifications are clearly justified as essential
for the job, relevant experience/performance, training [internal/external]
as reflected and measured through competencies, and potential for the
prospective vacancy shall be an important criterion.
i. Canvassing, i.e. attempting to solicit the influence of any person who
could substantially influence the selection process by job applicants, or
any other person on behalf of job applicants, for posts within the
Council's service is prohibited and evidence thereof will disqualify the
applicant's application for consideration for appointment.
14. SELECTION AND ASSESSMENT METHODOLOGY
15. RATING
. The Municipality will only make use of assessment techniques
which:
[a]
[b]
[C]
have been shown to be valid and reliable
can be applied fairly to all employees
are not biased against any employee or group
�042All parties will uphold the strictest confidentiality in respect of any
information supplied.
�042The assessment process is an integrated process and the final
decision shall be based on the results of the whole process.
0 The Human Resources function is responsible for ensuring the
integrity of the assessment process and the use and application of
assessment techniques.
�042Medical testing will only be utilized if required or permitted by
legislation or if it is justified in the light of medical facts with regard
to the inherent requirements of the job.
�042Reference checking: Pre-screening to validate information on the
Curriculum Vitae and/or application form may be conducted in
relation to the inherent requirements of the job.
The following references can be contacted to verify the employment
history of the applicant:
- Current employer
- Previous employer
- References given by applicant
All rating of candidates against the identified competencies to be done on the
basis of a standardized methodology and the selection panel to be trained in
such methodology.
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16. RECORD KEEPING
Adequate records of the entire selection process need to be maintained, including
selection and short listing criteria: reasons for inclusion/exclusion of candidates;
structured interview guide; copies of all other assessments utilised;
comprehensive notes on assessment of each candidate; assessment ratings;
reference checks. As in the recruitment process, these records need to be
maintained for the prescribed period.
17. THE SELECTION DECISION
a. The selection decision is based on the assessment of the candidates in
conjunction with section 20[3] and particularly 20[3]d of the
Employment Equity Act and in the context of Municipality
requirements.
Targets, based on the employment equity plan of Municipality, will be
set to guide the preferential order of appointment at the Municipality.
18. HEAD HUNTING
Head hunting will be applied with caution at all times, and it may be employed at any
stage of the selection process, when the selection panel is of the opinion that the
assessed candidates are not suitable and / or do not meet the requirements of the
employment equity plan. Normally targeted persons will be provided with the copy of
the recruitment advertisement and allowing them to apply of their own accord, unless
otherwise the selection panel so decide.
19. FEEDBACK TO LINE MANAGEMENT AND HUMAN RESOURCE
DEVELOPMENT
Human Resources Development and Training Section is responsible for
debriefing Heads of Department on the strengths and developmental areas of
the successful candidates.
20. APPOINT A SUITABLE CANDIDATE ON PROBATION
A written letter of employment (with conditions of service) must be made to the
successful candidate and his formal acceptance thereof, obtained. Ensure that all
logistical arrangements regarding date/time/place of assumption of duty, office,
furniture, stationery, etc. have been made and are in place timeously..
21.INDUCTION OF THE APPOINTEE
Induction must be dealt with according to the Human Resource Development Policy,
b.
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22. CONFIRM PROBATION.
The induction process must be seen and treated as an integral part of an
employee's probationary period. Successful completion of the probationary period
Implies automatic confirmation of the employee's appointment, unless formally
informed to the contrary.
23. AUDIT AND MEASUREMENT
a. Use placement and exit interviews as part of auditing and
measurement;
b. Ensure that ethics have been upheld. Issues such as unduly
advantaging oneself, friends or relatives and confidentiality must be
closely monitored;
c. To ensure fairness in all selection practices, audits will be undertaken
on an annual basis by an independent auditor. Should circumstances
dictate that selection instruments be used, such instruments will be
appropriately validated;
d. Ensure that internal candidates are never disadvantaged with respect
to information regarding vacant positions.
24. PROMOTION OF INTERNAL CANDIDATES AHEAD OF EXTERNAL
APPLICANTS
Internal applicants shall wherever possible, be appointed ahead of external
applicants on condition that they meet all the advertised Municipality's Employment
Equity and assessment criteria.
25. NEPOTISM AND/FAVOURITISM
a. The Council shall be non-bias when recruiting employees.
b. Immediate family members of employees will not be employed.
Immediate family members referred to being the mother, father,
spouse, child, siblings or any family members by marriage.
c. Any Municipal functionary shall excuse himself/herself from
recruitment exercise where his/her family member is involved.
26. CAUSE FOR NON-SELECTION
a. A suitable employee, who applies for a vacant position, may not be
refused the appointment for any reason other than there being another
applicant ( internal or external) who meets the criteria for appointment
to the position better than he or she does.
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b. The non-availability of a replacement for the position vacated by a
prospective appointee will not be a valid reason for denying the
appointment, especially if such an appointment would result in a
promotion.
27. UNSOLICITED APPLICATIONS
The Municipality shall regret and return unsolicited applications. Unsolicited
applications are those which are received by the Municipality without the
Municipality communicating a vacancy and hence there is no legitimate
expectation on the part of the applicant to be considered for a position.
28. ADOPTION AND APPROVAL OF RECRUITMENT, SELECTION AND
PLACEMENT POLICY
This policy is adopted and approved by the full Council of Koukamma Local
Municipality for implementation.
Effective from (Date) is £/AM.69 aoel
Approved by Resolution Number 02/2010:31 on this the 15th day of December 2009.
47 4-0Mumcipa anager Date:
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