welcome to recruitment guidelines & resources
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Welcome to Recruitment Guidelines & Resources. California State University, East Bay Office of Human Resources. Objectives. Understand the CSUEB staff hiring process Understand the legalities of hiring Be able to establish screening criteria Be able to construct good interview questions - PowerPoint PPT PresentationTRANSCRIPT
Welcome to Recruitment Guidelines & ResourcesCalifornia State University, East Bay
Office of Human Resources
Objectives Understand the CSUEB staff hiring process Understand the legalities of hiring Be able to establish screening criteria Be able to construct good interview questions Be able to conduct thorough reference checks Understand what’s expected once your new
employee has been hired
What’s Required Job Description with organizational chart Online Recruitment Request to fill vacancy Post vacancy for at least 14 days plus any additional
advertising in print or on the web Establish an Interview Committee Establish Screening Criteria Conduct the Interview Prepare the Offer Start the New Employee
Job Description All bargaining unit positions require a job
description For new positions, HR must approve the
classification level before posting the position All job descriptions must be submitted on the
CSUEB job description form available online at: www.csueastbay.edu/hr/recruitment.html
Job Description (cont’d.): Purpose:
Outline duties and responsibilities for the position Outline expectations for the performance of the duties and
responsibilities Identify knowledge, skills and abilities required to
perform the duties Identify preferences for experience and skills required for
the position Official organizational chart, highlighting vacant position Signatures authorizing position and assigned duties
Recruitment Request to Fill Vacant Position
Contains all relevant information to recruit position PS #, timebase, classification, working title, location,
work schedule Basic description should be prepared for the
recruitment announcement Contact information for recruitment Signatures authorizing recruitment Online Recruitment Request available in PeopleSoft
Job Posting All recruited positions must be posted for a
minimum of 14 calendar days Hard-to-recruit positions should have additional
advertising (i.e., print or on-line resources) Advertising costs are the responsibility of the hiring
department Closing date can be extended (hard date) or left
Open Until Filled with a begin review date noted in the announcement
What to do while the vacancy is being advertised…
(1) Establish a Search Committee
Usually up to 3 members on the Committee When composing Committee, keep in mind:
Diversity in ethnicity and gender representation Classification representation
What to do… (cont’d.)(2) Establish Screening Criteria:
Minimum Qualifications for the position (Yes/No) Required experience, skills and/or abilities for the position Desired experience, skills, abilities and/or characteristics Must be listed in the Job Announcement to be used for
screening Point spread for screening criteria should be wide (e.g., 1-10
points)
Screening Criteria…(cont’d.) Must be approved by HR before applications are forwarded
to committee for review Hiring manager/supervisor can screen initially for Minimum
Qualifications Applications not meeting MQ’s do not go forward
Search Committee screens remaining applications for secondary criteria Screening is based on information presented by the applicant Do not make assumptions about experience or education which is not
listed Remember: the application itself is a test!
Screening Criteria (cont’d.)… Template for Application Screening Grid
List names alphabetically with the criteria listed across the top
Template Application Screening Summary
Both templates are on the HR forms web site:www.csueastbay.edu/hr/forms
What to do…..(cont’d.)(3) Write your Interview Questions Interview questions must be appropriate for the
position and relate to: Education Experience Skills, knowledge and abilities for the position Situational questions (behavioral) Interpersonal skills Verbal communication skills
Interview Questions (cont’d.)… Interview Questions must be put on an
Interview Rating Sheet Allows for consistency in asking all applicants
the same questions Template for Interview Rating Sheet
Has scoring mechanism and comments section Template for Interview Results Summary Both templates can be found on the HR Forms
web site: www.csueastbay.ed/hr/forms
Scheduling the Interview Department is responsible for scheduling the
interviews Normally a minimum of three (3) applicants, unless
there are not three qualified applicants Find a day(s) and times when all Committee
members are available and establish schedule Schedule a room where there is privacy Contact selected applicants and offer a time & day If applicant does not return call or e-mail request for
interview, department not obligated to pursue
Conducting the Interview Greet the applicant and introduce Committee
members Brief outline of job duties & responsibilities Explain that you will be asking established questions
and taking notes Help the applicant to feel comfortable Encourage the applicant to do the talking…not the
Committee or Chair Make sure the applicant understands the question
asked; if necessary, repeat or re-word the question
Conducting the Interview (cont’d.) An Interview Rating Sheet must be completed by
each Committee Member for each applicant interviewed
Written comments should be made for responses to each question Comments must be job-related and not about personal
characteristics Wrap up the interview and thank the applicant Be sure to stay on schedule and don’t keep the next
applicant waiting
Second Interviews All the basics from the first interview should
be followed, including interview questions Usually conducted by the hiring manager
prior to a recommendation for hire Committee should present final candidates to
the manager in an unbiased manner
Reference Checks A Reference Check must be conducted on the
final candidate before the Hiring Packet goes to HR
A Reference Check form outlining what can be asked is required
At minimum, two Reference Checks must be conducted; can do more With a current or prior supervisor
Preparation of Offer Compile all materials used during selection
process and submit to HR:
Application Screening Grid and Summary Interview Rating Sheets and Summary Summary of Interview Results Scores
Preparation of Offer (cont’d.)… Appointment Recommendation Form with
selected applicant information, including proposed salary
Signatures of Committee Chair, Department Chair/Manager, Dean/Director
All materials go to HR for approval prior to an offer being extended
Once offer is approved, HR will notify the contact person of the approval
Make offer to applicant and secure a starting date
What if the candidate declines the offer?
If the candidate declines the position, an offer can be made to the next candidate
If the next candidate is not acceptable for this position, not interested, or no longer available, the department can re-post the job announcement
When your new employee starts working… Make the necessary office/desk arrangements Have the new employee sign in with HR and Payroll
within the first three (3) days of employment Your employee will be scheduled for a New
Employee Orientation (make a note of the date and time for your records)
Give the new employee a tour of the area Make the necessary introductions Make arrangements for the employee to get an office
key
When your new employee starts working… Your new employee will sign a copy of the approved
job description at the time of sign-in with HR HR will give employee a copy of signed job description
Discuss the expectations of the position so the employee knows the basis of evaluations
Probationary employees are evaluated by the end of the 3rd, 6th, and 11th months of employment – put them on your calendar
Schedule regular meetings with your new employee to make sure he/she ca be successful and provide feedback at those times
Other Points to Remember Everything that occurs with the hiring process is
confidential It is the Committee Chair’s responsibility to ensure
that the hiring is free of any and all discrimination, bias and/or prejudice
All screening criteria and interview questions must be based on job-related criteria
Do not ask any personal questions related to legally protected areas
Legally Protected Areas Age, national origin, religion Sex, marital status, family Race, color, sexual orientation Birthplace, citizenship Physical disability, medical condition Organizations and activities outside of work
Review of Steps Establish Committee Establish Screening Criteria Develop Interview Questions
Submit all three of the above to HR for approval before beginning the screening process
Screen Applications Submit results to HR before conducting interviews
Conduct Interviews Submit packet to HR for final approval
Questions?Please contact your HR Manager or Recruiter –Kristine Fagundes x52077 Josie Robles x57503Andre Johnson x52164JoAnne Hill x52264Codie Howe x53769
Thank you!