Department of Natural Resources Policy -
Hiring of Employees on Personal Services Contract
Policy Number: 97:01
Effective Date:     July 1, 1997 (Reviewed: May 2003)
See signed policy - Adobe Acrobat file
I. Purpose
The purpose of this policy is to define consistent and expeditious procedures for the hiring of employees under long-term personal service contracts including the assignment of administrative and review responsibilities; consolidation and standardization of forms; and, establishment of concurrent approval/review processes.

II. Scope
This policy applies to all Units within the Department of Natural Resources (DNR).

III. Policy
The authority for hiring contractual employees is contained in the State Personnel and Pensions Article of the Annotated Code of Maryland. A contractual employee is defined as an individual who:

A. Under a written agreement, provides temporary personal services to the Department for pay;

B. Is not employed in a budgeted position; and

C. Has an employer-employee relationship with the State.

This policy is not applicable to the hiring of short-term student or (seasonal) short-term, fiscal excluded employees.

IV. Procedure

A. Assignment of Responsibilities:

  1. Hiring Approval – Obtain approval for contractual hiring from Program/Unit Director or Assistant Secretary.

  2. Recruitment Methodology – Obtain approval from the Office of Fair Practice, Human Resource Service, including the structured interview questions using the Vacancy Fill Request form.

  3. Classification Determination – For new contractual positions, obtain approval of requested classification from the Classification Division of Human Resource Service before recruitment.

  4. Interview – Interview eligible candidates and obtain approval of their selection by the Assistant Secretary or designee required by the Department.
  5. Documents – Prepare appropriate employment forms and formal contract using the form approved by the Office of the Attorney General for legal sufficiency.

  6. Qualifications – Certify candidate meets minimum qualifications of comparable State classification.

  7. Budget – Certify that position is a budgeted line item and/or submit an approved budget amendment to obtain DBM approval.

  8. Records – Serve as repository for filing of all records and/or forms.

  9. Process Time – provide sufficient lead time for processing to ensure the contract is in effect prior to work commencing.

  10. Termination – Ensure the “Employee Cut” form is promptly completed and submitted.

B. PROCURMENT OFFICE:

  1. Support – Provide assistance, direction and guidance to the units on a regular and continuing basis in regard to completion of employment documents.

  2. Review – Review forms for completeness, accuracy, and inclusion of appropriate documents and copies.

  3. Execution of Documents – Execute Central Payroll Bureau forms (CPB311T and CPB312) and contract as “Agency Head”.

  4. Process – Forward document to Central Payroll Bureau, Budget Management, and DNR Payroll as required.

  5. Records – Maintain DNR Contractual Tracking Database System.

  6. Signatory Authority – Sign as the final signatory authority for “Personal Services Contracts”.

C. OFFICE OF HUMAN RESOURCES:

  1. Support and Approval - Assist and review unit requests for proposed recruitment methodology, minority pool of applicants, job function, classification, and rate of pay.

V. HIRING PROCEDURES:

A. New Contractual Positions

  1. Unit Administration shall complete a “Vacancy Fill Request” and position description form and send to the Office of Fair Practice, Office of Human Resources.

  2. Office of Human Resources shall review and approve the proposed classification, recruitment methodology and rate of pay.

B. New and Existing (Re-hire) Contractual Positions

  1. If changing classifications on re-hires, Office of Human Resources must review prior to the new contract being submitted.

  2. Unit shall complete all documents appropriate to the contractual hiring and submit the original and two copies of the contract document to the Procurement Office.

  3. Procurement Office shall review all forms for accuracy and distribute to appropriate entities.

  4. Upon execution of the contract documents, the unit shall distribute one copy of the contract to the employee and retain all other copies in a permanent file of the contractual position.

    Posted February 3, 2004