presented by human resource services
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WSU Recruitment Processes. Presented by Human Resource Services. March 2013. OBJECTIVES. Framework for Recruitment Legal Concerns Search Phases Steps in the Phase & Recommended Best Practices Resources. The Framework. Federal and State laws - PowerPoint PPT PresentationTRANSCRIPT
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Presented by Human Resource Services
WSU Recruitment Processes
March 2013
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OBJECTIVES
• Framework for Recruitment• Legal Concerns• Search Phases • Steps in the Phase & Recommended Best Practices
• Resources
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The FrameworkFederal and State laws
• ADA, Civil Rights Act, FLSA, VEVRAA, USERRA, RCWs, WACs etc.
Monitoring Agencies• DOL, OFCCP, EEOC, WA-HRC etc
WSU Policies• BPPM Chapter 60, AP Handbook, EP #12
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Legal ConcernsIllegal Discrimination• Disparate Treatment
i.e. direct discrimination• Disparate Impact
i.e. biased impact on protected groups
Bona Fide Occupational Qualifications (BFOQ)
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Legal ConcernsRA and the Applicant
• May an employer ask whether an RA is needed?
• Does an employer have to provide a RA to an applicant?
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SEARCH PHASES
PHASE 1Prepare
PHASE 2Outreach & Recruit
PHASE 3Evaluate & Interview
PHASE 5Wrap-Up & Onboard
PHASE 4Deep Dive & Hire
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SEARCH PHASES• Prepare to Hire the Best – PLAY VIDEO
PHASE 1Prepare
Dept’s Goal: Hire the best candidate for the jobWSU’s Strategic Plan: Increase Excellence
Achieve national and international pre-eminence in innovation, discovery, and creativity.• Sub Goal 1:
Attract and retain a diverse faculty and staff of the highest academic stature.
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SEARCH PHASES• Prepare to Hire the Best
PHASE 1Prepare
Benefits• Decrease Costs – Turnover, etc.• Decrease Down Time• Decrease Performance Issues• Decrease Lawsuits and Litigation• Increase Morale
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SEARCH PHASES• Prepare to Hire the Best• PD Development/ReviewPHASE 1
Prepare
Position Details & Duties• Official Title and Working Title (if applicable)
• Primary responsibilities and duties
• Minimum and preferred qualifications
• Success Factors - Knowledge, Skills, and Abilities, Competencies, Motivation
• Performance Expectations
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SEARCH PHASES• Prepare to Hire the Best• PD Development/Review• NOV and Eval Tools
PHASE 1Prepare
Notice of Vacancy• Designed to “sell” the position
• Posted on WSUJobs.com Describe duties
Broaden appeal
Diversity commitment/needs
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SEARCH PHASES• Prepare to Hire the Best• PD Development/Review• NOV and Eval Tools
PHASE 1Prepare
Evaluation Tools• Objective and measurable
• Consistent with position details
• Interpretation consensus
• Sufficient flexibility
• Qualification weight
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SEARCH PHASES
PHASE 1Prepare
PHASE 2Outreach & Recruit
PHASE 3Evaluate & Interview
PHASE 5Wrap-Up & Onboard
PHASE 4Deep Dive & Hire
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SEARCH PHASES
• Outreach Strategy – EEO/AAPHASE 2
Outreach & Recruit
EEO/AA compliance• Good faith efforts
• Review underutilized data
• Targeted recruitment
• Cast wide net
• Hiring decisions made w/o regard to protected status
Equal Employment and Affirmative Action Policy, EPM 12
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SEARCH PHASES
• Outreach Strategy – EEO/AA• Proactive Outreach & AdvertisingPHASE 2
Outreach & Recruit
Proactive Outreach Ideas
• Dept/College suggestions
• Nominations
• Alumni
• Directories or databases
• Professional contacts
Advertising Ideas
• National publications/websites
• Professional associations/orgs
• Mailings or listserves
• Orgs or websites for underrepresented groups
• Department website
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SEARCH PHASES
• Outreach Strategy – EEO/AA• Proactive Outreach & Advertising• Position Posted @ WSUJobs
PHASE 2Outreach & Recruit
Minimum Recruitment Periods
• AP - National 30 calendar days
• AP - NW Regional or Statewide 21 calendar days
• AP - Local 14 calendar days
• CS – Min 5 business days
WSU Jobs
• HM submits online
• Recruitment documents
• HRS reviews
• Direct link created
• Guest user accounts
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SEARCH PHASES
PHASE 1Prepare
PHASE 2Outreach & Recruit
PHASE 3Evaluate & Interview
PHASE 5Wrap-Up & Onboard
PHASE 4Deep Dive & Hire
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SEARCH PHASES
• Candidate Evaluation/VettingPHASE 3
Evaluate & Interview
Review all application materialsUse pre-established evaluation tool(s)Ensure qualifications clearly demonstrated
• Refrain from assumptions
Consider entire career history provided
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SEARCH PHASES
• Candidate Evaluation/VettingPHASE 3Evaluate & Interview
Allow time to vet each candidateSame definition of criteria applied to allAvoid “moving target” syndromeDocument “not hired” reason(s)Develop long-list for screening and/or on-campus
interview
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SEARCH PHASES
• Candidate Evaluation/Vetting• Develop Screening/Interview ?sPHASE 3
Evaluate & Interview
Prohibited Pre-employment Questions
• Be vigilant in all interactions w/candidate
• Focus on job related inquiries
• Refrain from questions related to:
Race/color Religion Gender Age Citizenship National Origin Sexual orientation Marital status Disability status Veteran status
Pre-Employment Inquiry Guidelines, BPPM 60.08
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SEARCH PHASES
• Candidate Evaluation/Vetting• Develop Screening/Interview ?sPHASE 3
Evaluate & Interview
Open endedJob-relatedMeasurable and observableConsistent among all applicantsSpecific to candidate - gaps in employment history,
education, etc.
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SEARCH PHASES
• Candidate Evaluation/Vetting• Develop Screening/Interview ?s• Screening & On-campus Interviews
PHASE 3Evaluate & Interview
Screening Interview• Short telephone call or videoconference
• Clarify application materials
• Job related questions relative to experience/quals• Conducted by all or part of the search committee
• Same opportunities provided to all
• Take notes/narrow down pool
• Provide updates to Search Support
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SEARCH PHASES
• Candidate Evaluation/Vetting• Develop Screening/Interview ?s• Screening & On-campus Interviews
PHASE 3Evaluate & Interview
On-Campus Interviews• Short-list of top candidates
• Candidate also evaluating WSU
• Various components included
• Similar format/opportunities for all candidates
• All interactions potentially an “interview”
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SEARCH PHASES
PHASE 1Prepare
PHASE 2Outreach & Recruit
PHASE 3Evaluate & Interview
PHASE 5Wrap-Up & Onboard
PHASE 4Deep Dive & Hire
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SEARCH PHASES
• Reference ChecksPHASE 4
Deep Dive & Hire
Purpose – deeper diveNotify candidate references will be contactedRecommend 2 persons conductContact 3 professional referencesSame method for all candidates
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SEARCH PHASES
• Reference Checks• Background Check & Personnel FilePHASE 4
Deep Dive & Hire
Background Checks• Designated at beginning of
search
• Background check components
• Conducted on top 1-2 finalist(s)
• Offer may be contingent upon successful completion
Personnel File• Top finalist(s)
• Search Chair or Supervisor may review
• Current or former employees
• Visit HRS to review file
Background Checks, BPPM 60.16
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SEARCH PHASES
• Reference Checks• Background Check (if applicable)• Hire Recommendation*
PHASE 4Deep Dive & Hire
*NOTE: Process varies by area/college
Hire recommendation to AA or designeeVerbal offer made upon approval of “Recommended for
Hire”Offer letter drafted, approved and sent†Official signature acceptance distributed to CCs†CS – AA signs PAF; AP – AA must sign letter
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SEARCH PHASES
PHASE 1Prepare
PHASE 2Outreach & Recruit
PHASE 3Evaluate & Interview
PHASE 5Wrap-Up & Onboard
PHASE 4Deep Dive & Hire
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SEARCH PHASES
• Decline Notices/Closeout WSUJobsPHASE 5
Wrap-Up & Onboard
Decline Candidates• Courtesy notification to
on-campus interviewees
• Email/letter to other candidates
• HRS templates available
Closeout WSU Jobs• Finalist recommended for
hire
• Other candidates’ status updated
• Hiring Proposal/Offer Ltr
• HRS Fills posting
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SEARCH PHASES
• Decline Notices/Closeout WSUJobs• Records RetentionPHASE 5
Wrap-Up & Onboard
University Records –Retention and Disposition, BPPM 90.01
•Search Committee Members (WSUJobs)
•Copies of all internal and external advertising
•Application materials (WSUJobs) •Candidate evaluation tools
•Screening & interview notes •Hiring recommendation
•Not selected reasons (WSUJobs) •Copy of final offer letter
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SEARCH PHASES
• Decline Notices/Closeout WSUJobs• Records Retention• Onboarding Process*
PHASE 5Wrap-Up & Onboard
Onboarding Plan Suggestions• Welcome communication
• Review duties/responsibilities, goals and plan for attaining
• Designate 30-60-90 day progress review
• Department and Area/College orientation
• HRS orientation hrs.wsu.edu/New+Employees
*NOTE: Process varies by area/college
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RESOURCES• Recruitment ToolKit:
hrs.wsu.edu/APCSRTK%20Main Search Committee Guide Staff Recruitment Checklist
• Human Resource Services Pullman: 509-335-4521 Spokane: 509-358-7554 Vancouver: 360-546-9587 Tri-Cities: 509-372-7302
Email: [email protected]: www.hrs.wsu.edu