Oklahoma Department of Corrections Successful Completion of the Personal Data Summary Sheet (Form HCM-4B)

During their careers with the State of Oklahoma, most Classified employees will seek to enhance career growth through promotion or transfer. The following information is provided in an effort to assist employees in properly and accurately completing the Personal Data Summary Sheet, or HCM-4B form. Overview

The Job is Announced A position has been announced and you are interested in applying for it. You have reviewed the HCM job description and feel that you are qualified. However, prior to promotion, demotion, lateral transfer, or reinstatement to any job family level in the classified service, the Office of Management & Enterprise Services/Human Capital Management must certify that the employee/former employee meets the minimum qualifications for the position. [Merit Rule 260: (a) ]

Completing the HCM-4B The certification process begins with the completion of the Personal Data Summary Sheet, or HCM-4B, which can be found on the Human Resources web site: Human_Resources_Forms.html We will discuss important points about each section of the form and what you can do to ensure that HCM is provided sufficient information to assess your qualifications.

Completing the HCM-4B Start by indicating the complete HCM job title for which you are applying, including the level. Human Resources Management Specialist I Smith Jane Q College University of Oklahoma Norman, Okla Business Admin. If the job description requires a degree or specific college coursework, be sure to include a copy of your transcript.

Completing the HCM-4B Provide complete dates for your work experience. HCM credits experience based on years, months, and days worked.

Completing the HCM-4B Provide a detailed description of your duties, including time percentages if performing a variety of tasks. Attach additional pages if necessary. If you supervise, be sure to indicate the number and titles of the employees under your supervision.

Completing the HCM-4B While you want to demonstrate that you are qualified for the position, you must also ensure that the information provided is accurate and truthful. HCM recently added the following language to the bottom of the form: Title 21 O.S. Section 358-B: It shall be unlawful for any person applying for employment with the State of Oklahoma to make a materially false, fictitious or fraudulent statement or representation on an employment application, knowing such statement or representation to be materially false, fictitious or fraudulent. A violation of this subsection shall be punished as provided in subsection B of Section 359 of this title. I certify, subject to the penalties provided by law, that all information listed above is correct to the best of my knowledge. _____________________________________________ DATE _________________________ Signature of Employee or Personnel Officer Title 21 O.S. Section 359-B provides: Any person found guilty of violating subsection B of Section 358 of this title shall be guilty of a misdemeanor punishable by a fine not exceeding One Thousand Dollars ($1,000.00), or by imprisonment in the county jail for a term not exceeding one (1) year, or by both such fine and imprisonment.

Completing the HCM-4B The Department of Corrections has added a second page to the Personal Data Summary Sheet in order to be in compliance with the Prison Rape Eliminate Act (PREA). This page must also be completed and submitted with the HCM-4B:

Additional Information Another valuable tool which can be used to verify experience or duties performed is the PMP form. Employees are encouraged to attach their PMP form along with other documentation such as college transcripts or resumes.

Additional Information Once signed, the 4-B form and attachments are ready to be turned in to your facility/unit Human Resources Management Specialist and then forwarded to the Central Human Resources unit. The facility/unit H.R.M.S will be notified when HCM has made a determination concerning qualification.

Additional Information When Personal Data Summary Sheets are returned or rejected, HCM will always explain why the information on the 4-B was not accepted as “qualifying”. They will also reevaluate work experience as long as it is sent back through the proper channel. If qualifying education or experience was omitted on the original 4-B, you may provide the additional information to your H.R.M.S. and ask him/her to resubmit to HCM.

Along with your resume, it is a good idea to keep your Personal Data Summary Sheet current. When a position that you are interested in becomes available, you will already have a current and accurate history of your education, experience and contributions. One Final Thought….. Authors: Kelli Hall & Cindy Leonard, DOC Human Resources Unit September, 2005 (Updated February, 2015)