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USA Operations Centers Job Offer & Job Confirmation Process May 2017
As this policy is reviewed, please note the following States/areas for which exceptions exist:
California, District of Columbia, New York, New Jersey
Specific details on each exception may be found within the General Information section of this text.
Human Resources is responsible for extending the job offer to external applicants. The job offer is based on contingencies such as an acceptable background check and urine drug screen results.
If the results are acceptable, the job offer is considered final.
The procedures outlined in this chapter apply only to those positions which do NOT require a medical review process. A medical review process is required on the following positions:
Company Pilots
Mobile Equipment Operators - includes:
cargo van operators
chauffeurs
fork lift operators
shuttle bus operators
vehicle attendants
operators of tractors, mowers, etc.
Commercial Drivers covered by the Commercial Driver DOT Policy
Positions Requiring Heavy Lifting or Operation of High Speed Equipment
Please contact Safety & Insurance Services if you have questions concerning the medical review process for a specific position.
Job Offer When extended, the job offer should be contingent upon acceptable background check and drug screen results. Depending on the job, other contingencies might apply including:
State licensing requirements (If applicable) .
Acknowledgment and Consent to Telephone and Vehicle Monitoring and Recording (If applicable) (See Telephone Monitoring and Recording Policy)
Securities Registration (FINRA exam(s) and state required exams (If applicable) (See Securities Registration Agreement Policy)
Return to Personal Production (RTPP) job offer language and/or Declaration of Understanding (If applicable)
Intellectual Property Agreement
Verification of identity and employment eligibility requirement on the start date
The job offer may be extended verbally and a written offer will be sent to the applicant's profile page. The applicant will receive a notification via email that there is an offer ready to be reviewed in their applicant profile. Once all contingencies are met, a job offer is placed in the applicant's My Profile. The job offer should include the following information at a minimum:
Position
Location
Training (including location and training schedule)
Compensation
Work Schedule
Hours of Operation
Date of first salary review
Benefits & Time Off
Incumbency Period
Tentative start date
Who should complete the Background Check? The background check should be completed by applicants for full-time and part-time employment. For more specific information on background checks, please review the U.S. Background Check policy.
Who should complete the Drug Screen?
The drug screen should be given to applicants for full-time and part-time employment.
Applicants for part-time employment that will last 90 days or less may not need to complete a drug screen.
Those being rehired within 90 days after the date of termination do not need to complete a drug screen. If it has been greater than 90 days since the date of termination, a drug screen should be completed.
Note: Due to state laws, we do not currently use the pre-employment drug screen in Maine, Montana or Vermont
Applicant Drug Screening Notice Notice of the Joyner employment drug screen policy is included in the Policy Statement on the employment application, which applicants complete online before their HR Screening interview and pre-employment testing.
Coordinating the Drug Screen Human Resources will order the drug screen. The vendor will coordinate a time and location with the applicant to complete the drug screen. Human Resources will be informed by the HREC via e-mail if the applicant is eligible for employment after the screen.
Applicant Drug Screen Program As a condition of employment, all applicants will be required to submit to a contingent offer urine test for the presence of certain commonly abused drugs.
Joyner utilizes a third party administrator to schedule and coordinate all applicant drug screens. Applicants who are under consideration for safety-sensitive positions will be tested in accordance with Department of Transportation (DOT) regulations. For all other positions, applicants will be tested using a modified DOT process.
Human Resources will order a package from the vendor that will specify whether or not the drug screen must be collected and processed per DOT regulations. If a DOT drug screen collection is needed, Human Resources will supply the applicant with a paper Federal Drug Testing Custody and Control Form, the collection location, and the timeframe when the applicant must complete the process. The forms are supplied by the third party administrator. The form contains pre-printed contact information for the Joyner Medical Review Officer within S&I Services.
Applicants are tested for the five most commonly abused drugs, using the
Substance Abuse Panel 5-50 with nitrites:
Marijuana (THC)
Cocaine
Opiates
Phencyclidine(PCP)
Amphetamines
Negative Results Negative test results (meaning no drugs were found in the screening) will be reported to the Human Resources & Employee Care (HREC).
Positive Results Positive and unusual or questionable drug screen results are sent to the Joyner Medical Review Officer (MRO), who is the Joyner Medical Director within Safety & Insurance Servivces. The MRO reviews the results and determines whether or not the results are acceptable.
The MRO makes three attempts reasonably spaced over at least a 24-hour period to contact the applicant and allow the applicant the opportunity to discuss the result and present a legitimate explanation for the positive result.
If the MRO deems the reason is legitimate, the applicant is asked to submit medical documentation from his/her physician or pharmacist to explain the test result. The burden of providing this documentation rests with the applicant. Once documentation is received, the MRO makes a determination on the test result. If no documentation is received after a reasonable time frame, the MRO makes a determination on the test.
If no legitimate reason for the test result exists, the MRO makes a determination on the test.
The MRO’s decision is communicated to the third party administrator who posts the decision for HR’s review.
A determination may be made on the result. No discussion with the applicant is warranted and a second test is not ordered. OR
The applicant may be asked to complete a second drug screen. OR
The MRO may contact the applicant and allow the applicant to discuss the result and provide a legitimate explanation. After this discussion, the applicant may be asked to complete a second drug test.
A third drug screen is never requested.
We will not test applicants for alcohol.
All applicant drug screening tests that are positive will be followed by a confirmation test using the same urine sample used in the screening test. It is the responsibility of the health care professional and/or the laboratory performing the test(s) to ensure that the "chain of custody" safeguards have been met with regard to the collection, storage, transportation, and delivery of the specimens to be tested.
Applicants with confirmed therapeutic levels of prescription drugs will be considered for employment.
Applicants with a confirmed presence of non-therapeutic drugs will not be employed.
Management will be notified by Human Resources of any applicant who is unable to be hired due to a non-approved result. Specific details regarding the test will not be provided and the hiring manager should only be advised that the applicant did not receive acceptable results on the drug screen and therefore HR will be rescinding the job offer.
All positive test results and employer copies of negative test results shall be treated as confidential and be filed in locked cabinets in HR Executive Medical at Joyner. All negative test results shall be treated as confidential and be filed at the third party administrator’s location.
The applicant, upon request, can be given a copy of the test results. The Employee Safety & Insurance Department will send the results to the applicant.
Unacceptable Drug Screen, Medical Review or Accommodation Request
The Notifications and Triggers Job aid contains verbiage used in all correspondence templates used in the employment process. (See the Official Employee File policy for details on filing job offers.).
It is important that you review completely all e-mails and letters generated to ensure the accuracy of information.
Other Contingencies:
Acknowledgment and Consent to Telephone Monitoring and Recording (If Applicable) Include the following language:
Your position is subject to telephone monitoring and/or recording for quality assurance and training purposes. You will be required to sign the Acknowledgment and Consent to Telephone Monitoring and Recording Form on your start date.
Acknowledgment and Consent to Vehicle Activity Monitoring and Recording (If Applicable) Include the following language:
Your position is subject to vehicle monitoring and/or recording for quality assurance and training purposes. You will be required to sign the Acknowledgment and Consent to Vehicle Monitoring and Recording Form on your start date.
Need for official certified college transcripts.
Is this is a temporary assignment to a training unit in one location and a requirement to work at another location when temporary assignment ends? If so, the possible locations at the end of the temporary assignment should be included in the letter.
The recruiter should advise the candidate both orally and in the written job offer that no outside practice of law will be allowed while the individual is employed by Joyner. All prior legal matters must be resolved before joining Joyner. A copy of the enterprise policy "Outside Practice of Law by Lawyers Employed by the Joyner Companies" should be enclosed with the job offer and job confirmation letter.
State Exceptions
Requires a notice be provided, in writing, at the time of hire outlining employer, wage and worker’s compensation information for non-exempt employees.
District of Columbia District of Columbia’s Wage Theft Prevention Amendment Act of 2014, enacted 2/26/15
Requires a notice be provided, in writing, at the time of hire outlining employer, and wage information to exempt and non-exempt employees.
New York Labor code section 195.1 – Wage Theft Prevention Act, enacted 4/1/2011
Requires a notice be provided, in writing, at the time of hire outlining employer, and wage information to exempt and non-exempt employees.
New Jersey Labor code section P.L.2012,c.57 - Gender Equity Notice, enacted 1/6/2014
Requires a written copy of the Gender Equity Notice be provided to all New Jersey new hires on or after January 6, 2014.
Not Applicable
Management advises the Human Resources Department of the applicant(s) selected. This will let the recruiter know that an offer needs to be extended to an external applicant, or that an internal applicant is being extended an offer. Human Resources will then initiate the appropriate background/credit check actions and generate the offer letter.
The Recruiter will extend the job offer contingent upon the applicant's acceptable background check and drug screen results. (See Background Checks for Applicants for procedures on initiating the background check.) The job offer may be extended verbally and will send an offer letter electronically.
The drug screen should be conducted no earlier than 90 days before the applicant's anticipated start date.
After the job offer has been made and if the background check results are acceptable, the recruiter should advise the potential employee of the Accommodation Request Form, if one is needed. (The ADA prohibits medical inquiries prior to a job offer and the evaluation of all relevant non-medical information.) If he or she needs an accommodation, the applicant must complete the Request for Accommodation and provide it to their medical professional who should complete and forward it to the HR ADA Team. (See Accommodation Requests under ADA – Employees/Applicants.)
The recruiter receives confirmation from the HREC and S&I Services staff that the drug screen and accommodation request(s), if any, are acceptable.
The recruiter advises the supervisor and confirms the suggested start date.
The recruiter advises the applicant, confirms the job offer and start date. This should be done by phone and confirmed by e-mail by moving the applicant into a "Hired" status, triggering a welcome/onboarding letter (See the Official Employee File policy for details on filing job offers.)