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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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